Housing Society Maintenance Bill Format in Word
Download the Housing Society Maintenance Bill Format in Word to invoice your customers/tenants. Or use the Vyapar App to track the maintenance, expenses, manage cash flow and outstandings easily and grow your business faster! Avail 7 days Free Trial Now!
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Bill Format in Word
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Housing Society Invoice – 1
Housing Society Invoice – 2
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Housing Society Invoice – 7
Housing Society Invoice – 8
What is a Housing Society Maintenance Bill Format?
Residents of a housing society or gated community must pay maintenance fees. A resident must pay these maintenance charges to the society bank account on a monthly, quarterly, half-yearly, or annual basis for the upkeep of the common area. These maintenance fees are determined by various factors and differ from society to society.
Using the society bill format make app, you can create a bill for your housing society residents. Further, using the same app, you can track payments, manage cash flow, and keep inventory items in check. A housing society maintenance bill format in Word is suitable to get all the required info in one place.
Key Components of Housing Society Maintenance Billing to be Paid by the Residents
The rules are different in every state, but here is the basic structure that everyone has to follow:
Service Charge
The service charge for the housing maintenance includes electricity in open areas, security staff, elevator staff, cleaning crew, gardeners, and other amenities. All society members bear service charges equally.
Property Tax
Property tax is a cost all property owners must pay to the municipal governing body. Property tax is calculated based on the capital value of the property.
Water Charges
Water charges include Municipal Body or Corporation charges and Water Tanker Charges if the Municipal Water Supply does not meet the needs of the residents. All residents must pay, and the charges are based on the total number and size of inlets provided in each flat.
Repair and Maintenance Charges
Roads, pumps, heights, tanks, generators, streetlights, protective equipment, and other construction components are protected. The society’s governing body shall fix rates. The expense of the buildings in each flat for usual periodic reparations shall be subject to a minimum annual rate of 0.75%.
Lift Repair Charges
The society management committee manager must collect maintenance for lift/elevator operations.
Parking Charges
In some buildings, this is applicable for additional parking spaces. It applies to vehicle owners, and charges depend on the society’s fixed rates which usually vary for two-wheelers and four-wheelers.
Non-Occupancy Charges
Non-occupancy Charges must be paid only when a cooperative society sublets a flat or unit. Such unoccupied occupancy charges do not exceed 10% of a cooperative society’s service charges unless a flat or unit is subtle. More than 10% of charges are fraudulent, illegal, or violate court orders.
Sinking Fund
The organisation’s governing body must evaluate the emergency fund for unforeseeable circumstances, subject to a minimum annual construction cost of 0.25% of each apartment.
Other Charges
The other charges are decided per the governing body’s decisions.
Is it Mandatory to Pay the Maintenance Bill?
When you own an independent apartment, you pay for every amenity or service you require out of pocket and are not subject to an annual or monthly maintenance fee. In the case of housing societies, paying society maintenance bills is required because you agree to be a part of a larger cooperative construct.
As soon as you become a registered member, you and the builder sign a maintenance contract, making both parties legally obligated to fulfil their respective duties. The managing committee takes over services management once the builder has handed over the affairs to the society.
Maintenance fees are a valid and preferable arrangement because it eliminates the need to pay large sums of money to use common services; all members share the cost. Furthermore, members have reasonable flexibility regarding payment options and frequency.
How to Calculate Maintenance Charges?
Every housing society calculates maintenance charges differently. Here is the calculation system that you can use:
Charges Based On Per Square Feet
When the sizes of apartments differ, this calculation system is used. Your maintenance fees will be determined by the total square footage of your apartment.
For instance, if the committee decides to charge Rs 5 per square foot and your apartment is 600 square feet, you will be charged Rs 3000. However, if your apartment is 1200 square feet, you will be charged Rs 6000. You can use our housing bill maker app to automate the calculations seamlessly.
The downside to this method is that if apartments are charged on a square-foot basis, they will likely pay more for maintenance and repairs, while apartments of smaller sizes will pay less, even if both utilities and access are the same.
Equal Fee
When the apartments’ sizes are the same, charging equally from all the residents is the ideal method to calculate maintenance charges. This method adds the total monthly maintenance charge and then equally divides it among all residents.
Using Vyapar society maintenance features, you can create and manage all bills in one place. However, in cases where the apartments are getting services that depend on the size of an apartment, like cleaning services, many society members will find it partial that all apartments are charged the same.
Hybrid Fee
This method is a hybrid of the previous two, eliminating the need to choose between the two and ensuring that all members are treated equally. This method applies charges based on square feet to a single clubbed component, such as repair and maintenance charges and sinking funds.
Simultaneously, a similar fee calculation is applied to other charge categories, such as service fees and lift expenses. Other categories already have specific corresponding guidelines in the model bylaws.
When it comes to fair and unbiased maintenance charge distribution, using a hybrid method is extremely effective. It ensures a fair and square deal for all. It is simple to calculate and dispute-free, but it does not appear to be an impartial method if the apartment sizes differ greatly.
How to Make a Housing Society Maintenance Bill Format in Word?
You can use the billing software Vyapar to make society maintenance bills for the residents. This maintenance bill format in Excel is a variant of c4014 five price percentage levels (sales).
Here are the steps you require to make the price percentage levels sales invoice in Word format:
- Download the Word maintenance invoice templates from Vyapar. The management committee can choose the format from a great variety of options.
- Society management committee managers can edit the fields per society’s requirements.
- You can create a maintenance bill by inputting the name of the housing society, the resident’s name and address, services included in the maintenance, and the total price.
- You can customise the invoice according to your needs, including the font, logo, and colour.
- Lastly, click on save and download the invoice on your device.
- Vyapar enables the housing society management committee to share the bill with all the residents via WhatsApp or email.
Create your first GST quotation with our free Quotation Generator
Why Vyapar App is a Better Alternative to Housing Society Maintenance Bill Format?
Ease of Complex Data Management
Apartment complexes house thousands of people, making society management a Strenuous task. You can easily manage the most complex data with comprehensive society management software.
The app has a simple user interface that allows you to manage all of your financial needs. Vyapar enables the committee manager to generate maintenance records for tenants, vendors, staff (such as security guards), vehicles (owned by residents), parks, gyms, and auditoriums.
As a secretary, you will spend most of your time filling cash registers and spreadsheets. You can automate the procedure for your housing society by using the Vyapar bill format. Data can be instantly transferred from mobile to desktop and desktop to mobile.
Effortless and Saves Time
Software that can manage complex operations automatically and effectively is preferable. Automated systems are included with society management software. Vyapar does not necessitate any specialised accounting knowledge.
Tasks like calculating interest on late payments can be automated with a single click and automatically posted by the system. If a ticket is not acted on within a certain timeframe, it can automatically escalate to the person on the next level.
The housing maintenance app’s user-friendly structure allows anyone to use bill formats easily. You can quickly review the reports and analyse your society. It also sends reminders to collect payments and refund debts, which aids in the prevention of future problems.
Free Basic Utilisation
Our society maintenance application’s essential features are free. Android users can use the free services indefinitely. Our goal of bringing millions of small business owners into the digital economy includes providing free downloads.
You can use the Housing Bill Maker App for free if you register and download the free app from the Play Store. On the other hand, a society can use a subscription to access the deluxe functions and desktop programs.
After each transaction, the manager and the resident will receive a free SMS containing transaction details such as credit and debit values. It keeps both parties on the same page and transparent.
Useful Features of the Vyapar App
Society Billing and Accounting
Keep track of all accounting transactions. You can make invoicing easier for your housing society by creating custom invoices. You can download and modify various balance sheet formats to meet your housing society needs.
Vyapar housing maintenance app allows societies to categorise transactions as they occur throughout the day. All you have to do is enter the items, and your invoice will be generated automatically. It will help you avoid mathematical errors in manual billing by simplifying the process.
You can easily keep track of your cash flow and have all the necessary documents ready when it comes time to file your taxes. The app accurately records your transaction, ensuring you don’t forget to pay a bill and avoid future problems.
You can easily create important documents with our free society bill formats. It includes accurate GST maintenance invoices, quotations, and estimates. Users can automate most tasks using a housing bill management app to save time and effort.
Society Data Management
Keep and access your common society documents, such as registers and meeting reports.Vyapar inventory management software is completely secure, allowing you to regularly create local or online Google Drive backups.
Furthermore, you have 24-hour access to your society’s financial data via multiple devices. The app has an encryption system that only allows the owner to access the data for added security. Vyapar does not save or share user authentication information for future use.
Vyapar’s app makes housing society management easier. Vyapar’s comprehensive dashboard lets you analyse your housing society activities in real time. Any team member or third party cannot access your society’s data, ensuring its long-term security.
Vyapar has an “auto-backup” feature that allows you to pick up where you left off. An automatic backup is created every day when you use the auto-backup mode in the society maintenance app. You can create data backups based on your needs to help ensure the security of your data.
Cash Management System
With our Excel housing society maintenance bill format in Word, users can save all transaction details and track their society’s cash flow in real time. Society managers can use the software to keep track of the party’s receivables and payables.
You now have a more secure way of safeguarding your transaction data. You can quickly figure out who didn’t pay the maintenance. You can use WhatsApp, SMS, or email to set up payment reminders to ensure that these residents pay their bills on time.
Using the app’s dashboard, you can keep track of the money you need to receive and pay. You can avoid society’s budget problems and manage the fund with Vyapar’s cash flow management system because it detects early signs of cash flow issues.
Using the bulk payment reminder feature, you can also save time by sending payment getaway reminders to all of your residents at once. The GST housing society maintenance software performs the calculations automatically.
Regular and Thermal Printer
This free billing software is ideal if you need to generate maintenance bills in the perfect housing society maintenance bill format in Word. Vyapar is compatible with thermal and regular (laser) printers and can help you get the printout you need in minutes.
Vyapar’s Housing Society Bill Maintenance Software is a quick and easy way to print invoices and bills. You can generate prints in any size, including regular paper sizes A4 and A5, thermal paper sizes 2″ and 3″, and custom paper sizes.
Pair our app with your regular/thermal printer via Bluetooth or plug-in to begin printing invoices. You can create and send invoices to your residents using the Vyapar housing maintenance app. You can also use digital methods such as email, SMS, or WhatsApp.
Using the free housing society billing app, you can select the most suitable Word format, create an invoice with full customisation, and print it out for your residents. The process is smooth and helps you save time.
Bank Accounts
Online and offline payments can be added, managed, and tracked quickly by society secretaries. The tasks become more manageable when they use an easy-to-use free GST billing app for mobile. Whether your revenue comes from banks or e-wallets, you can quickly enter data into the free billing software.
You can manage your cash flow by sending and receiving funds from bank accounts and transferring funds from one bank to another. The Vyapar society invoicing app is ideal for use by housing societies for all cash-ins and cash-outs.
To use the app’s bank accounts feature, you must first connect a housing society account in your bank to the GST housing bill maintenance software. It also allows you to withdraw or deposit funds from your bank accounts easily.
The Vyapar app supports open cheques, which allow users to deposit or withdraw funds and quickly close them. In addition to the many other payment options available in the app, we allow you to keep track of cheque payments.
Provide Multiple Payment Options
Convenience is essential for everyone; the most important convenience you can provide is allowing them to choose how they pay you. You can create invoices with multiple payment options using the society invoicing app.
It helps to ensure that your residents pay you on time. It is an excellent way to foster trust among members of society. You can choose which payment options residents are likely to prefer or provide them with all of them.
You can include a QR code using a free QR code generator within the invoice as one of the payment options to assist your users in sending a payment to the UPI ID attached. You can also enter your bank account information into the app.
Residents can make payments using convenience like bank transfers (NEFT, RTGS, IMPS). You can provide cash, cheque, debit, and credit card payment options. It is best if you can provide all the payment options to everyone.
Frequently Asked Questions (FAQs’)
The Housing Society Maintenance bill format covers the upkeep and maintenance of common areas and facilities and security services such as CCTV. Elevators, a clubhouse, and generators are examples of common amenities.
With the blank word invoice template, you can easily customise the invoice to meet your needs. There is no ambiguity, and the entire procedure is very simple. Fill in the blanks and send the invoice when finished.
There are different methods to calculate maintenance costs. The per square foot method is widely used to calculate the maintenance charges for societies.
Even though there is no fixed regulation regarding this, a member is usually required to pay simple interest at 21% per annum. The society can set a lower rate as the General Body may fix, on all outstanding dues to the society.
Special Purpose Invoice Formats:
