How to generate and send maintenance bills for the whole society

Q: How are invoices numbered?

Invoices are numbered INV {year} {00001} against the calendar year, in sequence. Receipt vouchers in the ledger carry their own sequence, RV 2026 00001 . Both are sequential by design so an auditor can see nothing is missing. Do not delete an invoice you raised in error. Cancel it, or issue a credit note. Credit notes, refunds and cheque bounce reversals each post their own distinct ledger references, so the correction is visible rather than hidden. A receipt for a payment that was later reversed is stamped NOT VALID when reprinted.

Q: What happens in the books when you raise an invoice?

Every invoice posts to a real double entry general ledger. Raising an invoice debits the flat's receivable and credits the income account. Recording the payment then debits cash or bank and clears the receivable. This is the difference between a billing spreadsheet and accounting. Because the postings are real, three things follow: Every flat has a unit account with its own running balance and statement, so you can answer "what does 4B actually owe" in one screen. Your trial balance always balances. If it does not, something was posted wrong and you can find it. The committee handing over at the AGM hands over books, not a list of pending payments.

Raise maintenance, amenity and penalty invoices for every flat in one run, post them to a real double-entry ledger, and send reminders automatically.

How to For committee Updated 25 August 2026

What can you bill a flat for?

AKCS raises six invoice types: maintenance, amenity, service, penalty, deposit and other. Each is a separate invoice against a flat, so a penalty or a deposit never gets buried inside the monthly maintenance bill.

Invoice type	Typical use
maintenance	The recurring monthly or quarterly charge for every flat
amenity	Charges raised from clubhouse, hall or court bookings
service	One-off work billed to a single flat
penalty	Late fees and rule-violation charges
deposit	Deposits collected from a flat
other	Anything that does not fit the five above

Keeping them separate matters at year end. Each type can post to its own income head, so your income statement shows amenity revenue apart from maintenance revenue without you sorting it by hand.

How do you run a monthly billing cycle?

Generate the invoices for the period, review them while they are still drafts, send them, then collect. The run is per flat, and every invoice lands in the flat's unit account as it is created.

Confirm the fiscal period you are billing for is open. AKCS supports period locking, and a locked period will not accept new postings.
Check that the income accounts you want to credit exist in the chart of accounts.
Generate the invoices for the billing period. Choose the invoice type, the amount basis and the set of flats to cover.
Review the run while the invoices are still in draft. A draft has not reached anyone.
Send. Status moves to sent, and to viewed once the resident opens it.
Collect. Residents pay online by upi, card, netbanking, wallet or emi through your payment gateway. Cash, cheque and bank transfer are recorded by you as offline payments.
Issue receipts. Receipt PDFs are generated on demand and numbered sequentially.

Partial payments are supported. If a flat pays half, the invoice sits at partial and the balance keeps ageing, rather than being written off or silently marked paid. Full status list: draft, sent, viewed, partial, paid, overdue, cancelled, refunded.

One payment gateway is configured per community. Razorpay is the default; Cashfree and Easebuzz are also supported.

How are invoices numbered?

Invoices are numbered INV-{year}-{00001} against the calendar year, in sequence. Receipt vouchers in the ledger carry their own sequence, RV-2026-00001. Both are sequential by design so an auditor can see nothing is missing.

Do not delete an invoice you raised in error. Cancel it, or issue a credit note. Credit notes, refunds and cheque-bounce reversals each post their own distinct ledger references, so the correction is visible rather than hidden. A receipt for a payment that was later reversed is stamped NOT VALID when reprinted.

What happens in the books when you raise an invoice?

Every invoice posts to a real double-entry general ledger. Raising an invoice debits the flat's receivable and credits the income account. Recording the payment then debits cash or bank and clears the receivable.

This is the difference between a billing spreadsheet and accounting. Because the postings are real, three things follow:

Every flat has a unit account with its own running balance and statement, so you can answer "what does 4B actually owe" in one screen.
Your trial balance always balances. If it does not, something was posted wrong and you can find it.
The committee handing over at the AGM hands over books, not a list of pending payments.

When do reminders and late fees go out?

Two scheduled jobs run every day in your community's local time.

Job	Runs at	Behaviour
Payment reminders	07:30	Sent at T-3 days, on the due day, T+3 and T+7
Late fees	08:00	Applied once per flat per month, only if penalty is enabled

Late fees are idempotent per month. A flat is charged the late fee at most once in a calendar month, even if the job runs every day and the dues stay unpaid. This is deliberate, and it means a long-overdue flat will not silently accumulate a penalty per day.

Defaulter handling is separate and every setting is off or zero by default, except one. You can set an overdue amount limit and an overdue days limit, then choose what happens when a flat crosses it.

Setting	Default	Effect
Flag at gate	On	Security personnel see "dues pending" for that flat
Block amenity	Off	When off, the resident is warned but can still book
Penalty enabled	Off	Late fees are not charged until you turn this on

Decide the flag-at-gate behaviour before your first billing run. It is on by default, and residents notice it.

Which reports can you pull after a billing run?

Seven reports come from the same ledger the invoices post to, so they agree with each other without reconciliation on your side.

Report	What it answers
Trial balance	Do the books balance
Balance sheet	What the society owns and owes
Income statement	Income and expenditure for the period
Cash flow	Where money actually moved
AR aging	Dues bucketed 0-30, 31-60, 61-90 and 90+ days
Budget vs actual	Where you are over or under the approved budget
Unit statement	One flat's full billing and payment history

AR aging is the report to open the day after your due date passes. The 90+ bucket is the list your committee needs to discuss, not the total outstanding figure.

What is not built yet?

Bank reconciliation and GST return preparation are not part of AKCS. Both are handled outside the platform today, and we would rather say so than let you find out during your first audit.

AKCS does not prepare GSTR-1 or GSTR-3B, and it does not reconcile your bank statement against recorded payments. Opening balances and year-end close exist but are API-only, so ask us to run them for you rather than looking for a screen. Also not built: fixed-deposit tracking, purchase orders, bulk receipt upload and sinking-fund earmarking.

If your society needs any of these, tell us before you migrate your books. See pricing for what is included, or book a demo and we will walk through a real billing run with your own flat list.

Still stuck?

Email contact@shinraidynamics.com and a human replies within the same working day.

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