For boards of directors
Approve with confidence. Keep the record.
Directors are accountable for how the corporation spends its money, but usually approve it by email, from a phone, with three quotes somewhere in the thread.
Approve in one place
Every award over your threshold arrives with the scope, the bids and the manager's recommendation. Vote from a phone; your vote is recorded by name and time.
Set your own threshold
You decide the number above which the board must approve, and change it as circumstances change.
See the whole picture
Spend by vendor, open work orders, ticket volumes, chargebacks and reserve versus operating allocation.
Records that stay with you
Declaration, by-laws, minutes, insurance and every approval live under the corporation.
Ready for the auditor
Awarded vendor, amount, approving directors and dates in one report, exportable to Excel or PDF.
Owners see what they should
Give owners the documents and notices they are entitled to, and record who consented to receive them electronically.
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In practice
The question is never whether the board approved it. It is whether the board can show it approved it, two years later, with a different manager in the room.
Why the audit trail is the product.
What a board is actually accountable for
Directors of an Ontario condominium corporation carry a statutory duty to act honestly, in good faith, and with the care a reasonably prudent person would exercise. In practice that duty is tested on spending: whether the board approved it, whether it had the information it needed, and whether it can show both, sometimes years later and usually with a different manager in the room.
Most boards approve by email. Three quotes land in a thread, directors reply at different times, someone summarises the outcome in minutes written a month later, and the corporation’s proof that it authorised a $60,000 garage repair is a sent folder belonging to a person who has since resigned. Nothing about that is unusual and none of it is defensible.
SquareSync makes the approval itself the record. The board sets its own threshold; awards above it arrive with the full scope, every bid, and the manager’s recommendation attached, and each vote is captured by named director with a timestamp. Whether the money came from operating or reserve is recorded on the same decision, which is what keeps the reserve fund story coherent at audit.
The second thing a board gains is independence from its manager’s systems. The corporation holds its own tenancy, its own documents and its own mailbox. A change of management company revokes an operator grant on a date the board chooses; it does not move any data, and it does not require the outgoing manager’s cooperation to complete.
Questions we get asked
Is this something the board buys, or the manager?
Usually the management company brings it and the board approves it as part of the management relationship. Self-managed corporations can hold the platform directly.
What if we change management companies?
The corporation's tenancy, documents, mailbox and history stay in place. The outgoing operator's access ends on the date the board sets.
Does this replace our accountant or auditor?
No. It gives them a complete record of approvals and spend to work from. SquareSync does not keep the general ledger and does not provide accounting or legal advice.
Where is our data held?
In Canada. The security page sets out the controls, and we will answer a security questionnaire from your counsel or auditor.