Strata Management Software: A Complete Guide for Australian Managers

Managing a strata scheme in Australia comes with unique challenges—from compliance requirements to owner communications and everything in between. The right strata management software can transform how you work. This guide covers everything you need to know.

What is Strata Management Software?

Strata management software is a digital platform designed to help strata managers, body corporate committees, and building managers handle the day-to-day operations of strata-titled properties.

It typically includes tools for:

• Maintenance and work order management
• Owner and resident communications
• Document storage and sharing
• Financial tracking
• Compliance and record-keeping
• Meeting management

Why Strata Schemes Need Specialised Software

Generic building management software often misses the nuances of Australian strata:

Unique strata requirements

• Owners corporations: Unlike rental properties, strata involves owner decision-making
• Levies and sinking funds: Specific financial structures
• By-laws: Building-specific rules that need documentation
• Committee governance: AGMs, meetings, voting
• Common property: Shared ownership creates shared maintenance responsibilities

Australian-specific considerations

• State-based strata legislation (NSW, VIC, QLD all have different rules)
• Australian privacy requirements
• Local contractor networks
• AUD pricing without exchange rate surprises

Essential Features for Strata Management

When evaluating strata management software, prioritise these features:

1. Maintenance Management

The most time-consuming aspect of strata management. Look for:

• Request submission (portal, email, QR code)
• Priority and category assignment
• Photo and document attachments
• Status tracking and history
• Work order generation
• Contractor management

2. Communication Tools

Keeping owners and residents informed is critical:

• Bulk email and SMS
• Notice board / announcements
• Document sharing
• Delivery receipts (know who’s read what)
• Owner/resident portal

3. Document Management

Strata schemes generate significant documentation:

• By-law storage
• Meeting minutes
• Financial reports
• Compliance certificates
• Insurance documents
• Search access for conveyancers

4. Financial Integration

While full accounting often sits in separate software, your strata system should:

• Track maintenance costs
• Generate cost reports
• Link expenses to work orders
• Support levy-related communications

5. Mobile Access

Building managers need to work on-site:

• Mobile app (iOS and Android)
• Offline capability for basements/car parks
• Photo capture
• On-the-go inspections

6. Reporting

Committee meetings require regular reporting:

• Maintenance summaries
• Outstanding work orders
• Contractor performance
• Custom report generation

Features That Set Great Software Apart

Beyond the basics, look for these differentiators:

Offline capability

Many building areas have no mobile signal. Software that works offline lets building managers stay productive in car parks, basements, and plant rooms.

QR code reporting

QR codes placed in common areas let residents report issues instantly—no app download required. This increases reporting and catches issues faster.

Key management

Physical key tracking is a common pain point. NFC-based key management lets you track who has which keys and when.

AI assistance

Modern platforms are adding AI features to help draft communications, suggest maintenance priorities, and automate routine tasks.

Contractor portal

Rather than phone calls and emails, a contractor portal lets tradespeople receive jobs, update status, and communicate through the system.

Pricing Models Explained

Strata management software typically uses one of these pricing models:

Per-lot pricing

You pay based on the number of lots (units) in the scheme.

Pros: Scales with building size, predictable costs Cons: Large buildings pay more

Example: ComtyLink charges $1 per lot per quarter

Per-user pricing

You pay based on how many staff members access the system.

Pros: Good for large buildings with small teams Cons: Limits who can access, discourages broad adoption

Tiered pricing

Different price points unlock different features.

Pros: Pay only for what you need Cons: Important features often locked behind expensive tiers

Flat-rate pricing

One price regardless of building size.

Pros: Simple, predictable Cons: Small buildings subsidise large ones

Cost Comparison: What to Expect

Pricing varies significantly across the market:

Hidden costs to watch for

• Setup fees
• Training costs
• Per-user charges
• Data migration fees
• Minimum contract terms
• Feature add-ons

Choosing the Right Software

Step 1: List your requirements

Start by documenting:

• Number of schemes you manage
• Key pain points with current system
• Must-have features
• Nice-to-have features
• Budget constraints

Step 2: Research options

Look at:

• Australian-based providers (for local support and compliance)
• User reviews and testimonials
• Feature comparisons
• Pricing transparency

Step 3: Request demos

Most providers offer free demos. Come prepared with questions about:

• Specific features you need
• Mobile and offline capability
• Data migration process
• Contract terms
• Support availability

Step 4: Trial before committing

If possible, run a trial with real data on one or two schemes before rolling out across your portfolio.

Step 5: Consider the switch

Ask about:

• Data migration assistance
• Training and onboarding
• Contract flexibility
• What happens if it doesn’t work out

Making the Transition

Switching strata management software doesn’t have to be painful:

Data migration

Good providers will migrate your data for you. This should include:

• Lot and owner information
• Maintenance history
• Documents
• Contractor database

Training

Look for providers who offer:

• Live training sessions
• Video tutorials
• Documentation
• Ongoing support

Parallel running

Consider running old and new systems in parallel briefly to ensure nothing is missed.

Common Mistakes to Avoid

Choosing based on price alone

The cheapest option often costs more in the long run through inefficiency and missing features.

Ignoring mobile needs

If your building managers can’t use the system in the field, adoption will suffer.

Signing long contracts

Avoid multi-year lock-ins until you’re confident the software works for you. Look for monthly or quarterly billing options.

Underestimating training needs

Even great software fails without proper training. Budget time for your team to learn the system.

The Future of Strata Management Software

The industry is evolving rapidly. Expect to see:

• More AI integration: Automated communications, predictive maintenance
• IoT connectivity: Direct integration with building systems
• Enhanced resident experience: App-based building services
• Better analytics: Data-driven decision making

Conclusion

The right strata management software will save you hours every week, improve owner satisfaction, and give you better visibility across your portfolio.

Key takeaways:

• Prioritise maintenance management and communication features
• Look for Australian-based providers with local support
• Ensure strong mobile capability, including offline access
• Avoid long-term contracts until you’re confident in the fit
• Consider total cost, not just headline price

Ready to see what modern strata management looks like? Try ComtyLink free for 3 months—we’ll even migrate your data at no cost.