From reconciling late payments to handling discounts and dues across years, billing is one of the most sensitive parts of managing a gated community. RWAs across India have shared a range of invoicing-related concerns, from tracking historical dues to understanding GST on maintenance.
This guide brings together the most frequent challenges raised by housing societies and the practical solutions already in place with Mygate.
Challenges faced by housing societies and RWAs
Invoice creation & configuration
Most platforms allow you to set up invoice rules by unit type, square footage, or wing. These can be configured once and reused monthly.
Yes. Admins can apply flat-wise discounts or credit notes through the dashboard before finalising the invoice.
Yes, if your society collects more than ₹20 lakh per year in maintenance or charges more than ₹7,500/month per flat. GST (usually 18%) is then applicable.
Handling dues and reconciliations
Carry forward balances, both credit and dues are automatically pulled into the next invoice, giving a clear picture of each unit’s financial status.
Admins can issue credit notes or adjust the extra amount directly into the next cycle’s invoice. Some platforms also support auto-adjustments.
Most platforms allow cancellation or reissuance of invoices with proper audit trails. However, reissuing may be restricted once payments are made or reports are filed.
Payment & reminders
Use auto-reminder features, late fee rules, and transparent due tracking in the app. Push notifications and emails also improve compliance.
Reports, records & audits
Use the accounting section on the dashboard to apply filters and export reports in Excel or PDF formats. These reports are useful during audits or AGM reviews.
Platforms log every action like invoice creation, edits, payments, adjustments along with timestamps and admin names, ensuring transparency.
Yes. Previous records are retained and tagged to the flat, not the resident, ensuring no loss of data.
Best practices and billing tips
- Automate wisely: Set rules once and minimize manual work every month.
- Review regularly: Reconcile books quarterly and audit past dues and credits.
- Transparent communication: Share detailed breakdowns and fee logic with residents via email or notice boards.
- Update access roles: Limit who can edit or delete invoices.
- GST compliance: Always consult a CA and use platforms that support GST tagging and reports.
From setting up rule-based billing to ensuring accurate dues tracking and offering flexible payment options, efficient invoicing is all about visibility and structure.
