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Maintenance dues, bills, receipts and online payment

Bill every flat in one go, record what each flat pays and let residents pay online through your society's own gateway. Late fees, reminders, credit and the list of flats with dues follow.
PLANSScale only
Compare plansHow it works

The problem it solves

  • The treasurer builds 300 maintenance bills in a spreadsheet every quarter.
  • A flat that paid extra last time is billed in full again.
  • Late fees are added by hand, some flats are missed and others are charged twice.
  • Residents pay by UPI and the office matches screenshots to flats at month end.

How it works

  1. The administrator sets the charges under Visitors > Maintenance > Charges: maintenance, sinking fund, water. Each is per flat, per sq ft or by flat type, and has its frequency.
  2. Each month the office opens Make Bills, picks the period and the charges, and sees how many flats will be billed. One bill per flat is made, with a line per charge.
  3. Sent bills go to the flats at once. A flat's credit from an earlier payment is used first, and residents are told the amount and the due date.
  4. Residents see what is due on Society > Maintenance, download bill and receipt PDFs, and click Pay online where the society has a gateway.
  5. Money paid at the office is entered as a receipt (cash, cheque, UPI, bank transfer). Every receipt is set against the flat's oldest bills; what is over stays as credit.
  6. A daily job adds late fees and sends reminders. Flats with Dues shows who owes what.

Everything it does

Charges and flat types

  • Basis: Same for every flat, Per sq ft of the flat, or By flat type (an amount per type)
  • Frequency: Every month, Every quarter, Every 6 months, Every year, One-time
  • Towers / Blocks: only the flats of these towers pay it; empty means every flat
  • Vacant Flats Pay: on to start with; off leaves vacant flats out of that charge
  • Flat types (1 BHK, villa, shop...); each flat has its type and area (sq ft)

Make Bills

  • Bill For: Month, Quarter, 6 months, Year or One-time charges; the charges of that frequency are picked for you
  • From (the first of this month), Bill Date and Due Date (bill date plus Days to Pay)
  • Towers / Blocks: bill some towers only
  • A flat that already has a bill for the period is skipped, so running it twice does not bill twice
  • Send to the Flats Now: on; off keeps the bills as drafts to check and send from the list

Bills

  • Numbered MB/year/00001; a line per charge, plus late fee and other lines
  • States: Draft, Sent, Cancelled; payment: Unpaid, Partly paid, Paid; Overdue when unpaid past the due date
  • A bill with payments cannot be cancelled before its receipts; a numbered bill is never deleted

Receipts and credit

  • Modes: Cash, Cheque, UPI (the default), Bank transfer, Online, Other, with a reference and Paid By
  • Numbered MR/year/00001; set against the oldest unpaid bills by itself
  • Credit Left: paid over the bills; used first on the next bill sent
  • A receipt is never deleted; Cancel Receipt keeps it with the reason and frees the bills again

Late fees

  • Late Fee: No late fee (the default), Fixed amount, or Percent of what is unpaid
  • Charged: Once per bill, Every month unpaid, or Every day unpaid
  • Starts after the due date plus Grace Days (0 to start with)
  • A percent is of the unpaid charges only, never of earlier late fees
  • Late Fee Limit per Bill: the fee never goes above it; 0 means no limit
  • Waive Late Fee, on one bill or several: the office gives a reason, the unpaid fee is taken off and no more is added

Online payment

  • Pay online appears when the society has a payment provider switched on (Visitors > Maintenance > Online Payment)
  • The resident pays the whole amount due, through the provider's own checkout; the amount is worked out on the server
  • A confirmed payment becomes a receipt in mode Online, set against the oldest bills, and the flat is told
  • If the office recorded a payment in the meantime, the extra stays as credit

Reports and residents' view

  • Flats with Dues: each flat with the primary contact, mobile, dues, overdue and credit; overdue flats in red
  • Residents see To pay, Overdue and Advance, the next due date, unpaid bills, all bills and receipts, each with its PDF
  • Note on Bills (for example the society's bank account and UPI ID) is shown on bills and on the resident's page

Who uses it

AdministratorSets the charges, flat types, the late fee, the reminder days and the online payment provider.
Society office or treasurerMakes the bills, records payments, waives late fees and follows Flats with Dues.
ResidentSees the flat's bills and receipts, downloads PDFs and pays online.

Where you use it

  • Web (office): Visitors > Maintenance (Bills, Receipts, Online Payments, Flats with Dues, Make Bills, Charges)
  • Web (administrator): the society's Entity form, tab Visitors, group Maintenance dues
  • Resident portal: Society > Maintenance, with Pay online
  • The SmartMy Society Resident app: Society > Maintenance. PDFs and Pay online open in the phone's browser. It is built and in testing, not in the app stores yet
  • Not a society accounting system: no expenses, bank book, balance sheet, GST on maintenance or Tally export

What you control

Settings

  • Days to Pay: 10 (due date = bill date + 10 days)
  • Remind Before (days): 3, and once more the day after the due date; 0 stops the first reminder
  • Late Fee: No late fee to start with; Fixed amount or Percent
  • Late Fee Amount / %: none until you set it
  • Charged: Once per bill to start with
  • Late Fee Limit per Bill: 0 (no limit)
  • Grace Days: 0
  • Send to the Flats Now (Make Bills): on

Notifications

  • Flat: Maintenance Bill / Reminder / Receipt: to the flat's residents who get Maintenance alerts. Sent for a new bill, before and after the due date, and for a payment. A push in the Resident app, the first of WhatsApp, SMS and email that reaches them, and in-app
  • It is a transactional event: it goes out at once, and a resident can switch off a channel but not the event. The Maintenance switch on their Alerts page stops these alerts for them

Questions

Do we need accounting software for this?

No. Maintenance dues are a ledger of their own: bills, receipts and credit per flat. Nothing is posted to an accounting system, also when Invoicing is installed. Expenses, a balance sheet, GST on maintenance and a Tally export are not built.

Has online payment been tried with real money?

Not yet. Payment through a provider was built and checked on our test systems, without a live gateway. We set it up with your provider and try a real payment with you before residents use it.

Can a resident pay only one bill online?

Not online. Pay online takes the whole amount due. Part payments are recorded by the office as receipts, and they go to the oldest bills.

Can the late fee be 2 % a month like interest?

Yes. Choose Percent of what is unpaid, 2, and Charged Every month unpaid. It is worked out on the unpaid charges only, and you can cap it per bill.

A flat paid in advance. What happens?

The extra stays with the flat as credit and shows to the resident as Advance. When the next bill is sent, the credit pays it first.

How do we bring in old arrears?

There is no import. Make a bill for the flat by hand with an Other line for the arrears, and send it. Importing balances from a spreadsheet is not built.

Related features

FLATS AND RESIDENTSTowers, flats and resident loginsSet up your towers and flats once, add the owners, tenants and family of each flat, and give every resident a login of their own. Each resident sees only their own flat.FLATS AND RESIDENTSAlerts feed for the flat, with switches per personEverything the flat is told, from the gate and from the society office, is kept on one Alerts page. Each person in the flat chooses which kinds they want to hear about, and the feed keeps the rest for them to read later.FLATS AND RESIDENTSResident app and resident web portalResidents answer the gate, invite guests, follow daily help and parcels and read alerts in the SmartMy Society Resident app or in a browser. Both show the same flat and do the same things.SOCIETY OFFICENotice board for flats, towers and ownersThe society office posts notices to every flat, to chosen towers or to owners only, pins the important ones and attaches files. Residents are alerted when a notice goes up, and the office sees who has seen it.MANAGEMENTSeveral societies in one accountA facility-management company runs each society as its own Entity in one account. Each society keeps its own towers, flats, residents, gates, guards and settings, and sees only its own data. Your management staff allowed several societies see them together in the same lists, reports and dashboards.ACROSS SMARTMY SOCIETYNotificationsSmartMy Society tells the right person the moment something happens. It might be a visitor waiting for the flat, a parcel at the gate or the maid late. It might be a child at the gate, a bill due, an emergency. Each event has its own recipients and channels: app notification, in-app, email, and SMS or WhatsApp on paid credits.

See it set up for your own society.

Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.
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