Interest by your method
No interest, a flat penalty once per overdue bill after the grace days, simple yearly interest by the day, or monthly interest by whole months. A monthly job raises it as a separate late fee bill.
Society billing software
Society maintenance billing software that raises every flat’s bill in one run
Set your charge heads once, by carpet area or as a fixed amount per flat, then raise the month’s bills for the whole society from the web dashboard. Interest, water meter charges and GST follow the rules you set. Part of SocietyConnect, free for 90 days.
- Per sq ft or fixed heads
- Interest by your chosen method
- Metered water billing
- Every bill posts to the books
On the first of the month, the treasurer of a 120-flat society should not need a whole Sunday and three spreadsheets to work out who owes what.
In many societies the bill is still built in Excel. Someone copies last month’s sheet, changes the period, types in the water readings, works out interest on old arrears with a calculator and sends 120 bills on WhatsApp. One wrong cell and a flat is charged twice, and the committee hears about it from an angry message in the society group.
SocietyConnect keeps the rules in one place. Each charge head knows whether it is charged per square foot or as a fixed amount, and each flat has its carpet area on record. When you raise the month’s bills, the system works out every line for every occupied flat, adds GST if your society is registered, and posts each bill to the flat’s ledger and the society’s books at the same moment. The treasurer’s job becomes checking the run.
- Used by
- The treasurer, the secretary or the society’s accountant, on the web dashboard.
- Replaces
- The monthly billing spreadsheet, interest worked out by hand and printed bill books.
- Works with
- UPI payments, the defaulters list, water meter readings, GST and the double-entry books.
- Cost to try
- Free for 90 days with every SocietyConnect module switched on.
Charge heads
Common charge heads and how SocietyConnect works each one out
You set each head once in Settings with its rate. A head is charged either per square foot of the flat’s carpet area or as a fixed amount per flat. Metered water has its own readings and rates.
| Charge head | How the amount is worked out | Where it lands in the books |
|---|---|---|
| Maintenance or service charges | Rate per sq ft of carpet area, or a fixed amount per flat | Maintenance income |
| Sinking fund | Per sq ft or fixed, at the rate your general body approved | Sinking fund on the balance sheet, kept apart from income |
| Repair fund | Per sq ft or fixed | Repair fund on the balance sheet |
| Water | A fixed amount per flat, or meter readings at one rate or in slabs, plus an optional fixed charge per meter | Water charges income |
| Parking | A one-off charge raised on the flats that hold a slot | Parking income |
| Non-occupancy | A one-off charge on the let-out flats, at the amount your rules allow | Non-occupancy income |
| Interest on arrears | Raised as a separate late fee bill by the method you pick (see below) | Late fee and interest income |
| GST | Added to the taxable lines when the society is GST registered | GST output payable |
Rates and heads are your committee’s decision. Our guide to society maintenance charges in Maharashtra explains the usual heads. Confirm your own rates with your adviser or auditor.
Where billing starts
Generate bills is the first button on the dashboard
The committee dashboard opens with the jobs a treasurer does most: generate bills, record a payment, post a notice. Under them sit the month’s numbers: how much was billed, how much has come in, the unpaid dues and the bank plus cash balance.
- Collected this month against the amount billed
- Unpaid dues with a note when nothing is overdue yet
- Money in hand across bank and cash
The monthly run
How the treasurer raises a month’s bills
The whole run happens on the web dashboard.
- 01
Check the heads and rates
Open Settings and confirm the active charge heads. A head you switch off is left out of the run without being deleted.
- 02
Bill the water readings
If you bill water by meter, enter the month’s readings or paste them from a sheet. Each reading is billed once, at a flat rate or in slabs, with any fixed charge per meter added.
- 03
Pick the month, due date and heads
Choose the billing month, the due date and the heads to include, then generate. Every occupied flat gets an itemised bill with each head on its own line.
- 04
Advances are used up first
If a flat paid extra last month, that advance is applied to the new bill straight away, so the member only sees what is still due.
- 05
Fix mistakes without deleting
Change due dates in bulk for unpaid bills. Correct a wrong charge with a numbered credit note, so the original bill and the correction both stay on record.
- 06
Members see the bill on their phone
The bill appears on the resident’s Payments screen with the due date and a Pay via UPI button. Read more on online maintenance payments.
What the member sees
Each bill on the resident’s phone, with its own due date
Residents see their flat’s total outstanding at the top, then one card per bill: maintenance, parking, water or any other charge. Due, Paid and All tabs keep old bills out of the way.
A bill the member has already paid and reported shows as awaiting confirmation until the committee checks it against the bank, so nobody pays the same bill twice.
Beyond the basic bill
The rules that usually live in the treasurer’s head
These are set once per society and then applied to every run.
Bye-law cap on the rate
The setting will not accept more than 21% a year simple, or 1.75% a month, and never charges interest on interest. Late fee bills do not earn interest themselves.
Water by meter and slab
Meters per flat for water, electricity or gas. Charge one rate, or slab rates where the first units cost less, with a fixed charge per meter if you levy one.
GST the way it applies to you
Charge GST on every taxable line, or use the mode where a member’s monthly contribution up to ₹7,500 stays exempt. Quarterly bills scale that limit by three.
One-off charges for one flat
Raise a charge on a single flat from its page: a parking slot, a non-occupancy charge, a shifting fee. It posts to that flat’s ledger only.
Cheque bounce charge
Mark a cheque as bounced and the receipt is reversed, and the bounce charge you set is raised as a bill on that flat.
Demand letters and statements
Print a demand letter or a statement of account for any flat, with interest accrued so far shown separately.
Checks on every run
What the system checks so the treasurer does not have to
- Only one billing run can happen at a time for a society, so two people cannot bill the same month at once
- A flat already billed for the same title and month is skipped, and the count of skipped flats is shown
- Flats with no carpet area are flagged when a per sq ft line comes out as zero
- Each meter reading is billed exactly once
- Interest is charged only on the increase since the last interest bill, so the same interest is not billed again
- Bills cannot be raised in a month the auditor has locked
- Every run is written to the audit trail with who ran it and how many bills it raised
- Every bill posts to the flat’s ledger and the society’s double-entry books as it is created
Who does what
Four people touch a bill, each on their own screen
Treasurer
- Sets charge heads, interest method and GST mode
- Runs the monthly bills
- Raises one-off charges and credit notes
Accountant
- Enters meter readings
- Prints bills, receipts and demand letters
- Checks the bill register against the books
Resident
- Sees each bill and its due date on the phone
- Pays by UPI from the bill
- Reports a payment made another way
Auditor
- Reads bills, ledgers and the audit trail with a read-only login
- Cannot change any bill
Straight answers
What it does not do yet
Check these against your bye-laws before your first run.
- Charge heads are per square foot or a fixed amount. There is no rate by BHK or flat type yet, so a society that bills by flat type uses fixed one-off charges or per sq ft rates.
- Bills are not raised on a schedule. Someone on the committee clicks Generate each month or quarter.
- The bulk run bills only flats marked occupied. If owners of empty flats still pay maintenance, keep those flats marked occupied or raise a one-off charge.
- The interest setting caps the rate at 21% a year (1.75% a month). If your bye-laws or general body set a lower rate, enter that rate yourself; the software does not read your bye-laws. Confirm the rate with your adviser or auditor.
- There is no built-in check that a non-occupancy charge stays within the limit in your bye-laws. Work out the amount first.
- Water is billed per meter from readings someone enters. There is no per-tap billing and no link to smart meters.
- The apps are not on the Play Store or App Store yet. We share the Android app with your society during setup, and iPhone users use the web portal.
Send us last month’s bill and we will rebuild it
Our team loads your flats, areas and charge heads, raises one month on SocietyConnect and compares it with your old bills flat by flat, free for 90 days.
FAQ
Maintenance billing: common questions
What is society maintenance billing software?
It works out and raises the monthly or quarterly maintenance bill for every flat from rules you set once: the charge heads, their rates, interest on arrears and GST. In SocietyConnect each bill also posts to the flat’s ledger and the society’s books, and residents see it on their phone.
Can SocietyConnect bill by carpet area?
Yes. A charge head can be a rate per square foot, and each flat is charged that rate times its carpet area on record. Other heads can be a fixed amount per flat. A rate by BHK or flat type is not available yet.
How is interest on late payment charged?
You pick one method: none, a flat penalty per overdue bill after the grace days, simple yearly interest by the day, or monthly interest by whole months. The setting caps the rate at 21% a year or 1.75% a month and never charges interest on interest. Your bye-laws decide the actual rate, so confirm it with your adviser or auditor.
Can we bill water by meter reading?
Yes. Add a meter for each flat, enter or paste the month’s readings, and bill them at one rate or in slabs, with an optional fixed charge per meter. Each reading is billed once.
Does it handle GST on maintenance?
Yes, for GST-registered societies. You can charge GST on every taxable line, or use the mode where a monthly contribution up to ₹7,500 per member is exempt. GST goes to its own account in the books, and the GST return report splits it by type. Check with your auditor which mode applies to your society.
Is SocietyConnect billing free?
Every module, billing included, is free for 90 days. No card is needed and nothing is charged automatically. After that we give a written quote based on your flats and the modules you keep.
More in SocietyConnect
Other parts of SocietyConnect
Online maintenance paymentsMembers pay by UPI from the bill, the committee confirms, and the receipt posts to the books.Society accountingDouble-entry books that fill themselves from bills, receipts and expenses, with Tally XML export.Dues and defaultersWho owes what and for how long, with reminders, demand letters and the Section 101 ladder on record.Members, flats and tenantsResidents join with a society code, the committee approves, and owners, tenants, family and vehicles sit under each flat.SocietyConnect overviewEvery module, the 90-day free trial and how setup works.
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