Steward & syndic glossary
This page explains SNDQ terminology in plain, business-friendly language. It focuses on what words mean in SNDQ and how they show up in daily work around Workspace, Building, Property, Rental contract, and Payment request.
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Glossary terms
Roles and people
- Client: the person or organisation you work for (typically an owner/landlord for rentals, or the co-ownership for syndic work).
- Co-owner: an owner of a lot in a co-ownership; they pay shared costs and can vote in meetings.
- Contact: one person/company record you reuse across SNDQ (owner, co-owner, tenant, supplier, etc.).
- Coworker: someone from your team who works in the same workspace.
- Invitation: an invite that gives someone access to your workspace (or to a specific flow, depending on the context).
- Legal representative: the person SNDQ can contact as the official representative of a company.
- Owner: the owner of a property/lot; in rental workflows, this is the landlord.
- Owner-Syndic: a co-ownership that is managed directly by (one of) the owner(s), rather than an external syndic company.
- Property manager: the operational manager linked to a property (often the person in your team who follows up day-to-day).
- Representative: someone authorised to act on behalf of a person or organisation (e.g., for signatures or requests).
- Role: the "hat" a contact wears in a certain context (tenant vs supplier vs co-owner, etc.).
- Steward: a rental property manager who manages rentals for an owner (tenants, contracts, rent, deposits).
- Syndic: the manager of a co-ownership (common parts, meetings, shared costs, reporting).
- Tenant: the person/company renting a property under a rental contract.
- User: a login account that can access SNDQ (different from a contact record).
Workspace and portfolio structure
- Workspace: your working environment in SNDQ where you manage a portfolio with your team (settings, buildings, contacts, financials).
- Workspace settings: where you configure how your workspace works (roles, branding, access, integrations, and more).
- Building: a building you manage; it can be a rental building (steward) or a co-ownership building (syndic).
- Co-ownership: a building with multiple owners who jointly own and pay for the common parts (Belgium: ACP/VME).
- Council of co-ownership: a group of co-owners with a specific role in co-ownership governance (often linked to access in the co-owner portal).
- Floor: a structure level inside a building used to organise properties/units (and sometimes shares).
- Passport: the place where you centralise key information about a building (documents, photos, technical info, etc.).
- Property: the "lot" you manage inside a building (apartment, garage, storage, …). Owners, tenants, and amounts are linked at this level.
- Unit: another SNDQ word for a lot inside a building; depending on the screen, it can overlap with "Property".
Renting, automation, and amounts (Steward)
- Applicant: a candidate who applied for a rental listing.
- Application form: the form candidates use to apply and share their details/documents.
- Deposit: the rental security deposit you track for a property/tenant; it can be linked to payments.
- Indexation: rent adjustment based on an index (commonly used for Belgian residential leases).
- Late fee: an extra fee applied when payments are overdue (when enabled/allowed in your process).
- Payment request: a request you send to collect money (rent, charges, fees) with a clear reference so it can be matched later.
- Payment requests: the list of payment requests you sent or plan to send.
- Rent Engine: automation that generates payment requests for rental contracts (rent, charges, adjustments) based on your configuration.
- Rental contract: the agreement that defines who rents what, from when, and which amounts are due.
- Settlement: a calculation that compares what was paid/advanced versus actual costs, resulting in an amount to pay or refund.
- Tenant Screening: a workflow to create rental listings, collect applications, and review candidates.
Meetings and governance (Syndic)
- Agenda: the list of topics for a meeting (informative items or items that require a vote).
- Annual General Meeting: the yearly co-owner meeting where key decisions are approved (budget, accounts, works, mandate, …).
- Board Meeting: a meeting for a smaller governance group (if applicable in your co-ownership).
- Budget Meeting: a meeting focused on the budget and planned costs.
- Extraordinary General Meeting: an additional general meeting outside the yearly cycle, used for urgent or specific decisions.
- Meeting: a formal meeting record in SNDQ where you track agenda, voting, and documents.
- Meeting agenda: the agenda document/structure for a meeting.
- Meeting Minutes: the official minutes: decisions, voting results, and follow-up actions.
- Minimum Quorum: the minimum presence/representation required for valid voting.
- Voting: the voting process for agenda items.
- Voting Results: the recorded outcome of a vote (passed/failed, counts, and thresholds).
- Absolute Majority: a majority threshold where more than 50% is required.
- Qualified Majority: a higher threshold used for certain decisions (as defined by Belgian co-ownership rules).
- Simple Majority: a basic majority where more votes "for" than "against" are required.
- Unanimous: all votes are required (100%).
Payments and banking
- Account: a bank account record used to manage payments inside SNDQ.
- Accounts: your list of accounts in SNDQ.
- Bank account: a bank account you use to receive or send payments for your portfolio.
- Bank account number: the account number information (e.g., IBAN) used to link bank activity correctly.
- Bank account numbers: the list of account numbers you manage (for your workspace, contacts, or clients).
- BIC: the bank identifier code used for international banking.
- IBAN: the European bank account number format.
- Payment: an actual money movement (incoming or outgoing) that you import or add manually.
- Payments: the list of imported/manual payments that can be matched to requests or invoices.
- Payment reference: the reference text used to identify a payment.
- Ponto accounts: accounts connected via Ponto for automatic payment import.
- Refund: a return of money (e.g., overpayment or a correction).
- Payout: a (consolidated) outgoing payment you send from the workspace to a beneficiary.
- Payouts: the overview of payouts you sent or plan to send.
- Smart: an account type with automation (typically linked to a live bank connection).
- Structured communication: a structured Belgian reference used to match payments reliably.
- Transfer internally: moving money between two accounts inside your workspace.
Invoices, bookkeeping, and reporting
- Accounts payable: what you still need to pay to suppliers (unpaid bills).
- Accounts receivable: what you still need to receive (open amounts, often grouped by co-owner).
- Balance list: an export/report showing current balances.
- Chart of accounts: your list/structure of ledger accounts used for bookkeeping exports and reporting.
- Cost category: how you categorise a cost (for reporting and analysis).
- Cost categories: the list of cost categories used in your workspace.
- Distribution: how SNDQ splits an invoice or cost across buildings/properties (based on a rule).
- Distribution Key: the rule used to split shared costs (often based on shares/quotities in Belgium).
- Entry journal: an export/report listing accounting entries across accounts.
- Exports: where you export data (for bookkeeping, reporting, or archiving).
- Fiscal year: the accounting year used for reports and exports.
- Close fiscal year: the action that finalises a fiscal year to prevent accidental changes.
- Invoice: a bill document (most often a supplier invoice) that you register and pay.
- Ledger account: one account in your chart of accounts (used to categorise costs/income).
- Ledger accounts: all ledger accounts you track in the workspace.
- Journal: a bookkeeping journal (used to group and track entries).
- Daybook journal entry: one bookkeeping entry inside a journal/daybook.
- Profit & loss: the report that summarises income and expenses over a period.
- Purchase invoice: an invoice you receive (typically from a supplier).
- Reports: the place to access the reports you need for your portfolio.
- Sales invoice: an invoice you send (e.g., fees to a client), which can be linked to payments/transactions.
- Suspense account: a temporary holding account for items that cannot be fully allocated yet.
- Trial balance: a bookkeeping control report showing balances across accounts for a period.
- Account statement: an export/report grouped by ledger account.
- Co-owner account statement: an export/report showing provisions and payments per co-owner.
- Supplier account statement: an export/report showing bills and payments per supplier.
Communication, tasks, and follow-up
- Broadcasts: sending emails/letters to multiple contacts using templates (useful for arrears, updates, meeting docs, …).
- Case File: one "dossier" where you bundle documents, tasks, invoices, and communication around a topic.
- Cases: the overview of your dossiers.
- Inbox: the place where communication and incoming messages are centralised.
- Management view: the management-focused dashboard view.
- Financial view: the finance-focused dashboard view.
- Notifications: alerts and updates in SNDQ (often tied to tasks, deadlines, or changes).
- Task: a follow-up item you assign and track (repairs, approvals, paperwork, …).
- Tasks: the list/overview of tasks.
Integrations and portals
- Peppol: the standard network for receiving business invoices electronically.
- Peppol invoices: invoices received via the Peppol network.
- SNDQ at Home: the co-owner portal experience for sharing information and improving collaboration.