Orchid Co-operative Housing Society Ltd.Maintenance ledger
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Orchid Co-operative Housing Society Ltd.
Maintenance ledger · Navi Mumbai
Live quarter—
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Collection register
Every unit, every quarter
One square per invoice. Click any square to open it, record a payment, or print a receipt.
Paid in fullPart paidDueOverdueNot raisedSettled from advance
Quarter by quarter
Needs chasing
Outstanding by unit
Advance payments are applied to the oldest unpaid quarter first, so this is what each unit genuinely still owes.
Society funds
Invoice book
Quarterly maintenance invoices
One invoice is raised automatically for every unit at the start of each quarter, priced from the committee's rate card.
Receipts
Payments received
Every rupee collected, newest first. Records carried over from the treasurer's workbook are marked imported.
Bank reconciliation
Bank import
Bring transactions in from your HDFC statement — money-in becomes payments, money-out becomes expenses. Nothing is added until you review and approve it.
Manual import
Upload a statement file yourself, any time.
Receipt book
Extract receipts by quarter
Print one receipt for an owner who asks, or the whole quarter's worth in a single run. Print to PDF to email them, or send a single receipt straight to the owner on WhatsApp.
Sending on WhatsApp
On a phone, WhatsApp opens with the receipt PDF already attached — just pick the chat and send. On a computer, the PDF downloads and the owner's chat opens with the details filled in; attach the downloaded file with the clip icon. Add mobile numbers under Units.
Put a download link in the message optional · needs a public folder
A message can only carry a tappable link if the receipt PDFs live at a public web address.
If your society keeps receipts in a folder that serves files by name (a website folder, an
S3/Cloud bucket, GitHub Pages), paste that folder's address below. Each owner's message
will then include a link like …/RCT-2526-Q3-101.pdf. Use
Download each as a file (ZIP) to get PDFs named to match, then upload them to that folder.
Leave this blank to simply attach the PDF instead (recommended).
Online “Pay now” button on the public pay page
When this is off, owners can still look up their dues and download receipts on the public pay page, but the Pay now button is hidden — useful if you want to pause online collection. No redeploy needed — the pay page reads this setting live, so the change takes effect within a minute of saving.
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Register of members
Units & owners
36 flats and 4 shops. Open any unit for its full statement of account.
Outgoings
Society expenses
What the collection pays for — salaries, utilities, repairs and annual contracts.
Cash in hand
Cash book
Petty cash held by the committee — small expenses paid in cash, and cash drawn from or deposited to the bank. Maintenance received in cash appears here automatically from Payments.
Rate card
Quarters & maintenance rates
Rates are set per quarter and per unit type. Changing a rate re-prices every invoice in that quarter; payments already recorded stay untouched.
For the committee
Reports
Figures ready to read out at the general body meeting.
Collection summary by quarter
Income & expenditure by head
Data to review
Planning aid
Suggested maintenance from last year's spending
A suggestion to discuss, not a rule.
This works out what each flat and shop would pay if the society simply recovered a full year's running costs. How charges are lawfully split between flats and shops is set by your registered bye-laws and a general-body resolution — so every split below is adjustable, and the final rate is the committee's decision, minuted at the AGM. The tool shows its full working so nothing is hidden.
Buffer covers inflation and unforeseen costs. “Shop : flat size” is used only for heads you choose to split by area — e.g. 1.5 means a shop is treated as 1.5× a flat for that head.
How each cost is shared
Set how each head is divided. Equal per unit splits the cost by headcount (every unit pays the same). By area splits it using the shop:flat size above. Shop-weighted lets you dial how many times a flat's share a shop pays. Change these to match your bye-laws.
Suggested monthly maintenance
Annual money to be raised
Maharashtra Co-operative Societies Act, 1960 · supporting records
Compliance & statutory records
This prepares your books for audit — it does not certify compliance.
Compliance under the MCS Act, 1960 and Rules, 1961 depends on how the society keeps its records, holds its AGM, and conducts audit and elections — not on any software. The registers and statements here are generated to help your statutory auditor and managing committee, who remain responsible for confirming compliance. Statutory figures below are set by you from your auditor / bye-laws; the app does not assert what the current law requires.
Data backup
Download a full snapshot of the ledger (all payments, invoices, expenses, settings) as a dated file you can keep safe. A backup is also taken automatically before every bank import.
Access control
Who can open this ledger
Each person signs in with their own password. Roles decide what they may change — only a treasurer can alter rates, delete records or manage accounts.
People sign up themselves from the sign-in screen, then appear below as “pending” for you to approve.