Bills raised from your own charge heads, UPI payments that land in the society’s account with a receipt, a dues list the committee can trust, a complaints desk with photos, and a gate app that asks the resident before a visitor walks in. Built for co-operative housing societies in Mumbai, Navi Mumbai, Thane and Pune, apartment associations across India, builders handing over projects and facility managers running many sites.
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The society office, the gate and every flat working from one set of records: flats, members, tenants, bills, payments, complaints, visitors and guard shifts.
A web panel for the secretary, treasurer, chairman and society manager, and for a facility manager’s head office.
One app for owners and tenants to pay, raise issues, read notices and control who comes to their door.
A simple app on a phone or tablet at each gate, made for guards who change shifts and may not read much English.
Walk into the office of a typical co-operative housing society in Kharghar, Thane or Kothrud and you will find the same set-up. An honorary secretary and treasurer who have day jobs, a part-time accountant who comes in on Saturdays, an Excel file of flats and arrears that only one person understands, and a WhatsApp group with three hundred members. Bills are typed every month or quarter, slipped under doors or forwarded as PDFs, and paid by cheque, NEFT or a UPI transfer to the society’s bank account with no flat number in the remark.
That last detail is where the treasurer’s evenings go. Every transfer has to be matched by hand to a flat. Part payments, interest on old dues and a flat that changed hands mid-year make the dues list unreliable, and members stop trusting it. When the committee finally wants to recover long-pending dues, it finds that the notices, reminders and ledger it needs are spread across emails, registers and someone’s phone.
The rules have also become more detailed. Maharashtra notified a dedicated chapter for housing societies in the Co-operative Societies Rules in June 2026, setting how service charges, property tax, insurance, the sinking fund and the repair fund are shared, capping interest on dues and non-occupancy charges, and allowing members to join general meetings by video with conditions. A society billing from an old Excel template may now be charging on the wrong basis without knowing it.
The gate is the other daily leak. Guards write visitors in a paper register nobody reads, wave in delivery riders because calling the flat takes too long, and nobody can say who was on duty at 2 am when a bicycle went missing. Infoways, a web, app and software company in Mahape, Navi Mumbai, has built a society management app that covers billing, UPI payments, complaints, notices, member records and a guard app with resident approval. Below: how each part works, the rules it must respect, and how it compares with ready-made apps.
Eight modules, who uses each one, and the awkward cases that decide whether the software actually helps.
Used by the treasurer or society manager. Charge heads are set up once: service charges, sinking fund, repair and maintenance fund, major repair fund, parking, water, property tax share, insurance, non-occupancy charges and arrears. Each head has its own basis: equal per flat, per square foot of carpet area, per tap or connection, per parking slot, or a fixed amount. One click raises bills for every flat for the month or quarter, as PDFs carrying the society’s name and registration number. It handles a flat sold mid-quarter, a ground-floor shop, a one-time special levy and opening arrears from the old system.
Solved in your appMembers pay from the app or a WhatsApp link by UPI, card or net banking, through a payment gateway account opened in the society’s own name, so the money goes straight to the society. Each payment is tagged to the flat and bill, and a numbered receipt goes out at once. Cheques and NEFT are entered by the office. Part payments clear the oldest dues first, or in the order your committee sets. Interest on late payment is simple interest at the rate your general body approved, never above the ceiling entered, and the member can see exactly how it was worked out.
Solved in your appThe office keeps one record per flat: wing, floor, flat number, carpet area, owner names, share certificate number, nominee, tenant details and vehicles. Owners and tenants are kept apart, because a tenant can raise complaints and approve visitors but is not a member and does not vote. The record keeps history: who owned the flat before, when a transfer was approved and which documents came in. The office can print member lists in the layout of the I and J registers for the secretary to check. Residents join with a society code and wait for committee approval.
Solved in your appA member raises a complaint from the app with a category, a short note and photos: seepage, a stuck lift, a blocked drain, someone parked in their slot. It reaches the society manager or the committee member in charge, who assigns it to staff or a vendor with a target date. The member sees each change of status. When the job is done, a closing photo is added, and the member can reopen it within a set number of days. At the AGM, the committee can show what was raised, closed and still open.
Solved in your appThe secretary sends notices for the AGM, special meetings, water cuts, pest control and repairs through the app, with copies on WhatsApp and email. Each notice shows who has opened it, which helps when a member later says the AGM notice never reached them. Agendas, minutes, audited accounts, the bye-laws and redevelopment papers sit in a document library members can read but not change. Where members join a general meeting by video, the app’s member list helps the secretary track attendance. Polls gather opinions, but they are not formal votes unless your rules say so.
Solved in your appMade for a phone or tablet at the gate and for guards who may not read English well: large buttons, photos and Hindi or Marathi labels. The guard enters the visitor’s name, phone and photo, picks the flat, and the resident gets a push alert with Allow or Deny. If nobody answers, the guard calls the flat and the result is logged. Residents issue pre-approved gate passes with a code for guests, maids, cooks, drivers and delivery riders, so regular staff are not stopped every day. Each entry is stored with the time and gate, so the committee can check the record when something goes missing.
Solved in your appGuards clock in from the app only when the phone is inside the society’s geo-fence, so attendance cannot be marked from home. At each shift change, the outgoing guard hands over to the incoming one by OTP, which records who held each gate and when. An SOS button lets a guard or resident raise an alarm that reaches the committee and nearby guards at once. Societies that also want face-based attendance for housekeeping and office staff can add it from the same panel.
Solved in your appThe treasurer records every expense with the bill photo, vendor, head and approval. Payments above a limit can need a second committee member to approve. Income and expenses export to Tally or a format your accountant uses, so the statutory audit works on the same figures. For a facility management company or a builder handing over several projects, one platform runs many societies. Each society’s data stays separate and each committee sees only its own, while the head office sees collections, open complaints and guard duty across sites, with password resets and member management in the web admin.
Solved in your appTell us how many wings and flats you have, how you bill today and how members pay. We will tell you which module to set up first.
These apply to co-operative housing societies registered in Maharashtra. Apartment associations and societies in other states follow their own laws, so the same software is set up with different rules.
| Term or rule | 1What it means | 2How the software handles it |
|---|---|---|
| Chapter XIII-B of the Maharashtra Co-operative Societies Act 1960 | A separate chapter for co-operative housing societies (sections 154B onwards), added by the 2019 amendment. | Members, associate members, tenants and committee roles are kept apart, with access by role, so each person sees only what their role allows. |
| Housing society rules of June 2026 and the model bye-laws | Amendments to the Co-operative Societies Rules 1961, notified in June 2026, added a chapter for housing societies (rules 106C onwards) on charges, funds, interest, transfers and meetings. Most societies also follow the model bye-laws, and a revised draft of those was put out for public comment in 2026. | Charge heads, bases and approval steps are settings, not code, so they can be changed when the rules or your bye-laws change. |
| Interest on unpaid dues | Reported under the June 2026 rules as simple interest at the rate fixed by the general body, up to 12% a year. Older bye-laws often allowed more. | Simple interest at your approved rate, with a ceiling the software will not exceed, and the working shown on each member’s bill and ledger. |
| Non-occupancy charges | An extra charge on a flat that is let out, limited under the 2026 rules to 10% of the service charges. | Applied only to flats marked as let out, worked out on the service charge head alone. |
| Sinking fund, repair fund and major repair fund | The 2026 rules set minimum yearly contributions of 0.25% (sinking fund) and 0.75% (repair and maintenance fund) of each flat’s construction cost as certified by an architect. A major repair fund is collected on area when the general body decides. | Each fund is its own head, with the certified construction cost stored per flat, so contributions are worked out correctly and shown as separate balances. |
| Basis for sharing charges | Service charges are divided equally among flats. Common-area property tax and insurance are shared by carpet area, water charges are linked to taps or connections, and parking is charged at the rate the general body fixes. | Every head carries its own basis: per flat, carpet area, per tap, per slot or fixed. Parking slots are allotted in the panel and billed from the allotment list. |
| I and J registers, share certificates and nominations | The I register records members and their shares over time. The J register lists current members (rule 33 of the 1961 Rules). Nominations are recorded in a register too, and the 2026 rules give a nominee provisional membership while a transfer is pending. | Flat records hold share certificate numbers, nominees and transfer history. The office prints member lists in the register layout for the secretary to check and sign. |
| Transfer of a deceased member’s flat | Under the 2026 rules, heirs can apply in Form Y-5 with a registered family arrangement and an indemnity bond. The committee publishes a notice in two local newspapers, and transfers only if no claims come in. | A transfer case in the panel tracks the application, documents, notice dates and committee decision, and updates the flat record only after approval. |
| AGM and statutory audit | The AGM is to be held by 30 September each year, with notice generally 14 days ahead under the model bye-laws. Under section 81, accounts are to be audited within four months of the year’s close by an auditor from the Registrar’s panel. | Reminders ahead of each deadline, notice delivery tracking, and ledgers and exports in a form the auditor can use straight away. |
| Recovery of dues and GST on maintenance | Section 154B-29 lets a housing society seek a recovery certificate for unpaid dues through the Registrar. Separately, CBIC Circular 109/28/2019-GST exempts members’ charges up to a monthly limit per member and below a yearly turnover limit. Above those, 18% GST can apply, and courts have differed on whether on the whole amount or only the excess. | Member-wise statements with the full history of bills, reminders and notices your adviser needs for recovery. GST can be switched on per head and per society, as your CA advises. |
We have taken these points from the June 2026 rules as reported by legal and tax publications, and from the Act and model bye-laws. Rules change, and your own bye-laws may differ. Confirm every rule with your society’s adviser, auditor or the Registrar’s office before it goes into the software. We set the rules your committee approves; we do not decide them for you.
Most committees asking us about a society app have already tried, or been pitched, one of the ready-made apps. MyGate and NoBrokerHood are best known for gate and visitor management and have added billing, accounts and resident features over time. ADDA and ApnaComplex are often picked by committees that care most about accounting, billing and dues reports. Many society accountants also use desktop accounting software. All of them keep adding features, so compare the current versions with your own list, not old reviews.
For most single societies, a ready-made app is the right first choice, and we will say so. It is quick to start, the vendor carries the upkeep, and residents may already know it from a previous home. Before you sign, check that it can bill each charge head on the basis the 2026 rules expect, that interest is simple interest at your approved rate, that payments go to the society’s own account, and that you can export all your data when you want to leave.
A custom platform makes sense in a narrower set of cases: a facility management company or builder that wants one system under its own brand across many societies, a large township with several gates, clubhouse bookings and commercial units, a federation of societies, or a committee that wants member data held only by the society and its chosen vendor. Our guide on custom software vs off-the-shelf walks through the trade-off in more detail.
A plain comparison. The right answer depends on your size, your staff and how much control you want over data and rules.
| Factor | 1Excel, register and WhatsApp group | 2Ready-made society app | 3Your own society platform |
|---|---|---|---|
| Best for | Very small buildings with a hands-on treasurer | Most single societies and apartment associations | Facility managers, builders, townships and federations |
| Billing on the 2026 rules’ bases | Depends on the Excel template | Check each charge head with the vendor | Set exactly as your committee approves |
| Payment matching | By hand from bank statements | Matched for in-app payments | Matched, through your own gateway account |
| Gate and guards | Paper register | Standard visitor and guard features | Shaped to your gates, shifts and agency |
| Who holds member data | Scattered phones and files | The app provider, under its terms | Your society or management company |
| Many societies | Not practical | Usually one account per society | One platform, data kept separate per society |
| Time to start | Already running | Days to a few weeks | Weeks to months, in phases |
Product names are mentioned only to help you compare. Features change often, so check each vendor’s current offering directly.
None of these needs an accountant. A good society app shows all of them on one screen.
Amount received against amount billed for the current month or quarter, worked out by wing. A wing that lags every period usually has a specific problem: a few large defaulters, flats let out to tenants who do not pay, or bills not reaching members.
Solved in your appTotal dues split into 0-30 days, 31-90 days, 91-180 days and over 180 days. Fresh dues are reminders; old dues are a recovery job. The older bucket is what the committee should discuss at each meeting, with the adviser if needed.
Solved in your appNumber of flats that missed the due date in at least three of the last four bill periods. Usually a small list. A personal call from a committee member often works better than another reminder.
Solved in your appAverage days from a complaint being raised to being closed, by category such as plumbing, lift, cleaning or security. It shows which vendor or staff member is slow and which AMC needs a firmer conversation at renewal.
Solved in your appShare of gate alerts that residents answered with Allow or Deny, against those where the guard had to call. If this stays low, residents have not switched on notifications or do not trust the app, and the gate drifts back to waving people in.
Solved in your appShifts with an on-time geo-fenced clock-in and an OTP handover, against shifts scheduled in the month. Gaps are facts to raise with the security agency before its bill is passed, not after an incident.
Solved in your appSinking fund and repair fund collected to date against what your rules and bye-laws require, worked out from each flat’s construction cost. A short fund turns into a large special levy when the building needs structural repair.
Solved in your appActual expense under each head against the budget the general body approved, month by month. It warns the committee early, not at the next AGM.
Solved in your appSay you run a co-operative housing society in Kharghar with three wings, 120 flats, two shops on the ground floor and 14 flats let out to tenants. The numbers here are only to show the flow. At the start of the quarter, the treasurer opens the panel and checks the charge heads the committee confirmed after the June 2026 rules: service charges equal per flat, insurance and common-area property tax by carpet area, sinking and repair fund from each flat’s certified construction cost, parking from the allotment list, and non-occupancy charges on the 14 let-out flats only. One click raises all 122 bills, and each member gets them in the app and on WhatsApp.
Most members pay by UPI in the first week. Each payment lands in the society’s own account, is tagged to the flat and bill, and the receipt goes out at once. On the due date the panel shows 23 flats unpaid. A polite reminder goes out, and a second one a week later. After the grace period your bye-laws allow, simple interest at the general body’s approved rate is added, and each defaulter can see how it was worked out.
Meanwhile, a member in B Wing reports seepage in the common duct with two photos. The society manager assigns it to the plumber, who closes it with a photo three days later. At the gate, a courier arrives for Flat 704. The guard enters the name and photo, the resident taps Allow, and the entry is logged. At 10 pm, the evening guard hands over to the night guard by OTP. The agency’s bill is later checked against this duty record.
In August, the secretary sends the AGM notice through the app well before the 14-day mark and can see who has opened it. The auditor gets the ledgers as a Tally export. The committee walks in with a clean dues list by age, fund balances against requirement, complaints closed and still open, and the guard duty record for the year. Long-pending dues go to the adviser with a full statement and notice history.
One committee meeting to confirm charge heads, the basis for each, the interest rate, grace period, approval limits for expenses and who can approve new residents. Check each point with your adviser first.
We import flats, carpet areas, owners, share certificate numbers, nominees, tenants, parking slots and opening arrears from your sheets. The treasurer and auditor sign off the opening balances flat by flat, because the app will carry forward whatever figure it is given.
The society opens a payment gateway account with its own PAN, registration certificate and bank account, so collections never pass through us. We then run test payments and refunds.
The treasurer raises one cycle in the old way and in the app, and compares every flat. Every difference is traced and fixed before members see a new bill.
A notice in English, Marathi and Hindi with the society code, and a help desk in the clubhouse on a weekend for older members. The committee approves each join request. Members who do not use smartphones keep getting paper bills, and their payments are entered by the office.
We train each guard on site, shift by shift, in Hindi or Marathi. For the first two weeks guards log every visitor in the app and also call the flat, then switch to app approval once residents are answering alerts.
Before sign-off we check bills, receipts, interest, reports, role access and data exports with the committee. The office staff and a committee member are trained as admins, and maintenance and support continues after launch, including changes when the rules or your bye-laws change.
Send us your bye-law charge heads and your shortlist. We will tell you honestly whether a ready-made app fits or a custom build is worth it.
Every society and every facility manager is different, so we quote after understanding yours. Billing, payments, receipts and a resident app for a single society is a small project. Adding the guard app with visitor approval, gate passes, OTP shift handover, geo-fenced clock-in, complaints and Tally export makes it a medium one. A multi-society platform for a facility management company or builder, with its own branding, head-office reports across sites and separate data for each society, is a large one.
The cost goes up with the number of societies and gates, how unusual your billing rules are (commercial units, clubhouse charges, several building types in one complex), how much old arrears data has to be cleaned and moved in, and any links to boom barriers, intercoms or RFID readers where the hardware vendor offers an API. It comes down if you start with billing and payments, which save the committee the most time, and add the gate app once residents are used to the resident app.
Timelines: a single-society billing and resident app usually takes 3-6 weeks, most of it spent cleaning and checking member and arrears data. Adding the full guard app takes another 3-5 weeks including on-site training. A multi-society platform runs about 3-5 months in phases. See SaaS development if you plan to offer it to many societies, and custom software development for a single build.
Do not switch software in the middle of a dues dispute. Settle the arrears list first and get the committee and auditor to approve the opening balances. Software carries forward a wrong figure faithfully, and members then blame the app for a mistake made years ago in Excel.
Do not copy last year’s billing template into the new system. The June 2026 rules changed how several charges are shared and capped interest and non-occupancy charges. Confirm each head and its basis with your adviser, and record the resolution.
Do not launch visitor approval without training guards and telling residents. If residents ignore alerts, guards go back to waving people in within a week. Run both the call and the app for a few weeks, watch the share of alerts answered, and switch fully only when it is high enough for your committee.
And do not build your own platform for one small society with no paid office staff. A well-run ready-made app will do the job. Building makes sense for large complexes, federations, builders handing over projects and facility management companies who want one system and their own brand across many sites.
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Ask on WhatsAppUnder the amended rules notified in June 2026, interest on unpaid dues is reported as simple interest at the rate the general body fixes, up to 12% a year. Older bye-laws often allowed more. Confirm it with your adviser, and we set the software to your approved rate with a ceiling it cannot cross.
Yes, within limits. The 2026 rules cap them at 10% of the service charges payable by that member. The app applies them only to flats marked as let out, on the service charge head alone.
It depends on each member’s monthly charges and the society’s yearly turnover, under limits set in CBIC Circular 109/28/2019-GST. Above them, 18% GST can apply, and courts differ on whether on the whole amount or only the excess. Ask your CA. The app can switch GST on for chosen heads.
The 2026 rules set a minimum yearly sinking fund of 0.25% of each flat’s architect-certified construction cost, and 0.75% for the repair and maintenance fund. The app stores each flat’s cost and keeps each fund as a separate balance.
Yes. Members pay by UPI, card or net banking from the app or a WhatsApp link. The money goes to the society’s own gateway account, is tagged to the flat and bill, and a numbered receipt goes out at once.
For most single societies, a ready-made app is the sensible first choice. Compare current versions on billing rules, data export and where payments go. A custom platform makes sense for facility managers, builders and large townships that want one system, their own brand and full control of data across many societies.
The app keeps every detail the registers need: members, shares, share certificate numbers, nominees and transfer history. It prints member lists in the register layout for the secretary to check and sign. Whether a printed or digital register meets your statutory duty is a question for your auditor or the Registrar’s office.
The guard enters the visitor’s name and photo and picks the flat. The resident gets a push alert to Allow or Deny. If there is no answer, the guard calls the flat from the app and the result is logged. Regular staff and expected guests get gate passes in advance so they are not stopped every time.
Yes. The guard app uses large buttons, photos and very few words, in Hindi or Marathi, and we train guards at the gate shift by shift during launch.
Yes. Guards clock in only when their phone is inside the society’s geo-fence, and every shift handover is confirmed by OTP between the outgoing and incoming guard. The committee can see the duty record for any day and check it against the security agency’s bill.
Yes. Receipts, bills, expenses and member ledgers export for Tally or in a format your auditor uses, so the section 81 audit works on the same figures the committee sees.
Member names, phone numbers, flat details, vehicle numbers and visitor photos are personal data under the DPDP Act 2023, and the society remains responsible for how they are used. We build consent at sign-up, access by role so a guard sees only what the gate needs, a setting for how long visitor photos are kept, and logs for every export.
Yes. We have built multi-society support where each society’s data stays separate and each committee sees only its own, while your head office sees collections, complaints and guard duty across all sites from one login.
Usually 3-6 weeks for billing, payments and the resident app, most of it spent cleaning arrears and member data and running one billing cycle in parallel. The guard app adds another 3-5 weeks including training at each gate.
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