Frequently Asked Questions

Koti is a comprehensive management platform for condominiums and gated communities that includes an administrative web portal, mobile app for residents, and specialized app for security guards. We simplify residential administration with tools for access control, payments, communication, and more.

We offer a 14-day free trial with full access to all features. No credit card is required to start. During this period, you can explore all features and decide if Koti is right for your condominium.

In Mexico, fee collection is governed by your state’s condominium law, by the escritura constitutiva (founding deed) and by the internal rules — there is no federal condominium statute. The usual path is to serve a clear statement of account in writing, apply late-payment interest only if the rules or the assembly approved it, and file a civil claim if payment still does not come. Several state laws let a statement of account certified by the administrator serve as the basis for judicial collection, but the exact requirements differ by state, so confirm with a local lawyer before filing. Cutting off water, power or access to the unit is generally prohibited and can be turned against you. In practice most delinquency is settled well before that: statements on time, automatic reminders and a record nobody can dispute — which is exactly what Koti automates.

It depends on how your condominium is registered with the SAT, not on a single nationwide rule. If the condominium has its own RFC, the administration must issue a CFDI for what it collects; many condominiums file as non-profit legal entities (personas morales con fines no lucrativos). If a management company does the collecting, that company invoices its own fees under its own RFC. Owners who need to deduct common expenses have to request the invoice from the administration, and that only works if each unit’s tax details are up to date. Confirm your case with an accountant: the obligation follows the tax regime the condominium was registered under. Koti stores tax details per unit and issues stamped CFDI 4.0 invoices for condominiums that already invoice.

The reserve fund is money kept apart from day-to-day spending for major repairs and equipment replacement: waterproofing, pumps, elevators, paint, the cistern. Most Mexican state condominium laws require one and leave the amount to the assembly, sometimes with a minimum share of the annual budget; check your state’s law and your founding deed. A sound way to size it: list the long-lived assets, estimate what replacing each would cost and how many years it has left, divide by those years and add it up. That annual figure, split by each unit’s indiviso percentage, is the contribution to the fund. Keep it in a separate account and report it separately at every accounting. In Koti the reserve fund is tracked as a fund of its own, with its own balance and reports.

Quorum is set by your state’s condominium law and by your founding deed; there is no national rule in Mexico. The most common pattern: the first call requires a majority of the total indiviso value, and a second call — issued after a waiting period — lets the assembly proceed with whoever attends. Under most state laws votes are counted by indiviso percentage rather than per head, so two large units can outweigh three small ones. Weightier matters (amending the deed, new construction, disposing of common areas) usually need a qualified majority. Before calling a meeting, read the quorum article of your state law and the assembly chapter of your deed: if quorum fails, the resolutions can be challenged.

The notice is normally issued by the administrator or the oversight committee, in writing, with at least the advance notice your state law and internal rules require, and it must state the place, date, time, agenda and who is calling it. Post it where residents can see it and deliver it through the channels your rules recognise. Two mistakes sink entire assemblies: giving less notice than required, and voting on matters that were not on the agenda. Keep proof of delivery and record minutes with the attendance list and the outcome of each vote; some states also require certain resolutions to be notarised or registered. Koti distributes notices and meeting calls to every resident from one place and keeps a record of what was sent.

A complete accounting shows, for the period: opening and closing balance of every bank account, income collected from ordinary and extraordinary fees, expenses by line item with their tax receipts, the reserve fund balance, the list of units current and in arrears, and the contracts in force with suppliers. How often and by when is set by your state’s condominium law and your internal rules: in several states it is annual before the assembly, and many rulebooks also ask for monthly or quarterly reports. Attach the bank statements, because without them the report cannot be verified. With Koti the income, expenses and delinquency come out of the same system where they were recorded, so building the report does not mean rebuilding the accounts in Excel.

The general rule in Mexico: build the annual operating budget (security, cleaning, gardening, water, power, maintenance, insurance, fees and the reserve fund contribution), approve it in assembly, and split it across the units by the indiviso percentage each one is assigned in the founding deed. That percentage — not perceived square metres, and not how many people live there — is the criterion most state laws and deeds use. If your deed sets a different split for certain costs, an elevator charged only to the towers that have one for example, follow it. Divide the annual total by twelve for the monthly fee, and re-check the calculation each year against actual spending.

The usual split in Mexican condominium law: whatever sits inside your private area and serves only you, you pay for; whatever is a common area or installation, the condominium pays from the fees. Façades, roofs, foundations, structure, stairs, corridors, cisterns and pumps are typically common even when they adjoin a single unit. Main pipes and ducts are common up to the point where they branch into the unit. The exact detail is in your founding deed, which is what defines private versus common in your development: read it before authorising an expense, and document with photos and quotes whenever the cause of the damage is disputed.

The handover is documented in a record signed by the outgoing administrator, the incoming one and the oversight committee, and it covers: the minute book and assembly minutes, the founding deed and internal rules, bank statements and chequebooks, reserve fund balances and paperwork, the unit roster with balances and arrears, resident files, contracts in force with suppliers and staff, insurance policies, tax receipts, tax and banking credentials, keys, remotes and equipment. Set a cut-off date and a window for clarifications. The deadline and the form are set by your state law and your internal rules. The real risk is not the paperwork: it is the information that only ever lived on the outgoing administrator’s laptop or WhatsApp. When the roster, the balances and the history live on a platform the condominium owns, the handover comes down to changing who has access.

Start with the roster: one row per unit with indiviso, owner, tenant, contact and balance as of a cut-off date. Reconcile that balance against the bank before you migrate anything, because if you start with wrong balances the new system inherits the problem. Then load the minimum history you need — twelve months of charges and payments is usually enough — run one month in parallel with your spreadsheet and compare the totals. Once they match, freeze the Excel file and tell residents where their statement now lives. With Koti our team does the roster and balance import with you, and creating the community and inviting the first residents takes minutes.

Publishing the names or unit numbers of owners in arrears exposes personal data and can create liability: Mexico’s Federal Law on Protection of Personal Data Held by Private Parties (LFPDPPP) applies to a condominium administration, which needs a privacy notice, must collect only the data it needs, and must safeguard it. Denying access to the unit, cutting off water, or blocking elevators or parking is generally prohibited by state condominium laws and by the rules themselves, and can expose the administrator personally. What you can do: notify the owner in writing, apply the late-payment interest that was approved, restrict optional amenities where your rules expressly allow it, and pursue collection through the courts. Check your own state’s law.

Our pricing is based on the number of units in the condominium. The price is $19 MXN + VAT per unit per month, the same at every size: no plans and no volume discounts. Communities under 40 units pay a minimum fee of $760 MXN + VAT per month, the equivalent of 40 units. Check our pricing calculator for a personalized quote.

We accept bank transfers, credit/debit cards, and payments through SPEI. Payments can be monthly or annual: on the annual plan you pay for 10 months and get 12 (2 months free).

Our QR system allows generating temporary or permanent access codes for visitors, suppliers, and residents. It includes complete audit logging, real-time notifications, and the ability to instantly revoke access. Guards can scan codes with the specialized app.

The system registers package arrivals, automatically notifies the resident, generates unique pickup codes, and maintains a complete record from reception to delivery. Residents can see the status of their packages in real-time from the mobile app.

Yes, residents can book common spaces such as event rooms, sports courts, pools, etc. The system handles schedules, usage rules, capacity limits, and can include automatic charges if necessary.

We use SSL/TLS encryption for all communications, encrypted storage of sensitive data, optional two-factor authentication, and comply with personal data protection regulations. We conduct periodic security audits and maintain daily automatic backups.

Data is held on Amazon Web Services (AWS) infrastructure, whose data centres maintain ISO 27001 certification, encrypted in transit and at rest, with automated backups. That certification is AWS's and covers the infrastructure; Koti as a company is not ISO 27001 certified. Koti complies with Mexico's Federal Law on Protection of Personal Data Held by Private Parties (LFPDPPP); our privacy notice sets out exactly what we process and for how long.

The mobile app is available for iOS (version 12+) and Android (version 8+). The web portal is compatible with Chrome, Firefox, Safari, and Edge in their most recent versions. The system is fully responsive and works on tablets and smartphones.

Internet connection is required to sync data and access the platform. However, some basic functions in the mobile app can work offline and sync when the connection is restored.

Creating your community and inviting the first residents takes minutes, and you can do it yourself the same day. The 7-14 days refer to a full assisted implementation: importing the data you already have, training your team, and supporting the rollout to every resident. It includes: 1) Initial condominium setup, 2) Existing data import, 3) Administrator training, 4) Credential distribution to residents, 5) Support during the first month of use.

We offer support via WhatsApp, email, and phone from Monday to Friday, 9:00 to 18:00. There is a single plan at one per-unit price, so every community gets the same support — there are no tiers and no premium customers. We also have a knowledge base and video tutorials.

Yes, we include initial training at no cost for administrators and security staff. We offer live virtual sessions, downloadable materials, a knowledge base and video tutorials you can come back to when the administration team changes.

The platform allows customization of the logo, corporate colors, and custom fields to adapt to the specific needs of each condominium. For special requirements, our team can develop additional features.