Condominium Management – A Guide for Owners

Condominium management - or WEG managament in Germany - faces an exciting turning point in 2026. More complex laws, increasing requirements, and a growing volume of documents make professional organization indispensable. Owners who want to keep an overview must not only know their rights and obligations, but also rely on efficient digital solutions.

Especially compared to traditional property management, it becomes clear how important specialized systems are for condominium management. This is about far more than just billing: thousands of documents, resolutions, and minutes must be managed digitally, securely archived, and linked to accounting.

Modern platforms like filehub noticeably simplify these processes. They provide clearly structured workflows and enable fast, secure document exchange. This keeps condominium management not only transparent but also future-proof. In this guide, you’ll find all the key information on how to minimize risks and secure the value of your property.

What is a WEG and why is professional management so important?

Basics of the condominium owners’ association (WEG)

A condominium owners’ association, or WEG for short, comes into being when several individuals own separate apartments within a building. This association regulates how the building and the property are managed jointly. There is a clear distinction between separate property, which belongs to individual owners, and common property, which belongs to everyone together.

The legal basis is the Condominium Act (WEG). A WEG is formed through the declaration of division and the community rules. Every owner has rights, such as the use of common property, but also obligations, such as contributing to costs.

A typical owners’ meeting proceeds as follows: management sends the invitation, sets the agenda items, and decisions are made jointly. In Germany, there are now over 1.5 million WEGs, and the number is steadily rising. That’s precisely why condominium management is becoming increasingly relevant for owners.

Importance of condominium management for owners

condominium management is the central link between the law, owners, and the property. It takes on numerous tasks: organizing meetings, managing condominium fees, coordinating repairs, and much more. This ensures the preservation of the property’s value and minimizes liability risks.

Professional management brings transparency to all financial and organizational processes. Compared to self-management, where owners handle everything themselves, external property management provides more security and traceability. Around 80 percent of owners’ associations in Germany therefore rely on external property management companies.

Due to the enormous volume of documents—from minutes and invoices to statements—digitalization is becoming increasingly important. Modern solutions like Efficient document management for WEGs enable centralized, secure, and traceable storage of all records. With filehub, document retrieval and exchange are simplified through clear, straightforward processes, and integrating accounting saves time and reduces sources of error.

Challenges without professional condominium management

Without professional condominium management, complexity for owners increases rapidly. Legal reforms, digital requirements, and deadlines quickly create uncertainty. Typical mistakes include missed deadlines, invalid resolutions, or missing reserves—which can lead to costly corrections and legal disputes.

Conflicts within the association increase when transparency and organization are lacking. Without digital solutions, the volume of documents quickly becomes unmanageable. The risk of data loss or faulty accounting grows. This is why there are strong arguments for hiring a certified property management company that uses digital systems, guaranteeing transparency, legal certainty, and sustainable value retention.

The 2020 WEG reform and the legal situation in 2026

condominium management is at the center of a dynamic development. Legal reforms and digitalization present new tasks for owners and managers. The high volume of documents in particular underscores how important digital solutions and modern property management are. Efficient document management that enables seamless accounting integration becomes a key factor for legally compliant and transparent administration.

The most important changes of the 2020 WEG reform

The 2020 WEG reform modernized key processes in condominium management. Since then, resolutions can be passed more easily by majority vote. Virtual owners’ meetings are possible, increasing flexibility and participation. Transparency obligations were strengthened so that owners can view financial and administrative documents at any time.

The qualifications and liability of managers were also regulated more clearly. Minority owners received stronger rights, and deadlines for challenging resolutions are now clearly defined. In particular, digital document exchange, for example for voting, brings advantages for condominium management and reduces sources of error.

What’s new in 2026? Trends and developments

By 2026, the pressure to digitalize condominium management will continue to grow. Digital processes are not only legally recognized but in some cases mandatory. Data protection and the secure handling of sensitive data are moving further into focus. Sustainability becomes part of management responsibilities: reserves for energy retrofits and the introduction of digital document archives are standard.

The integration of accounting and document management is becoming increasingly important. Platforms like filehub make it possible to manage all documents centrally, securely, and in a GDPR-compliant manner. Those who want to delve deeper into digital strategies and AI in property management will find practical insights at Digital strategies for the future of property management.

Implications for owners and management

For owners and property management companies, the new legal situation means that processes and IT systems must be consistently adapted. condominium management becomes more complex but also more efficient when digital tools are used. There are opportunities especially through automation: less paper, faster processes, and more transparency.

At the same time, the requirements for managers’ qualifications and system security are increasing. Without professional and digitally equipped condominium management, liability risks and losses in value loom. Modern solutions like filehub simplify document retrieval and ensure clear, traceable processes in every association.

Tasks and duties of condominium management at a glance

condominium management is far more than mere organization. It forms the backbone of every owners’ association and ensures that processes remain smooth, legally compliant, and transparent. Due to the multitude of documents, contracts, and statements, modern, digitally oriented property management is becoming ever more important.

Commercial tasks and financial management

Finances are at the center of condominium management. Management takes care of the complete organization around condominium fees, reserves, and special assessments. This includes preparing financial plans as well as the annual statement for the association.

A core aspect is monitoring incoming payments, dunning, and checking invoices. Through professional contract optimization, for example for energy or insurance, significant cost savings can often be achieved. This is where the added value of an experienced property management company working with digital solutions becomes clear.

The interplay between document management and accounting is crucial. With tools like filehub, invoices and statements are processed automatically and archived securely. Those who want to learn more about automation in finance can find practical insights under Automated accounting processes for property management.

Technical and organizational management

Another core element of condominium management is the management of common property. This includes planning and overseeing maintenance measures, coordinating with tradespeople, and regular site inspections.

From 2026 onward, energy retrofits and modernizations move into focus. There is a duty to carefully document all technical measures. Digital platforms like filehub greatly simplify the storage and access to maintenance logs, construction documents, and renovation plans.

This huge volume of documents becomes clear, traceable, and accessible at any time for authorized users. This makes condominium management more efficient and less prone to errors.

Legal and communication tasks

condominium management is responsible for legally compliant processes. It organizes owners’ meetings, sends invitations, implements resolutions, and documents them comprehensively.

Professional handling of challenges and disputes, as well as advising on legal updates, are also part of the job. Management acts as a mediator and ensures transparent communication between all parties involved.

Digital solutions help automatically distribute minutes and resolutions immediately after meetings. This promotes traceability and supports compliance with all legal requirements.

The advisory board as a link between owners and management

The advisory board is the association’s oversight body. It reviews receipts, monitors the work of condominium management, and is in close contact with the property management company.

Especially for larger projects such as renovations, cooperation between the advisory board and management is essential. Digital systems allow the board to view documents, reports, and statements at any time and provide feedback.

This strengthens transparency and distributes responsibility across multiple shoulders.

Digitalization in condominium management: opportunities, challenges & solutions

Digitalization is fundamentally changing condominium management. Modern property management companies face the task of not only taking care of properties, but also managing vast amounts of documents efficiently. Management is the central link between owners, legal requirements, and the preservation of the property’s value. The more professional the processes, the more reliably obligations are fulfilled and risks minimized.

The volume of documents in condominium management

In condominium management, a true flood of documents is generated every year. Statements, contracts, minutes, and correspondence must be archived in compliance with the law and be retrievable at any time. A single owners’ meeting already produces dozens of relevant documents that must remain accessible and traceable for all members.

The growing volume brings new challenges: manual archiving takes time and introduces sources of error. Additionally, legislators demand complete evidence and strict data protection. Without digital processes, many management companies quickly reach their limits. Efficient solutions are essential here to ensure transparency and legal certainty in condominium management.

Digital solutions and workflow automation

Digital systems are revolutionizing condominium management by making documents central, secure, and accessible to all stakeholders. A modern document management system (DMS) enables automated retrieval, exchange, and archiving of invoices, minutes, and condominium fee statements. The connection of accounting to the system in particular ensures smooth processes and saves valuable time.

Automated workflows reduce errors, increase efficiency, and enhance transparency. Those who want to learn more about the benefits of digital workflows will find practical insights in the article Digitizing condominium management. The switch to digital processes is now a decisive success factor for every condominium management.

Document management and automation with filehub

filehub offers a specialized solution for digital condominium management. With automated document retrieval and secure storage, invoices, statements, and minutes are managed centrally. The platform connects accounting, administration, and the owners’ portal without any programming effort and meets the highest GDPR standards.

Simple processes make document exchange noticeably easier: minutes are automatically forwarded to all owners after the meeting. Sources of error are minimized, productivity increases. Thanks to integration with existing management and accounting systems, filehub can be quickly and easily integrated into the daily work of condominium management.

Challenges and success factors in digitalization

Introducing digital systems in condominium management requires targeted training for employees and owners. The crucial factor is choosing user-friendly, legally compliant solutions that are continuously adapted to new legal requirements. Only then can data protection and efficiency be ensured in the long term.

A good example is the successful introduction of digital owners’ meetings. Those who rely on modern tools not only save time but also create more participation and transparency in condominium management.

Selecting professional condominium management: criteria, process & tips

Choosing professional condominium management is more important today than ever. The increasingly complex tasks surrounding property management, document management, and legal requirements make it clear how important a structured and digital solution is. The enormous volume of documents in condominium management—from invoices to minutes—poses major challenges for owners and property managers. Those who use modern systems with accounting integration benefit from transparency, efficiency, and security.

Selection criteria for the right property management company

Professional condominium management should offer more than just the basics. When choosing, pay attention to the following criteria:

• Professional qualifications (e.g., IHK, DDIV certificates)

• Experience with comparable properties and associations

• Digital competency and systems used, such as document management and accounting

• Transparency in costs and services

• Good references from other owners

Digital management of all documents is now a must. Modern solutions connect accounting directly with document management. One example of efficient integration is the Integration of DATEV Unternehmen Online, which automates the exchange between condominium management and accounting and reduces sources of error.

Process of appointing the manager and cooperation

The appointment of condominium management begins with the owners’ meeting. The selection is voted on here. The next step is contract design:

• Clear definition of tasks, terms, and remuneration

• Specification of information obligations and communication channels

• Determination of termination conditions and reporting obligations

Close cooperation between owners, the advisory board, and management is crucial. Regular reports and transparent statements build trust. Modern digital tools make it easier to steer and monitor the entire condominium management.

Tips for successful collaboration

For smooth condominium management, the following is recommended:

• Clear agreements on communication channels and responsibilities

• Use digital tools like filehub for fast document exchange

• Integrate accounting and document management in a single system

• Involve the advisory board as a control body

• Proactive planning and digital documentation of all measures

With filehub, the entire process of document retrieval and exchange can be mapped simply and securely. This keeps condominium management transparent, efficient, and future-proof.

Risks and sources of error in condominium management – and how to avoid them

The tasks of a property management company in condominium management are more complex than ever. They range from organizing the owners’ meeting to ensuring legal requirements are met and preserving the value of the common property. Considering the growing number of condominium owners’ associations in Germany, it becomes clear how essential professional structures are. According to Statistics on homeowners’ associations in Germany, there are over 1.5 million WEGs—each with individual challenges. Without clear processes and modern tools, the risk of errors and disputes increases enormously.

Typical risks with absent or inadequate management

Many owners underestimate the responsibility that comes with condominium management. Without professional property management, deadlines are quickly missed and resolutions become invalid. Reserves are often not formed correctly, which can lead to financial bottlenecks for maintenance.

Common risk areas:

• Unclear responsibilities and lack of transparency

• Non-transparent or faulty financial management

• Disputes due to insufficient communication

• Costly rework due to inadequate control

The consequences are severe: loss of property value, legal disputes, and a tense atmosphere within the association.

Sources of error in digitalization and document management

With digitalization, the demands on condominium management increase significantly. A huge volume of documents—contracts, invoices, minutes—must be managed securely. When insecure or unsuitable systems are used, new sources of error arise.

Typical problems:

• Insufficient data security, data protection violations

• Lack of integration between accounting and management systems

• Incomplete or incorrect documentation

• Stakeholders overwhelmed by complicated software

Modern condominium management therefore needs digital solutions that centralize all documents and enable smooth exchange.

Best practices for risk minimization

Those who want to avoid risks rely on certified managers and digital processes. Particularly important is secure, simple document management with accounting integration. Here, filehub offers clear advantages: the platform automates document retrieval, ensures secure storage, and facilitates exchange between management, accounting, and owners.

Advantages of filehub:

• Automated workflows for recurring tasks

• GDPR-compliant storage and access control

• Clear interface to accounting

• Error reduction through transparent processes

This is how condominium management can be made more efficient, secure, and future-proof. The combination of professional property management and modern digital solutions is the key to smooth operations and satisfied owners.

You’ve now seen how complex condominium management will be in 2026—from new laws and digital processes to efficient document organization. Especially when it comes to automation and data protection, filehub offers real advantages: you save time, reduce sources of error, and always have all important documents at your fingertips and stored securely. If you want to take your management to the next level and get more out of your everyday work, just give it a try. Get started easily and without risk with test filehub.one now for free.