Features Details
Automated Society Billing and Accounting
Automated society billing eliminateshuman interactions and streamlines the entire task. It ensures easy accounting that anyone can handle society accounting jobs easily with this software application.
- Send invoices to members every month automatically
- Automated late fees calculation and execution
- Collecting payments from members with no human interference and with no time
- Send reminder notifications to members through email and SMS
- Automated creation of receipt and payment, income and expenditure, and balance sheet
- 90% reduction of society’s accounting work and significant cost savings
Income and expenses tracking
Income and expenditure tracking is essential, as it helps societies to monitor budgets and identify areas for improvement.
- Updated defaulters report at any time
- Bulk upload of income and expenses from excel or CSV file
- Separate expenses into two major groups: capital expenditure, and maintenance expenditure
- Transfer and upload expense details from Excel or other files easily with the Housing Society Accounting Software
- Create and organize bank accounts
- Track the excess in expenditure heads
- Download or print expense reports easily
Auto-generate receipt and voucher for auditing
Generating receipt and vouchers and storing them properly were not only time-consuming but it leads to missing of vouchers or receipts. The auto generating feature of society maintenance appmakes the job effortless and more convenient.
- The receipts and vouchers can be customized with the society's logo and other relevant information and can be sent to residents through the app
- Store all receipts and vouchers in a centralized database, making it easy for society administrators to access and retrieve them when transparent
- Provide real-time updates on the status of receipts and vouchers, allowing society administrators to track payments and expenses in real-time
- A clear and transparent record of all financial transactions within the society
- Improve the efficiency and accuracy of financial record-keeping, making it easier for society administrators to manage finances and comply with auditing requirements
Corpus fund management
Collect a fixed amount as the corpus fund for specified purposes, such as arranging any special event in societies or others.
- Carry out society activities easily
- Simple tracking of corpus funds by the management team
- The fund amount would be mentioned in the reports
- Implement investment strategies that align with the goal of the fund
- Enhance the safety and supervision of corpus funds with our trusted cooperative society software.
- The fund is collected from a specific group of users, like owners, tenants, committee members, or all members of the society
Development/Entry fee management
Admin can manage or entry society development charge through the software. Even they can track entries anytime if necessary. New flat members can make full or part payment of entry fees using the app.
- Users can pay their development charge partly or full amount
- They receive instant confirmation of their payment
- Real-time updates of entry fee collections and easy tracking by the admin
- Streamline the process of collecting and managing entry fees, saving time and effort for both residents and society administrators.
Late fee/penalty
Late payment is the most annoying issue in housing societies. SmartKhata society maintenance app effectively regulates monthly maintenance fees with or without late fees or penalties.
- Rapid and seamless late fees calculation using multiple penalty options based on fixed or recurring system
- Residents can check their outstanding amount with late fees
- Automatic collections of late fees
- The admin decides whether the late fees should be collected based on fixed amount or percentage
Reports
Generate reports promptly as a part of society maintenance. Management and flat members have easy access to different financial reports from their smart devices.
- View and download financial reports at any time in pdf and excel format
- Reports on collective dues, dues by particular bills, dues by particular account head, etc
- Generating annual income and expenditure reports
- View and download outstandingand fund management reports by the admin
Member’s details
Detailed information about society members, including their names, phone numbers, flat number, flat size, and others
- Manages the data of tenants and flat owners
- Bulk upload of members from excel or CSV file
- Member’s details are managed effectively with no complex paperwork and manual interference
- Integrated member management system to allow community collaboration
- The admin can set outstanding payments and development chargeof individual users by viewing the details of members
- Two users can be set up as administrators.
Society asset tracker
Take a close look at all assets, their features, depreciation, scrapping, and services through the Society maintenance app and improve operational efficiencies in your society.
Fixed asset
- Take a close look at all assets, their features, and services through the Society maintenance app and improve operational efficiencies in your society.
- Segregate assets into different groups and keep details of assets like pumps, lifts, electrical fittings, and fire devices
- Unproblematic asset management
- Keeping the service history and AMC details effortlessly
- Reminder notification for annual servicing
- depreciated values of fixed assets like water pumps, pipes, or society computers can be calculated and these assets are scrapped by the admin if necessary
Current asset
- Checking the current asset and having updated information about society's current assets
- Efficient tracking of society FD, reserve fund, loan amount, and asset purchase transactions
- Gather information about current account details like the amount of FD, bank name, interest amount, maturity date, etc.
- The interest amount can be taken separately or together with the full amount once the FD has matured
- Report generation regarding current assets
Manage vehicle and parking
Building society maintenance software offers end-to-end parking management facilities to help society members locate and navigate vacant parking areas easily to keep their vehicles safe and dynamic.
- Allotment of parking numbers, vehicles numbers, and stickers through the app
- Auto calculation of parking charge by the admin
- Separate management of two-wheeled and four-wheeled vehicles
- Tracking through annual parking reports and invoices
Email/SMS gateway
Sending messages or information to society members was time-consuming and paper oriented while society maintenance softwareinvolves instant messaging through emails and SMS gateway with zero manual effort and zero paper.
- Residents can collect information through emails and SMSs
- Send SMS through predefined templates, like payment reminders, meeting calling, event management, outstanding reminder, service announcement, etc
- Send SMS messages such as elections and events announcements to residents and members
- Automated maintenance reminders through emails and SMS
- Inform residents about urgent meetings through SMS and emails
Staff and vendor management
Society maintenance apps can be an effective tool for managing staff and vendors in residential or commercial buildings.
- Create a database of staff and vendors, including their photo ID proof, contact information, role, and availability
- Manage payroll and invoicing including generating bills, tracking payments, and processing transactions with our effective Housing Society accounting software.
- Maintain vendor performance, including their ratings, reviews, and feedback
- Streamline operations, reduce manual errors, and improve efficiency
Notice and complaints
An effective way to enhance communications between residents and committees
- Society admin and manager can publish notice to all society members
- Send notices through multiple channels like emails and SMS
- System will auto translate the notice into phone language
- Members will see the notice on their notice section.
- Tracking and updating the progress of complaints
- Provide reminder notifications to users and the maintenance team, reminding them of pending complaints or notices that require attention
- Feedback on the resolution of complaints
Service and emergency directory
Residents have emergency contacts to call in their crisis especially; elderly people can access emergency contacts easily in their needs.
- Find quick assistance in the absolute needs of residents
- Create a single directory and ensure instant help when needed
- Get instant support in services like fire brigade, ambulance, and police with SmartKhata co operative society software
Document Repository
A document repository is a digital storage space to store, manage, and share digital documents of societies.
- Management uploads and share community-essential documents like dos and don’ts, society laws, and others in image file/ excel / PDF formats
- Easy tracking of balance sheets, bank statements, profit & loss statements, FD certificates, memorandum of association, registration certificates, and other documents
- Segregate documents into different categories to ease searching
- Powerful search features of documents based on names, types, and categories
- Maintain confidential documents for building society maintenance
- The admin allows access to documents to people based on their social roles, such as flat owners, society members, or only admin
Metered Utility Billing
There is no need to maintain utility billing separately in building societies. Now all your utility services like water, electricity, and piped gas meter readings and their charges can be stored in one place. Our society maintenance app makes it simple.
- Keep updates on metered utilities and their billing periods
- Meter readings of all flats are accumulated to raise invoices
- Add metered utility charges with other charges to generate a single invoice against a unit
- Easy integration with the accounting module to track payments and defaulters
- Tracking previous & present consumed units
- Minimum and Free units consumed provision is there
- Doubt-free and flawless way of water bill collection
