Free tool for calculating common area fees in condominiums

The allocation of expenses is one of the key elements in the financial management of a condominium. However, it can quickly become complex when distinguishing between general common expenses, specific common expenses, and common areas with restricted use (CARU).

To help you apply these concepts in practice, Borée Professional Services provides a free Excel tool to help you structure the allocation of expenses in a condominium.

This tool was designed to help condominium association administrators, managers, and professionals quickly visualize each co-owner’s contribution.

What this tool does

This tool allows you to:

Automatically calculate the contribution of each co-owner with or without an allocation formula
Identify the common areas (CA) and the common areas with restricted use (CARU)
Apply different allocation formulas depending on the expenses
View allocations based on ownership share or exclusive use
Organize expenses related to the maintenance fund and the reserve fund

Learn more

For a detailed understanding of the principles of expense allocation, see our comprehensive guide on expense allocation in condominiums in Quebec

Important to know

This tool is intended to facilitate the understanding and application of expense allocation principles. However, the declaration of co-ownership remains the legal document that determines the official allocation method.

If in doubt, it is recommended to consult a professional specialized in co-ownership, particularly a lawyer or notary.

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Frequently asked questions

Is an allocation formula always required to allocate common expenses in a condominium?

No, an allocation formula is not always necessary in a condominium.

In many buildings, the share allocated to each unit already takes into account certain unit-specific factors, sometimes including the existence of common areas with restricted use (PCUR). In these situations, applying the share percentages set forth in the declaration of co-ownership may be sufficient to allocate expenses.

An allocation formula generally becomes necessary only when the declaration of co-ownership specifically mentions it, particularly for certain expenses related to the maintenance or replacement of common areas with restricted use, such as balconies, windows, or parking spaces.

It is therefore essential to consult the declaration of co-ownership, which is the definitive legal document for establishing the method of allocating expenses in a co-ownership.

How are common expenses allocated in condominiums in Quebec?

In Quebec, the allocation of common expenses in a condominium is primarily determined by the share of each unit, as provided for in article 1064 of the Civil Code of Québec.

Each co-owner therefore contributes to the common expenses according to the relative value of their unit. However, certain expenses related to common areas with restricted use (CARU) may be allocated only among the co-owners who have exclusive use of them.

What is the difference between general common expenses and specific common expenses?

The general common expenses relate to the entire building and are paid by all co-owners according to their share.

The specific common expenses concern only certain co-owners, particularly when the expenses are related to common areas with restricted use, such as balconies, terraces, or parking spaces.

What is a co-ownership share?

The share represents the proportion of ownership of each unit in the common areas of the building.

It is determined when the condominium is created and is used in particular to calculate:

the contribution to common expenses
voting rights at meetings
participation in the condominium funds

The method used to calculate the share is normally indicated in the declaration of co-ownership.

What is an allocation key?

An allocation key is a method used to distribute certain expenses more fairly among the co-owners concerned.

It is often used when expenses are related to common areas with restricted use, for example:

balcony maintenance
parking maintenance
replacement of rooftop terraces

In these situations, only the co-owners who benefit from exclusive use participate in the costs.

Where can I find the method for allocating expenses in a condominium?

The method for allocating expenses is defined in the declaration of co-ownership, which is the building’s fundamental legal document.

It includes, in particular:

the definition of common areas and private areas
the shares of each unit
the rules governing common areas with restricted use

Why use a load distribution tool?

An expense allocation tool allows you to:

structure the condominium’s expenses
properly apply the ownership shares and allocation keys
view each co-owner’s contribution
avoid errors in budget management.

It also makes financial rules easier to understand for condominium administrators and managers.

Does this tool replace a professional analysis?

No. This tool is intended to facilitate the understanding and application of basic principles.

However, the declaration of co-ownership remains the determining legal document, and certain situations may require the involvement of a specialized professional, such as a lawyer, notary, or CPA.

Should an allocation key always be applied when the declaration of co-ownership mentions one?

No, not necessarily.

Some declarations of co-ownership specify that the allocation key applies when the calculation is possible and significantly useful.

For example, in a condominium with 12 units where each co-owner has a parking space, an allocation key for the replacement of the parking spaces would not be significantly useful since each co-owner has the same right of use. The expense can therefore be divided equally among them.

The allocation key becomes particularly relevant when the use or benefits differ between co-owners.