HarmonySuite

Complete Co-operative Housing Society Management Platform

From billing and accounting to visitor security and community chat — everything your society needs, in one powerful application.

16+ Integrated ModulesMobile App IncludedTally CompatibleDPDP Compliant

Why Choose HarmonySuite?

Built specifically for Indian Co-operative Housing Societies

One-Click Bill Generation

Generate bills for all members simultaneously

Role-Based Access

Super Admin / Tenant Admin / Manager / Member / Tenant

Multi-Society Support

Manage multiple societies from one platform

DPDP Act Compliant

India's Digital Personal Data Protection Act 2023

Real-Time Dashboard

Live KPIs, dues, complaints and visitor alerts

Tally Integration

Export all accounting data to Tally ERP

Email Automation

Bills, receipts, notices sent automatically

QR Code Payments

Society UPI QR displayed on every bill

Complete Feature Modules

Every module seamlessly integrated — no separate tools needed

Core Module

Member & Flat Management

Complete resident lifecycle management

Comprehensive member profiles — owner, tenant, family member
Flat details: carpet area, floor, wing, parking, bedrooms
Committee role assignment — Chairman, Secretary, Treasurer etc.
Tenant sub-profiles with police verification & ID proof upload
KYC & Aadhar/PAN capture with document storage
Move-in / move-out tracking and lease management
Emergency contact registry per flat
Bulk member import via Excel/CSV
Member approval workflow with status tracking

Financial Core

Maintenance Billing & Collections

Smart, automated billing per society bye-laws

Flexible billing components — maintenance, water, sinking fund, parking, etc.
Per-flat, per sq.ft, fixed, or per-member billing methods
Automated bill generation for all members in one click
Interest / late fee calculation (flat, % or 21% p.a. interest)
Early payment discount support
Previous dues carry-forward automatically
Partial payment recording with outstanding balance tracking
PDF bill generation & email delivery to members
Member-wise payment history and dues report
WhatsApp payment reminders

Premium Module

Double-Entry Accounting

Professional-grade society accounting

Full Chart of Accounts — Assets, Liabilities, Capital, Income, Expenses
Journal entry system with auto-posting from billing, expenses & bank
Trial Balance report
Profit & Loss statement (Income & Expenditure)
Balance Sheet generation
Books of Accounts with ledger view
Opening balance wizard for new financial year
FY Closing — auto-zeroes income/expense and carries forward BS balances
Multiple bank account support in COA

Core Module

Expense Management

Full control over society expenditure

15+ expense categories — salaries, electricity, water, repairs, etc.
Invoice/receipt document upload and storage
Approval workflow — pending → approved → paid
Email-based auto bill capture (Gmail / Outlook integration)
Tally ERP XML export for accountants
Import data from Tally
Month-wise and category-wise expense reports
AI-powered Gmail rule engine for auto-categorisation

Core Module

Bank Reconciliation

Automated matching of payments with bank statements

Upload bank statements (CSV/Excel) in bulk
AI-assisted auto-matching of credits to maintenance bills
Confidence score shown for each suggested match
Manual override and confirmation
Unmatched / ignored transaction management
Tally-ready export for reconciled entries
Import batch history and audit trail

Security Module

Visitor Management & Security

End-to-end gate security digitisation

Real-time visitor check-in / check-out by security guard
Pre-approval by flat owner via mobile app
Unique QR code generation for pre-approved visitors
WhatsApp / push notification to member on visitor arrival
Visitor photo, ID proof, vehicle number capture
Geofencing-based auto checkout detection
Visitor history and logs per flat
Daily visitor reports for management
Public visitor entry form for self-check-in

Core Module

Complaints & Helpdesk

Transparent issue resolution tracking

11 complaint categories — plumbing, electrical, lift, security, etc.
Priority levels: Low, Medium, High, Urgent
Assignment to staff or vendor with status tracking
Photo evidence upload
Resolution notes and actual cost tracking
Member satisfaction rating after resolution
Open/In-Progress/Resolved/Closed workflow
Admin dashboard with pending complaint count

Communication

Notices & Announcements

Legal and general communication to all members

15+ notice types — AGM, EGM, maintenance work, emergencies, etc.
State bye-law reference and legal compliance tracking
Meeting agenda management
Target audience: all / owners only / tenants only / specific members
Email blast to all recipients
Acknowledgement-required notices with tracking
Notice expiry date management
File and image attachments

HR Module

Staff Management

Complete staff HR and payroll

Staff profiles — security, housekeeping, plumber, electrician, etc.
Attendance tracking — present, absent, half-day, leave
Biometric CSV upload for attendance import
Salary calculation with OT, deductions and advance
Monthly salary statement generation
Work schedule and duty roster
Staff document storage (Aadhar, PAN, agreements)
KYC verification via Cashfree

Procurement

Vendor Management & RFQs

Transparent procurement and vendor tracking

Vendor database with service categories
RFQ (Request for Quotation) creation and tracking
Multi-vendor quotation comparison view
Work order generation from approved quotations
Vendor performance feedback and ratings
Vendor KYC and document upload
AI-powered vendor discovery based on requirements

Facilities

Amenity Booking

Self-service facility reservations

Setup clubhouse, gym, banquet hall, pool, playground, etc.
Member self-booking with time slot selection
Admin approval workflow
Booking charges and refundable security deposit
Available days and time restrictions
Rules and capacity per amenity
Booking history and utilisation reports
Automated booking receipt generation

Document Vault

Document Management

Centralised digital document storage

Society-level documents — AGM minutes, bye-laws, audit reports, policies
Member-level document upload — share certificates, NOCs, agreements
AI-powered legal document generation (NOC, Society Maintenance Certificate, etc.)
Download count tracking
Financial year tagging
Public / confidential access control
Member can self-upload documents via mobile app

Communication

Community Chat & Calling

Society-wide secure communication

Society-wide community group chat (auto-created)
Private one-on-one chat between members
Create sub-groups for wings, committees, events
File and image sharing in chat
Intercom — voice calling between members and security
Incoming call notifications on mobile
WhatsApp integration for broadcast notifications

Compliance

Fines & Penalties

Rule enforcement and violation tracking

9+ fine types — parking, noise, pet, damage, littering, etc.
Issue fines with photo evidence
Pending → included in bill → paid workflow
Auto-include pending fines in next maintenance bill
Waiver with reason and approval tracking
Fine history per member

Analytics

Reports & Analytics

Actionable financial and operational insights

Society financial statement (Income & Expenditure Summary)
Monthly collection vs outstanding chart
Member-wise dues ageing report
Expense category-wise breakdown
Occupancy and member status overview
Complaint resolution rate tracking
Visitor log reports
Export reports to Excel / PDF

Mobile App

Member Mobile Portal

Self-service access for every resident

View own bills and payment history
Pay maintenance online (UPI / bank transfer QR)
Raise and track complaints
View notices and acknowledge
Pre-approve visitors with QR code
Book amenities
Download documents and receipts
Community chat and intercom calling
View society emergency contacts

Integrations & Compatibility

✉️ Email (Gmail / Outlook)💬 WhatsApp Business API🏦 Razorpay🏦 Cashfree📊 Tally ERP📄 Google Slides🔔 Firebase Push Notifications📱 Mobile App (iOS & Android)🔐 KYC Verification🗺️ Geofencing / GPS Tracking

Who Uses HarmonySuite?

Different access levels for every stakeholder

Managing Committee

Full admin control
Bill generation
Approve vendors & expenses
View all reports
Manage notices & meetings

Society Manager

Day-to-day operations
Complaint management
Visitor oversight
Staff management
Expense recording

Flat Owner / Member

View & pay own bills
Raise complaints
Pre-approve visitors
Book amenities
Access notices & documents

Security Guard

Record visitor check-in
Scan visitor QR codes
Check-out management
Visitor logs access