Vendor & Expense Management

AMC Expiry Alerts

Never let a contract lapse. Ensure continuous service for Lifts and DG Sets.

• Auto-Reminders: Get notified 30 days before the Elevator Maintenance contract expires.
• Document Store: Keep scanned copies of signed contracts accessible in the cloud.
• Service History: Track when the last service was done vs. when it was scheduled.

Vendor Performance Rating

Data-driven decisions for contract renewals.

• Rating System: Rate vendors on Punctuality, Quality, and Cost after every job.
• Scorecard: View a yearly scorecard before renewing the Security Agency contract.
• Blacklist: Flag underperforming vendors to prevent future hiring.

Digital Approval Chain

No more signing paper vouchers. Approve on the go.

• Multi-Level: Manager initiates -> Treasurer verifies -> President approves.
• Thresholds: Set rules (e.g., Expenses < ₹5000 auto-approved, > ₹50k needs 3 signatures).
• Comment History: "Why is this cost higher than last month?" - Discuss directly on the request.

Work Orders & POs

Issue professional Job Cards to vendors.

• Template Engine: Generate professional PDFs with Society Logo and Terms & Conditions.
• Scope Definition: Clearly define deliverables to avoid disputes later.
• Email Dispatch: Send the PO directly to the vendor's email from the dashboard.

Vendor Payment Ledger

"Did we pay the gardener for March?" Know instantly.

• Statement of Accounts: View a complete history of invoices vs. payments for any vendor.
• Partial Payments: Track advance payments and retention amounts (e.g., 10% held back).
• TDS Sync: Automatically calculate TDS deductions before recording the payment.

Expense Analysis

See where your maintenance money is going.

• Budget vs Actual: Compare monthly spending against the approved annual budget.
• Category Reports: Pie charts showing split: Electricity vs Water vs Security vs Repairs.
• Variance Alerts: Get notified if the "Water Tanker" bill exceeds the monthly average by 20%.