Planning records for residential management

Common problems in management

• Dues are scattered across notebooks and Excel files; which unit owes how much for which month is not visible at a glance.
• A partial payment is written over the charge line, and the earlier charge and the payment date are lost.
• Transfers stay in the bank statement; which payment belongs to which unit is searched for one by one by hand.
• Residents phone management to learn their balance, and management answers the same question again and again.
• The reminder text for an overdue balance is written from scratch every time.
• Income, expenses and the cash and bank balance are gathered from separate files at month-end.

The flow in the sample demo

1. Management records the blocks, units, owners and tenants; the unit list can be imported from Excel and opening balances are entered.
2. Monthly dues and extra charges are written with their period, type and amount.
3. A resident sees the balance, the payment details and the account movements on a phone, and puts the unit’s payment code in the transfer description.
4. Management records the payment by hand, uploads the statement file downloaded from internet banking or approves the resident’s payment notice; a receipt is opened and the balance is updated.
5. The debtors list shows overdue balances by age; the reminder opens a prepared WhatsApp text and the manager sends it.
6. The dues table, the income and expense report and the cash and bank page close the period.

What is specific to dues tracking

A multi-block structure

There is a block, unit and month status view and block-specific announcements; it can also be used for a single building. Managing several separate complexes from one panel is not in this version.

Partial payments and receipts

A payment entered by hand opens a receipt; it closes the oldest debt first, and the late fee appears as a line of its own.

The statement file

A CSV or Excel statement file downloaded from internet banking is uploaded; matching suggestions are posted after the manager’s approval. There is no automatic bank movement import.

The resident portal

A resident sees the balance card, the account movements (print / PDF) and the payment details; a payment notice waits for management’s approval.

Reminders

The remind button in the debtors list opens a prepared message text and the manager sends it. There is no automatic SMS or WhatsApp sending.

Roles

The manager can do everything; the clerk handles payments, expenses, requests and announcements; the auditor sees everything but changes nothing.

Is this software right for you?

It may suit

• Residential complexes and apartment buildings with one or several blocks that keep records by hand or in Excel
• Managements that want to show residents their balance and payment details on a phone
• Managements that can download a statement file from internet banking, upload it and post payments after approving them

Limits to know about

• If automatic fetching of bank movements is essential, it is not in this version.
• There is no online card payment, no automatic SMS or WhatsApp sending and no e-invoicing.
• There are no modules such as polls and voting, shared-area booking, visitor and parcel tracking, or meters and heating cost shares; the need is discussed in a first conversation.
• Managing several separate complexes from one panel is not available.
• It has not been delivered to a client; no pilot with real building records and no real-environment acceptance has been done, and the public live demo runs on sample data only.

These use sample data and are not customer references. Price, installation, migration, hosting, maintenance and support are agreed separately in written scope.

Answer these questions before we talk

• Where are the block, unit, owner and tenant records, and are there opening balances?
• Which periods will receive dues and additional charges?
• How are partial receipts, expenses, cash and bank records kept today?
• Can you download your bank movements from internet banking as a file?
• Which roles and checks are needed for resident access and backups?

The dues product and its screens

The product page walks through the app’s real screens step by step; the delivery and sales status are written there too.

What to look at on the product page

These parts of the dues product page answer the questions here with management and resident screens.

• Live demo with sample data: Enter as manager
• Live demo with sample data: Enter as attendant
• Live demo with sample data: Enter as resident

Dues guides

Frequently asked questions

Should I enter real details while trying the demo?

No. The demo uses sample data and takes no payments; do not enter a real name, phone number or IBAN. Changes made in the demo are deleted every day at 04:23.

Does management give residents their sign-in?

A resident sets a password with the invitation code management gives them and sees their own unit’s account on a phone. The demo has ready, password-free sign-in buttons for manager, staff and resident.

Do bank movements reach the program by themselves?

No. You download the statement file from internet banking and upload it; suggestions are posted after the manager’s approval. Automatic import is outside this version.

Can I take it over right now as a ready-made package?

Not at the moment: the dues application has not been delivered to a client and has not passed a sales acceptance. Your complex’s needs and a possible route are discussed in a first conversation.

Describe your complex’s needs

I can visit clients at their workplace in Bursa for in-person requirements discussions. We first identify existing records and workflows, then agree on features and delivery scope.

All guides · Custom software: web and desktop tools