Category Housing Society Software

Money Management In A Housing Society – Collecting And Handling Money For Events

There are many things that you can learn during your time in a housing society, and money management is one of these. You’ll face situations where you may have to organize and manage money for any events in the housing society or other important functions.

Money Management in a Housing Society

Money Management in a Housing Society

Tips For Effective Money Management when Organizing Events

  • Inform The Association – When you plan on taking up some responsibility in a housing society, you should always inform the association first. This way everyone will have a clear cut idea on what you’re up to, and they’ll also be able to help you out in certain areas.
  • Form A Team – There’s nothing that you can achieve individually, because managing large amounts of money alone can be very hard. Form a good team of enthusiastic people preferably with who are experienced at managing money. Your team can have at least three to five members to make things easier.
  • Divide All Responsibilities – This is the best way to avoid chaos and confusion. If you’re collecting money for an event, assign the task of collecting all money to two or three persons. Use one member in the team as a treasurer, so that he/she can safely store the money. You can get the rest of the members to maintain logs and records of where the money has come in from, and how much is the overall value. People should be entirely responsible for their tasks, as this will bring in some professionalism.
  • Inform People In Advance – Nobody likes being rudely interrupted during their day, so inform all residents in advance that you’ll be collecting money from them for the said event. You can post on your online noticeboard and get a couple of notices printed out about the event and pin these up at the notice board. You can even use your apartment management software to broadcast a message to all residents, so that they know what’s going on. Decide beforehand on whether you’re looking to collect checks or cash and follow a standard format. You can even provide acknowledgement receipts for all received amounts.
  • Use A Bank Account/Save It Personally – You can save the collected amount in two ways – you can either use a bank account to save the money in, or you can physically have it with you or entrust the money to another team member. You’ll need to ensure that the money doesn’t fall to any form of unnecessary use and keep a firm grip over the proceedings once the money is in.
  • Track Down Expenditure – List out everything you’ll need for the event and create an estimate on how much you’ll be spending. You can try a few cost cutting measures if you find that you’re low on funds.
  • Bring In Transparency – The entire process should be made transparent, as money matters are always controversial. Coordinate with key members in the managing society and keep them in the loop on what you’re doing. Show them your estimates and the collected amount, and they’ll be able to help you manage the money in a better manner. 

ApnaComplex is a web based housing society accounting and management software. It is designed to make the life of residents and owners a lot better by brining in more transaparency and accountability in manging a housing society. Sign up your society today and get the benefits!

This article aims at collating and providing information for benefit of ApnaComplex customers and blog readers. While ApnaComplex has taken every care to ensure the information is accurate, we suggest to please use it only as a guidance for further discussion and action with help of relevant professionals.

Three Reasons Why Home Loans For Getting An Apartment Might Be Rejected

It can be quite irritating if things don’t go the way you want them to, when you finally work towards buying an apartment. The sessions spent trying to decide on the perfect location for your apartment, the countless options that you filtered through and the many sleepless nights can all come crashing down when your application for a home loan gets rejected.

The Latest Banking Scene

All leading banks have now starting rejecting home loan applications, mainly because the situation has recently changed. Earlier, the competition among banks was high and in a spree to dish out the maximum number of loans, all banks used to sell teaser loans in an aggressive manner. But the guidelines have been made stricter and the screws have tightened in the process, and if your application doesn’t satisfy all the necessary criteria, it may get rejected.

Keep Your Credit Cards In Check!

Keep Your Credit Cards In Check!

The Reason Behind Loan Rejection

To make sure that your application doesn’t get rejected, you should know all the norms involved in the process that can stop the scales from tilting in your favor. There are three phases of approval involved when it comes to home loans, and these are:

  • Personal Profile Verification – You should take care when you fill up your personal profile, because any incorrect information entered in this section can bring down your chances of getting a bank loan for buying your apartment in Hyderabad. Banks will generally verify every detail mentioned, so ensure that you fill in the correct details when it comes to your age, the total number of dependents and your financial stability. You may have to show around five or six of your pay slips to get approved and clear this particular section.
  • Credit History Verification – Your credit history will also be verified when you apply for a home loan for buying an apartment in Hyderabad. Ensure that you pay all your bills in a correct manner, without lagging behind in any payments. A credit card balance that is huge doesn’t help either. Make sure that you don’t have other outstanding debts like vehicle loans or other personal loans, as these may be cited as reasons for your application’s rejection.
  • Property Verification – Choose the right builder so that you don’t face any problems when it comes to verifying your property. The builder should have all the necessary documents and the required number of approvals for this phase to clear smoothly. If the documents are not in order or if there’s a problem with the title or layout, your home loan application will be rejected.

When you apply for a home loan for buying an apartment in Hyderabad, ensure that your salary meets the minimum requirements. Clear all your other loans on time without any delay, and do not have any records of outstanding debts when you submit your application. You can also take some time off and step in and out of many banks to get an idea on the many types of loans provided, and you can go with the bank that best fulfills your essential preferences.

ApnaComplex is a web based apartment management software. It is designed to make the life of residents and owners a lot better by brining in more transaparency and accountability in manging the complex. Sign up your complex today and get the benefits!

This article aims at collating and providing information for benefit of ApnaComplex customers and blog readers. While ApnaComplex has taken every care to ensure the information is accurate, we suggest to please use it only as a guidance for further discussion and action with help of relevant professionals. If you need professional advise on this topic and any other property related matters, please send your request through our contact us form. You may post your questions/inputs in the Comments section below and we will try and get them answered through relevant subject matter experts.

ApnaComplex offers impressive set of functionality and reports

Citilights Liberty – a complex on Outer Ring Road on Bangalore has been using ApnaComplex for past 6 months. Mr. Ram Bhagawat, President of Citilights Liberty Owners Association says –

“Our association is leveraging ApnaComplex as tool to get organized, apply systemic approach to manage our finance, engage with community members and mitigate legal risk. ApnaComplex offers impressive set of functionality and reports that meets most of our needs.”

Thank you Mr. Ram!

New Feature: Enforce Acceptance of Bye-laws Electronically in your Housing Society

Here’s a question –  you know bye-laws are the constitution for your complex – but, how do you know all members of your association have indeed read bye laws? Tough? Next, how do you ensure every one acknowledges the amendments made to the bye-laws in last AGM? Tougher? Help is here now from ApnaComplex in the new feature that is released.

We are happy to announce the release of an innovative feature in ApnaComplex using which Administrators can configure any terms & conditions that every member must accept before members gain access to their complex in the portal. Administrators can put your complex bye laws as the content of terms and conditions. Once the content is configured and enforcement is enabled – when any member logs on to ApnaComplex, they will be presented the terms and conditions page with contents configured by the Administrator. These Terms and Conditions must be accepted by the member in order to gain access to the complex in ApnaComplex. This makes it extremely easy to ensure all members including tenants indeed go through the bye-laws when they move-in.

What’s more – Administrators can update the terms and conditions, reset the status of all users who accepted and request to accept the reivsed terms and conditions again. Total flexitbility in your hands and makes it easy to all members to know the new amendments in the byelaws.

Benefits due to this feature

It is not very uncommon that most residents in any residential complex are not aware of all bye-laws and the fact that there is constant flux in the tenants makes it even difficult to ensure every one is in fact aware of all bye-laws. In addition, getting an acknowledgment that members have read the bye-laws or any important amendments is even difficult. The ignorance on bye-laws keeps causing problems of non-compliance quite often. This takes away precious time from committee members to resolve these problems.

Go to Community –> Settings and click the link “Confiure T&C” link available to get started.

ApnaComplex is a web based apartment management software. It is designed to make the life of residents and owners a lot better by brining in more transaparency and accountability in manging the complex. Sign up your complex today and get the benefits!

ApnaComplex really helped all of our office bearers to transact the association related matters transparently

Ending the year on a high note with this wonderful testimonial from Ravichandran Ramakrishnan, Treasurer at Citilights Liberty:

“We have been using ApnaComplex web portal in our complex for past 5 months and find is very helpful to manage our day to day work. It really helped in bringing all the details of our complex in one place with help of Member Directory, Vehicle Directory, Asset Register & Vendor Directory. ApnaComplex really helped all of our office bearers to transact the association related matters transparently with the help of Complaint box and Noticeboard modules.

In addition, as a Treasurer, ApnaComplex has been a boon to manage accounting areas like creating maintenance invoices, other charges like Club house usage etc. I really love the automatic soft copy of receipt issued to member upon payment confirmation. Bank reconciliation is helpful to maintain the accuracy for auditing. Mail and SMS support are great help to deal with members.

More than all these, the support we receive from ApnaComplex is exemplary – the support team responds instantaneously in most of the cases for any queries or clarifications.

I wish the team at ApnaComplex reach greater heights.”

Thank you Ravi for your words and support!

Apartment Management Software and The Death Of The Physical Notice Board

Apartment complexes can now throw all physical notice boards out of the window, thanks to the advent of apartment management software like ApnaComplex!

The Old School Model

Apartment notice boards have been used in all apartment complexes in order to keep all residents aware of the latest developments and events. But with the sudden explosion in the size of many apartment complexes and escalating structures, notice boards can hardly serve their original purpose now.

Moreover, people these days are held up with countless responsibilities, so much so that even performing a small task like visiting the notice board can eat up a significant portion of their time. In the age of instant communication, relying on age old techniques such as this will solve no definite purpose. Apartment management software comes with a solution for this.

Remove the clutter with ApnaComplex

Remove the clutter with ApnaComplex

Virtual Notice Boards

With the arrival of apartment management software, the entire concept of keeping people updated has taken a huge turn. Virtual notice boards are now available through such software, and these will help you keep track of all occurrences and events within the apartment complex.

  • Virtual notice boards display all notices in a single screen, in very small snippets that can be enlarged by choice
  • Notices in virtual notice boards can be split into multiple categories to ensure there is no clutter.
  • Administrators can post notices that contain information or guidelines for residents to follow.
  • There are notices that are put up by residents who are looking to buy/sell items and indulge in other commercial activity.
  • Notices come inbuilt with an expiry date that is set as default, and they will expire soon as this time is reached. This way, the notice board will not get cluttered with old notices.
  • The notice board can also be integrated with electronic mails, and notices that come up in the board will be detected and sent as a notification to your mail inbox.
  • Critical / Emergency Notices can be sent as SMS as well as posted on the notice board. The applications in apartment management software are all thus interconnected.
  • Notices pertaining to accounts, expense reports and pending dues can be immediately posted up on the notice board with the click of a button. The process is very easy when compared to other traditional methods.
  • You will also be able to easily respond to notices, and the author of the notice will be duly informed about the same.

These are a few advantages of using virtual notices through apartment management software. These are gaining popularity over conventional notices mainly due to their usability and the convenience they offer.

ApnaComplex is an apartment managment software. We are offering a 30-day no obligation free trial for every complex. Go ahead and register your complex and see how you can manage your complex more easily, efficiently, and effectively.

Tips on Bringing all Residents Together in an Apartment Complex

Now-a-days, apartment residents in big cities often come from various regional backgrounds; flats are occupied by a diverse group of people ranging from students, bachelors, and single women, to families and old couples. Most of the residents live their own lives, and are cut off from each other. Due to the modern demands and stressful lifestyles, they become used to living a very isolated life.

The true charm of living in an apartment complex or gated community is the safety and security that comes from shared living. True community living does not mean simply paying the maintenance fees and attending some of the association meetings. Rather, it means that all the residents know each other and get to become friends. Once all the residents know each other and become close, the apartment community can become a source of social and emotional support for all the residents.

Here’s what the apartment association can do to foster a team spirit amongst the residents:

Monthly get-together in the club house

While the Association meetings and general meetings are a common ground where residents meet, it is more of a formal business meeting than a social occasion. The apartment association can organize a party once a month in the club house or the terrace. This can include fun activities like an open dance floor, card games, and introductory sessions where people can open up and get to know each other. To make the event more interesting, one can have pot-luck dinner, where every flat resident makes one dish and gets it for the party. 

Common decision making

The apartment association can use a common forum such as an online discussion group and email groups to send the minutes of the meetings to all the residents. Topics, that involve the whole apartment, can be put up for discussion. Through such means, all the residents will be able to add inputs and have a say on matters related to the apartment. Thus, they will be more interested in the apartment related activities.

Celebrating Birthdays

The apartment association can have a small booklet with the phone numbers and birthdays of all the flat residents. They can circulate this so that people can be in touch with each other via SMS or phone calls. Birthday of each resident can be celebrated in the apartment clubhouse with simple cake cutting and wishing the concerned person. This will generate a feeling of togetherness and bonding.

Celebrating festivals together

In India, festivals are the high points of social life every year. A gated community is usually a secular ground, so the apartment association can organize common celebrations of important festivals and occasions such as Diwali, Holi, Christmas, Id, and New Year. Prior to the event. All the residents should be involved in the planning and organizing of the event. This will also act as an occasion for people to do things together, such as buying the decorations, delegating tasks etc.

Having an apartment quarterly newsletter

An interesting idea that the association can use to encourage people to become friendly is to form a small editorial committee. It is a good idea to ask people with a literary bent of mind to take part in this. Every three months, one can print a newsletter, which can include:

  • Articles and poems written by the residents
  • Significant events such as birth of a child, a promotion etc.
  • Brief description and photographs of common celebrations
  • A children’s section with artwork

Having an apartment hobby club

After a long day’s work, most people want to unwind by doing something relaxing. The apartment association can use the recreation room to conduct hobby clubs depending on the common interest of the residents. It can be anything from a book club, to forming a band, having sangeet nights, sports activities or even screening movies. While these activities might require initial investments, it is a great way for people to enjoy themselves in a group.

The apartment association members need to remember that most people like to do things without compulsion, so instead of making such activities compulsory it should be left to the free will of the residents. Only when the residents respect each other’s space and rights, can they come together to build a strong friendship.

ApnaComplex is an apartment managment software. We are offering a 30-day no obligation free trial for every complex. Go ahead and register your complex and see how you can manage your complex more easily, efficiently, and effectively.

How Does Apartment Management Software Work?

Apartment management software can help in organizing the tasks and duties of all members in the Managing Committee, and it can also help the residents involve themselves actively in the process. All apartment complexes are now shifting to virtual means, with networks of communication being built between the residents through apartment management software.

What is Apartment Management Software?

Apartment management software is nothing but basic communication oriented software with built in tools for managing assets, parking lots, calculating interests and maintenance amounts, maintaining expenses etc. A central database is also maintained through such software and entries for every single resident will be present. These will be regularly updated in order to make the entire process smoother. Residents will also have many features like forums where they can interact freely, inform each other about events in the apartment complex and schedule meetings with ease. All this and more will be readily possible with the help of apartment management software.

The Need

Residents in an apartment need to be constantly informed, regardless of where they are or what they’re doing. Take for instance, a simple issue like cleaning the water tanks.

This is a regular process that falls under maintenance and every apartment complex has to implement this in a monthly basis in order to keep up the standard of drinking water. However, residents need to be informed about this beforehand, so that they can save up a particular amount of water before the cleaning process, following which, the supply of water will be cut off.

This cannot be done manually or through notice boards, as walking from one door to another is not a practical measure and people may miss out on the notice pasted in the board.

A small issue like informing the residents about a cleaning procedure may snowball into a problem this way, without the right tools for communication. This is where apartment management software steps in. With such software, residents can be informed about the procedure through group messages or through updates that are posted in the main forum and SMSs be sent periodically. This is one major advantage of using apartment management software.

Installing the Software

Modern apartment management software such as ApnaComplex are offered over the internet in Software-as-Service model. This means there is nothing to install or buy any expensive hardware or software licenses. The software is offered on monthly subscription basis. The software typically have a free packages towards the start (ApnaComplex offers a 30-day no-obligation trial for any complex). When an apartment complex that is interested in integrating and organizing its information online starts off with using apartment management software, a free package can be used. This will be put up for evaluation, and the members of the Managing Committee can see the results for themselves and then decide on whether the software is useful.
Once the software gets official approval from the Managing Committee, it can be used extensively, after the apartment complex subscribes to it.

All residents can then be invited to join the network in a moderated way. Members of the Managing Committee will have a separate version of the software and regular residents and tenants will be given a separate version that does not involve management issues. This way, the entire process can be simplified using such apartment management software.

ApnaComplex is an apartment managment software. We are offering a 30-day no obligation free trial for every complex. Go ahead and register your complex and see how you can manage your complex more easily, efficiently, and effectively.

Five Things You Can Easily Get Done With An Apartment Management Portal

An apartment management portal (such as ApnaComplex) is the latest buzz, as these portals have made the activities and responsibilities of all members in every apartment association very easy. These portals will allow you to perform all tasks including collecting and regulating dues and income, and will also give all residents the authority of knowing how their maintenance fee is being spent.

The entire process of managing a huge apartment complex becomes way more transparent through the use of an apartment management portal, and this is one of the main reasons why major complexes opt for it.

Members of the Managing Committee in an apartment will have extended versions of this apartment management portal, as they will have access to a few functions that normal users can’t do. Some of the things you can get done easily are:

Managing Users

  • Users can be easily managed through this software, and new accounts can be created, old ones deleted and inactive ones can be deactivated through just the click of a button.
  • The software will also allow you to upload resident details directly from a spreadsheet into the database, and accounts for new residents can be easily created this way.
  • Multiple Roles: You can also provide a few residents special access to some tools and applications that are locked for use by the Managing Committee. Such special permits can be easily provided to specific residents.
  • Staff Management: Clear cut roles can be created for the staff, thus assigning each person unique responsibilities.

Countering Complaints

  • Complaints can now be easily posted in a forum and instantly addressed, through the help of an apartment management portal.
  • Complaints can be customized for viewing only by members of the Managing Committee, or they can also be freely viewed by everyone.
  • Updates through mail and messages will be available, and complaints will also escalate if unaddressed.

Facility Booking for Events

  • You can easily book public spaces that are common among residents, such as the swimming pool, for your private party or other events.
  • All residents will be provided calendars through which they will be able to specify the dates when they’ll be hosting or organizing random events, so that the schedule of others is not affected in any case.
  • Certain facilities can also be booked through hard booking (through cash).
  • Administrators can set up rates for using facilities beyond a point, and regulate the same using this software.
  • Administrators can view overall utilization and history of past bookings towards the end of the month or year.

Automated Email and SMS Notifications

  • All members – including owners and tenants can be reached by email and SMS
  • Coupled with User Management which provides an upto date directory of all owners and tenants, association can be in constant touch with all members
  • Set up automatic email/sms notifications upon updates to complaints, noticeboards, when new charges are posted, payments are realized etc.
  • Communicate to a specific filtered set of users such as non-residing owners of a specific block, tenants across the complex etc.

Maintaining Charges & Payments

  • This feature enables all members to clearly know thier maintenance dues
  • No longer do you have worry what the total due is even when you are not staying in the apartment complex and outside country.
  • Not only you can know your dues, you can record the payments made by you to the association and inform the association that you have paid – no more hassle of missing communication
  • In addition, you can maintain all the receipts of your payments online and access them from any where. No more need to maintain folders to file your receipts or depute someone in collect receipts in person.

These are just a few of the many processes that you can carry out with an apartment management portal.

ApnaComplex is an apartment managment software offering all the above and many more features. We are offering a 30-day no obligation free trial for every complex. Go ahead and register your complex and see how you can manage your complex more easily, efficiently, and effectively.

Apartment Management Software – An Introduction To Effortless Apartment Management!

Every apartment complex should have proper apartment management software in order to manage all issues smoothly. There are many processes involved in maintaining an apartment complex well, and apartment associations usually have a hard time juggling these responsibilities with panache. Using apartment management software can, in this way, help them in the long margin.

Responsibilities and Duties

Apartment associations will normally have a lot on their plate, as their primary duties will be to:

  • Calculate a perfect (and equal) maintenance charge for all residents
  • Collect the specific amount regularly and without fail
  • Regulate the income and improve existing infrastructure with the same
  • Repair damages made to the infrastructure, if any
  • Create an open forum where people can register their complaints and ask queries
  • Communicate constantly with all residents and keep them informed on running events
  • Conduct an open discussion where residents and members of the apartment association can interact and talk more freely
  • Ensure apartment security and resident satisfaction

All these responsibilities and commitments need to be fulfilled without compromising in any section. In a real world scenario, this will be quite hard to follow as notice boards and other modes of communication used will normally be cluttered and hardly used.

Where Traditional Modes Lose Out

  • Apartment complexes are growing in size, and connecting and reaching across to 1000 residents will be impossible (unless you’re planning to take a Rath Yatra)
  • Managing finances and maintaining accounts will be hard, due to the sheer number of residents and simultaneously, the paperwork involved
  • Maintenance funds for huge apartment complexes can run up to crores of rupees, and any slip-ups will prove disastrous for the apartment complex

Apartment Management Software- The Perks

In a scenario where people tend to focus more on their virtual lives rather than their physical ones and interaction among people is at an all time low, communicating with all residents and keeping them regularly informed about their dues and payments can be harder than usual.

This is exactly where an apartment management software scores.

By using apartment management software, you can easily organize all events in an apartment, schedule meetings and even bring together people, encouraging their participation in apartment activities!

Imagine an apartment portal that keeps all residents constantly informed about the changes being made in infrastructure and the expenses involved in the same. Wouldn’t the system be heartwarmingly transparent?


All it takes is a click!

All it takes is a click!

Members of the association will no longer harbor any doubts about the use that their maintenance money is being put to, with the help of apartment management software such as ApnaComplex. This increases their participation in community activities and brings back their trust in the Managing Committee.

Such software also helps in maintaining open communication among residents. If a particular resident is planning on having a party by the common swimming pool, the resident can post the information on this online forum and keep all other residents informed first, before going ahead with the plan. Such open communication will keep people informed throughout, and will contribute a lot in maintaining peaceful coexistence.

Read our other articles in this series:
And they lived happily ever after…!
Live a perfect life with ApnaComplex

ApnaComplex is an apartment managment software. We are offering a 30-day no obligation free trial for every complex. Go ahead and register your complex and see how you can manage your complex more easily, efficiently, and effectively.