Vendor directory
Each vendor with trade, phone, email, address, GSTIN, PAN and default TDS section and rate. Archive old vendors without losing their history.
Vendor and purchase management
Vendor and purchase management for societies that puts the approval before the payment
Raise a purchase request, send it up a committee approval chain, turn the approved request into a vendor bill and pay it in full or in parts. Work orders, the asset register, AMC reminders and petty cash sit alongside. Part of SocietyConnect, free for 90 days.
- Up to four approval levels
- Any 2 of 3 style quorum
- Vendor TDS and GSTIN
- AMC renewal alerts
The lift contractor’s quote went to the chairman on WhatsApp, the treasurer paid it from the bank, and three months later nobody can show who approved it.
Society spending often runs on trust and phone calls. A member of the committee gets a quote, someone says go ahead in the group, the cheque is signed, and the paper trail is a screenshot on one person’s phone. At the AGM a member asks why the painting cost more than the budget, and the committee spends the evening piecing it together.
SocietyConnect puts the approval before the payment. A purchase request records what is needed, for which head, from which vendor and for how much. It climbs the approval levels your committee set, and a rejection needs a written reason. Only a fully approved request becomes a vendor bill, and every decision on the way is in the audit trail.
The approval chain
From a request to a paid vendor bill, step by step
Purchase requests run on the committee’s web dashboard.
- 01
Set the approval chain once
Pick committee members for up to four levels, and how many at each level must approve, such as any 2 of the 3 office bearers at level 2.
- 02
Raise a purchase request
Enter the purpose or expense head, amount, vendor, needed-by date and a description. It gets a number like PR/2026/0007 and goes to level 1.
- 03
Budget warning on the spot
If the head has a yearly budget and this request takes it over, the warning shows the new total and how far over budget it goes.
- 04
Each level approves or rejects
Approvers at the current level record their decision. Once the level has its quorum the request moves up. One rejection, with a reason, stops it.
- 05
Convert to a vendor bill
A fully approved request becomes a payable expense linked to the vendor. If the vendor is new, a vendor record is created.
- 06
Pay in full or in milestones
Pay the bill at once or in parts. TDS is deducted at the vendor’s section and rate, and each payment posts to the society’s books.
Work orders
Repairs tracked from the first call to the final cost
Each work order has a title, description, priority, scheduled date and vendor. It moves from open to assigned, in progress and done, and the cost is recorded against it. The page counts open and completed jobs and what has been spent on completed work.
A work order can be raised from a resident’s complaint. When it is marked done, the linked complaint is marked resolved, so the resident sees the outcome without a separate update.
- Priority low, medium or high
- Status open, assigned, in progress, done or cancelled
- Cost recorded per job
Vendors and assets
The records a society usually keeps in a cupboard
Vendor statement
Every bill, payment and TDS deduction for one vendor, to settle a dispute or confirm a balance.
Equipment register
Lifts, pumps, DG sets, fire systems, CCTV and more, with location, make, model, serial number and warranty date.
AMC contracts and service log
Each AMC with its vendor, start and end dates and cost. Log every service visit with its cost and the next due date.
AMC renewal alerts
The committee gets a notification about 30 days before an AMC ends, once per contract.
Fixed assets and depreciation
Record an asset’s cost and depreciate it by straight line or written-down value. Sell or scrap it and the profit or loss is booked.
Petty cash book
Top up the petty cash from a bank account and see opening balance, every cash entry and the closing balance for any period.
Budgets per head
Set a yearly budget per expense head and compare actual spending with it.
Expenses from a sheet
Upload many vendor bills at once with TDS section, rate and input GST in each row.
Depreciation
Straight line or written-down value, your auditor picks
An illustration for an asset bought at ₹1,00,000. Your auditor decides the method and rate for each asset.
| Straight line, 10-year life | Written-down value at 15% | |
|---|---|---|
| How it works | Cost divided by useful life, the same every year | The rate applied to the book value left each year |
| Year 1 charge | ₹10,000 | ₹15,000 |
| Year 2 charge | ₹10,000 | ₹12,750 |
| Book value after year 2 | ₹80,000 | ₹72,250 |
| On sale or scrapping | Profit or loss against book value is posted | Profit or loss against book value is posted |
From complaint to repair
Repairs usually start as a resident’s complaint
A noisy lift or a leaking pipe arrives on the Complaints page with the member’s name, flat, category and date. The committee turns it into a work order with a vendor and a date, and closing the work order resolves the complaint.
If the repair needs spending above the usual limit, raise a purchase request for it so the approval is on record before the vendor starts. See the complaint management page for how residents raise tickets.
Who does what
Who raises, who approves, who pays
Committee member
- Raises purchase requests with vendor and amount
- Creates work orders from complaints
- Logs AMC visits
Approvers
- Approve or reject at their level
- Give a reason for every rejection
- See the budget warning before deciding
Treasurer
- Converts approved requests to vendor bills
- Pays in full or in milestones with TDS
- Tops up petty cash
Auditor
- Reads each request’s approval history
- Checks vendor statements and TDS
- Reviews depreciation and disposals
- Used by
- Committee members, office bearers who approve, the treasurer and the auditor.
- Replaces
- Approvals in a WhatsApp group, a vendor diary and the AMC file in the office cupboard.
- Works with
- Complaints, budgets, the double-entry books, TDS and GST.
- Cost to try
- Free for 90 days with every SocietyConnect module switched on.
Controls
Checks that hold up when a member asks questions at the AGM
- A rejection needs a written reason and stops the request at once
- Each approver records one decision per level
- A request cannot become a vendor bill until every level has approved
- Approved spending cannot be booked into a locked, audited period
- A vendor bill that is part paid cannot be edited
- TDS comes from the vendor record, so the 26Q report has the PAN
- Chain changes, decisions and conversions are written to the audit trail
- Archived vendors keep their full bill and payment history
Straight answers
What it does not do yet
Set your purchase rules with these in mind.
- There is no purchase order document or goods receipt (GRN) step yet. The approved request goes straight to a vendor bill.
- Quote files cannot be attached to a purchase request yet. Note the quotes in the description and keep the papers on file.
- The approval chain sits on the purchase request. Paying the vendor bill afterwards needs one committee user, with no second sign-off on the payment.
- The system does not stop a member from approving a request they raised. Keep the people who raise requests out of the approval levels.
- The budget check warns; it does not block a request.
- There is no stock or inventory register with minimum stock alerts.
- 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.
Put your next repair through an approval chain
We set up your vendors, approval levels, assets and AMC dates with the committee, free for 90 days.
FAQ
Vendors, purchases and assets: common questions
How does purchase approval work in SocietyConnect?
A committee member raises a purchase request with the head, amount and vendor. It climbs up to four approval levels that your committee sets, each with its own quorum. One rejection with a reason stops it. A fully approved request becomes a payable vendor bill.
Does it support maker-checker approval?
The approval chain separates the person who raises a spend from the people who approve it, with a quorum per level. The payment step itself needs one committee user, and the system does not stop a raiser from also being an approver, so keep those roles apart when you set the chain.
Does SocietyConnect create purchase orders and GRNs?
Not yet. The approved purchase request goes straight to a vendor bill. There is no separate purchase order document or goods receipt step today.
Can we track AMC renewals?
Yes. Record each AMC with its vendor and dates against the asset. The committee gets a notification about 30 days before the AMC ends, and every service visit can be logged with its cost and next due date.
How is TDS handled on vendor payments?
Each vendor record holds the PAN and default TDS section and rate. TDS is deducted when the bill is paid, including on part payments, and appears in the TDS 26Q report and Form 16A.
Can we depreciate society assets?
Yes. Each fixed asset can use straight line or written-down value depreciation. When an asset is sold or scrapped, the profit or loss against book value is posted. Your auditor decides the method and rate.
Is it free to try?
Yes. Every module is free for 90 days, with no card needed and nothing charged automatically. After that we give a written quote.
More in SocietyConnect
Other parts of SocietyConnect
Society accountingDouble-entry books that fill themselves from bills, receipts and expenses, with Tally XML export.Complaints and helpdeskResidents raise issues with photos, the committee updates status, and residents rate or reopen the fix.Maintenance billingSet charge heads once, raise every flat’s bill in one run, and post it to the books.SocietyConnect overviewEvery module, the 90-day free trial and how setup works.
Free for 90 days
Connect your society now Connect your society now
Every module on for 90 days, vendors, purchases and assets included. Our team loads your flats and dues, trains your guards, and nothing is charged automatically.
SocietyConnect
Connect your society now
Free for 90 days with every module on. Our team loads your flats and dues and trains your guards.
- No card needed
- Nothing charged automatically
- We call within one business day
Thank you!
We will call you within one business day to connect your society.
Or message us on WhatsApp