Australia | Software
Strata Management Software for a Small Scheme
A strata scheme that runs itself has the same legal duties as one with a manager. Software can keep track of them, if it follows your state's rules. Below is what the law in New South Wales, Queensland and Victoria makes a small scheme track. Test any product against it.
The short answer
- Strata management software keeps a scheme's money, meetings, records and dates in one place. Several products we read are built for strata management companies; StrataView also sells a plan for schemes that manage themselves.
- For a small scheme, the test of any software is whether it follows your state's rules: the two funds, the levy split, the notice periods, the votes, the records and the buyer's certificate.
- The rules differ by state, and in Queensland by regulation module, so software set up for one state can give wrong dates in another.
- StraPlex is an app we are building for small schemes that run themselves, with each state's rules set in. Join the waitlist below.
What the law makes a small scheme track
Use this list to test any strata software. Each row says what the software should do and the rule behind it in each state.
Two funds
Keep the day-to-day fund and the long-term fund apart, each with its own budget and bank account.
NSW: administrative and capital works funds. QLD: administrative and sinking funds in accounts in the body corporate's own name, with no transfers between them (Small Schemes Module s 86). VIC: separate accounts for the maintenance fund (s 33(2)).
Levy split
Split each levy by the right number for each lot, and the insurance premium by a different one where the state says so.
NSW: unit entitlement. QLD: contribution schedule lot entitlement, insurance by interest schedule lot entitlement. VIC: lot liability, insurance fees by lot entitlement.
Levy notices
Send notices with the notice period the state sets, and the forms it requires.
NSW: at least 30 days, 14 for an emergency special levy, with a Financial Hardship Information Statement. VIC: approved fee notice form with 28 days to pay (2-lot owners corporations exempt).
Late levies
Charge interest at the state's rate only, track arrears and keep payment plans.
NSW: 10% simple a year after one month; payment plans up to 12 months on the standard form. QLD: up to 2.5% simple a month. VIC: up to the Penalty Interest Rates Act maximum, if authorised.
Long-term plan
Hold the plan, remind owners when it is due for review, and link it to the long-term fund budget.
NSW: 10-year capital works fund plan on the standard form, reviewed at least every 5 years. QLD: sinking fund budget for at least 9 years. VIC: maintenance plan for 10 years, required at 51 lots or more.
Meetings
Work out the AGM deadline and the notice date, send the notice with the required contents, and record attendance, proxies and votes.
NSW: 14 days' notice for an AGM, 7 for other meetings; minutes within 7 days. QLD: AGM within 3 months of the financial year end, 21 days' notice. VIC: no more than 15 months between AGMs, 14 days' notice.
Votes
Count each vote the way the state counts it, by lot or by entitlement, and block votes the law blocks.
Special resolution: NSW no more than 25% against by unit entitlement; QLD at least two-thirds for, with limits on votes against; VIC 75% of total votes. NSW and VIC bar owners in arrears from some votes.
Records
Keep every record for the period the state sets, and answer inspection requests on time.
NSW: 7 years, the strata roll for the life of the scheme, electronic records from 11 June 2024. QLD: inspection or copies within 7 days of a written request. VIC: ballots 12 months, other records at least 7 years.
Buyer's certificate
Produce the certificate on the approved form from the scheme's own data, on time, at no more than the set fee.
NSW: section 184 certificate (expanded from 1 April 2026). QLD: BCCM Form 33, or Form 34 for a two-lot scheme, within 5 business days. VIC: owners corporation certificate within 10 business days, with the rules and last AGM resolutions.
Insurance
Track the renewal date, the next valuation and the public liability amount.
Public liability minimum $20 million in NSW and VIC, $10 million in QLD. Valuation at least every 5 years in QLD and VIC (VIC tier five exempt).
Reports to the state
Remind the scheme of reports it must file.
NSW: annual report on the Strata Hub within 3 months of the AGM, $3 per lot; two-lot schemes exempt from 1 October 2026.
NSW rules are from NSW Fair Trading's pages and forms (27 October 2025 to 26 October 2026). Queensland rules are from the Body Corporate and Community Management Act 1997 and the Small Schemes Module, current as at 1 August 2025. Victorian rules are from the Owners Corporations Act 2006 as at 9 September 2026.
Software for managers and software for owners
Several products we read describe themselves as software for strata managers, who run many schemes at once. A scheme of 2 to 6 lots needs a smaller set of features, and every one of them has to match its state's law. Ask each company these questions:
- Which states, and in Queensland which regulation modules, does it support?
- Does it hold both funds in the scheme's name and keep them apart?
- Does it split levies by your plan's entitlements, and the insurance premium by a different one where your state requires?
- Does it work out the AGM deadline and the notice date for your state?
- Can it produce your state's buyer's certificate on the approved form?
- Can you download every record if you leave?
As one example of a plan for owners who manage themselves: StrataView's own pricing page, read on 31 October 2026, lists a "Self-Managed" plan "for schemes managing their own administration and finances", from $29 a month for 1 to 5 lots. Those are the company's own figures. We do not rank or review products.
What StraPlex is building
StraPlex is an app for schemes of 2 to 6 lots that run themselves. The plan is to hold the levies and the two funds, work out each meeting's deadline and notice date, count votes the way your state counts them, keep the records for the right period and remind you of insurance and valuation dates. The rules for each state come from its own law, as on this page.
The app is not open yet. People on the waitlist get access first.
Common questions
What is strata management software? +
It is software that keeps a strata scheme's finances, levy notices, meetings, records and documents. Some products are built for strata management companies that run many schemes; others have plans for committees or schemes that manage themselves.
Does a self-managed strata scheme need software? +
No law requires it. The law sets duties, dates and records, and a small scheme can keep them on paper or in spreadsheets. In NSW, records created from 11 June 2024 must be kept electronically, which makes some digital system necessary there.
What should strata software do for a small scheme? +
Keep the two funds apart, split levies by the right entitlement, send notices with the state's notice periods, count votes the state's way, keep records for the right period and produce the buyer's certificate on the approved form. The checklist on this page lists each item with the rule in NSW, Queensland and Victoria.
What should body corporate software support in Queensland? +
Check that any product supports the regulation module your community management statement names: the Standard Module, the Small Schemes Module (up to 6 lots) or the Specified Two-lot Schemes Module. Each module sets different committee, meeting and record rules.
What does owners corporation management involve in Victoria? +
The duties depend on the tier. Tiers four and five (up to 9 lots) have the fewest duties, and a 2-lot owners corporation is exempt from the meeting, accounts, insurance and records rules under section 7A. Every owners corporation must still issue owners corporation certificates.
How much does strata management software cost? +
Prices are set by each company and change. As one example, StrataView's own pricing page, read on 31 October 2026, lists a "Self-Managed" plan from $29 a month for 1 to 5 lots. Read each product's current pricing page before you choose.
Can software replace a strata manager? +
Software can hold the records and remind owners of the dates, but the duties stay with the owners corporation or body corporate. In a self-managed scheme, owners still decide, vote and sign. No state requires a small scheme to hire a manager.
Can strata software answer questions about the law? +
Some products now include an AI assistant. StrataView's home page shows an example answer that cites both a scheme by-law and a section of the NSW Strata Schemes Management Act 2015. Check any answer against the law and your own by-laws before you act on it.
Who owns the scheme's records if we use software? +
The records belong to the scheme, and the record-keeping periods apply whatever system holds them: 7 years in NSW and Victoria for most records. Before you sign up, ask how you can download all of your records if you leave.
What is StraPlex? +
StraPlex is an app VanPlex is building for small schemes of 2 to 6 lots that run themselves. It is planned to keep the levies, the two funds, meeting notices, votes, records and insurance dates, set to the rules of each state. It is not open yet; join the waitlist to get access first.
Read next
Official Sources
StraPlex waitlist
Let StraPlex run your strata scheme
StraPlex is an app that does the work of running a small strata scheme. Its AI writes the notices, minutes and budgets, and the app tracks every deadline in your state's strata law, splits the fees and answers owners' questions. You approve, and it sends. Join the waitlist and get it first.