Can the Committee Approve Invoices Without a Meeting?

A Detailed Guide for NSW Self-Managed Strata Schemes

Approving invoices is one of the most routine tasks for a strata committee, but many self-managed schemes aren’t sure whether a formal meeting is required every time a bill arrives. In practice, committees can usually approve invoices without holding a meeting — but only if a proper process is followed, and all decisions are recorded clearly.

The key requirement is good governance and accurate record-keeping, not the formality of a meeting.

1. Yes — Committees Can Approve Invoices Without Holding a Meeting

In NSW, strata committees are allowed to make day-to-day operational decisions — including invoice approvals — outside a meeting as long as:

• A majority of committee members agree, and
• The approval is properly documented and stored with the scheme’s records.

This reflects the practical reality that most schemes (especially self-managed ones) do not meet for every small maintenance invoice.

2. What Counts as a Valid Approval?

For an invoice to be properly approved without a meeting, you must be able to show:

2.1. That a Majority of Committee Members Agreed

This can be demonstrated through any written method, including:

• A simple chain of emails
• A group message where each member clearly states “Approved”
• A written confirmation from each member (PDF, email, or screenshot)

2.2. That the Approval Was Clear and Unambiguous

For example:

• “Approved to pay ABC Plumbing invoice #1128 for $660 including GST.”
• Not: “Looks fine” or “Seems okay.”

2.3. That the Approval Was Saved in the Strata Records

You must keep:

• The invoice
• The approval record (email chain, screenshot, PDF summary)
• Any supporting quotes or correspondence

This satisfies audit and dispute requirements.

3. When You Should Not Approve an Invoice Informally

Some situations are too significant to approve casually. Hold a committee meeting when the invoice relates to:

• Large or non-urgent repairs that require discussion
• Disputes over workmanship or scope of work
• High-value works ($2,000–$5,000+)
• Projects where multiple quotes were reviewed
• Repairs involving waterproofing, structural items, or insurance claims
• Any potential conflict of interest
• Decisions where owners are likely to raise concerns

A short online meeting (10–15 minutes via Google Meet) protects the committee and reduces risk.

4. Why Proper Documentation Matters

Self-managed schemes often fall into the trap of informal approvals such as:

• “Just pay it, it’s urgent.”
• “We’ve used this contractor before.”
• “I’ll approve it on behalf of everyone.”

While practical, informal verbal approvals create risk because there is no audit trail.

Proper documentation:

• Protects the committee from allegations of unauthorised spending
• Satisfies insurers, auditors, and future buyers
• Demonstrates good governance
• Avoids disputes among owners
• Ensures transparency

A two-minute written approval process avoids major headaches later.

5. A Simple, Compliant Approval Process for Self-Managed Schemes

Use the following method for every invoice:

1. Circulate invoice to all committee members

Include context (contractor, reason, amount).

2. Ask members to reply “Approved” or “Not approved”

A simple majority is sufficient for routine invoices.

3. Record the outcome

Save the email chain or message thread as a PDF.

4. Pay invoice

Treasurer or authorised account holder pays once approval is confirmed.

5. File everything

Store:

• • Invoice
  • Approval record
  • Any quotes or supporting documents

in your scheme’s records.

This process is legally sound, easy to follow, and works for schemes of all sizes.

Strata On Demand Can Help

Strata On Demand supports NSW self-managed committees with 30+ professional, pay-as-you-go services, allowing you to stay compliant without paying for full-service strata management.

No contracts. No retainers. No hidden extras.

Here are the five most relevant services for schemes dealing with invoice approvals, decisions, and committee processes

1. AGM / EGM Agenda Drafting

We prepare clear, compliant agendas that include all legislative requirements, motions, financial items, election details, and any special business your scheme needs to resolve.

2. AGM / EGM Meeting Chairing

A professional, independent chairperson to run your AGM or committee meeting smoothly, keep discussions structured, ensure fair process, and prevent conflict — especially helpful when financial approvals or disputes arise.

3. AGM / EGM Minute-Taking

Accurate, well-structured minutes that document resolutions, votes, financial decisions, and required follow-up actions. Ideal for demonstrating compliance when invoices or expenses are approved by the committee.

4. Drafting Notices & Letters

We prepare formal meeting notices, committee circulars, owner communications, and post-decision letters — ensuring your documentation is clear, consistent, and compliant whenever the committee needs to approve invoices or expenses.

5. Budget Preparation

Since most invoice approvals relate to expenditure and levies, we prepare clear, AGM-ready budgets for your Administrative and Capital Works Funds to help your scheme avoid over- or under-spending.