EstateDeck Vendor Management runs the operational side of every vendor your society uses — verified directory, digital work orders with photo proof, AMC visit calendar, performance scorecards. With the MSME 45-day payment timer built in.
12+ vendor categories · GST + MSME verified · §65B-admissible work logs · MSMED Act §15 + IT §43B(h) aware.
EstateDeck Vendor Management is the operational vendor layer for Indian housing societies, RWAs, and apartment owners' associations. It holds the verified vendor directory (by category — plumber, electrician, lift agency, DG set, security agency, gardener, painter, cleaner, AC, pest control, fire safety, civil), the work-order generator with photo-proof capture, the AMC visit calendar (the scheduled service visits under an active contract — not the contract document itself), and the vendor performance scorecard. The actual AMC contract PDFs live in Document Repository; the vendor invoice ledger and TDS calculation live in Accounting; resident-raised tickets live in Helpdesk. We are the action layer — clean boundaries, no duplication.
Quarterly preventive maintenance for the Tower B lift, under contract KONE-AMC-2024-027. Here's every step from auto-scheduled visit to closed job with photo proof — and exactly which sibling module each cross-reference points to.
| Time | Event | Status / Where it lives |
|---|---|---|
| 15-Feb · 08:00 | Auto-scheduled per AMC visit cadence (quarterly) | ↻ Scheduled |
| 14-Mar · 17:00 | Resident broadcast: "Tower B lift offline 15-Mar 10:00-13:00" | → /communication/ |
| 15-Mar · 09:55 | Vendor confirms engineer dispatch · Ravi Sharma (KONE-T2-2019-4421) | ▶ En route |
| 15-Mar · 10:38 | Engineer arrived at gate · Entry photo logged by guard tablet | ✓ Arrived |
| 15-Mar · 10:45 | Work started · Tower B Lift 2 motor room | ▶ In progress |
| 15-Mar · 12:08 | 6 photo-proof images uploaded · motor, hoistway, controller, doors, governor | ✓ Documented |
| 15-Mar · 12:12 | Engineer marked all scope items complete · 1 issue flagged | ✓ Job done |
| 15-Mar · 12:12 | Issue: door sensor calibration drift · Out-of-AMC repair PO #2026-VM-00343 created | ↗ Spawned PO |
| 15-Mar · 14:30 | Hon. Treasurer reviewed photos · Closed visit · 4.8/5 rating | ✓ Closed |
| 15-Mar · 14:30 | AMC visit billable: ₹0 (covered under contract) | ✓ Nil charge |
| 15-Mar · 14:31 | Out-of-AMC repair ₹2,840 → ledger entry posted | → /accounting/ |
| 15-Mar · 14:31 | Next quarterly visit auto-scheduled: 15-Jun-2026 | ↻ Rescheduled |
| 15-Mar · 14:31 | Contract validity check (expires 31-Mar-2026) | → /document-repository/ |
The lift stopped on a Sunday night. The plumber's number is in someone's phonebook. The previous Hon. Secretary's WhatsApp had the list — and that account is long gone.
The lift AMC ended in February. Nobody noticed. Three months later a part failure costs ₹47,000 instead of the ₹0 it would have under the contract. The contract was right there in someone's Gmail.
The gardener says he wasn't paid for March. The Treasurer says he was. Nobody has the invoice in hand. The bank statement shows two payments — neither marked clearly. The cycle repeats every quarter.
Income Tax §43B(h), effective FY 2023-24, disallows your deduction on any unpaid MSME bill past 45 days. The painter is MSME-registered. He's been waiting 67 days. The Hon. Auditor will flag it at year-end.
EstateDeck's clean boundaries are the whole reason auditors love it. Vendor Management owns the action layer — directory, work orders, AMC visits, photo proof. Each adjacent module owns its own slice.
12+ vendor categories pre-mapped. Filter by what's broken. Call who you trust.
Real verification — not just a phone number in a spreadsheet.
Professional PDF in 90 seconds. Sent to the vendor's email and WhatsApp.
Before, after, components. Geotagged, timestamped, evidence-grade.
The visits under your active contract — not the contract document itself.
Data drives the renewal call — not memory of the last bad week.
Trigger the payment. Track the deadline. Don't lose your IT deduction.
Three quotes side by side. One audit trail. Zero kickback suspicion.
EstateDeck Vendor Management is in production with three distinct vendor-ops patterns. The same workflow flexes to each.
4-6 active AMCs, all with quarterly or monthly visit cadences. The AMC visit calendar is the spine — Hon. Treasurer sees the next 90 days of scheduled visits at a glance. Contract-validity cross-checks fire 30 days before any renewal.
Most jobs are one-off: a leak, a fused light, a peeling balcony. Helpdesk routes resident tickets to verified plumbers and electricians here. 3-quote comparison kicks in only above threshold. Photo proof keeps disputes from escalating.
Lift modernisation, parking deck repaint, club-house upgrade. Multi-quote comparison, multi-level approval up to full MC for ₹2L+ jobs. Photo proof at every milestone. The committee resolution record is preserved for AGM audit.
The Micro, Small and Medium Enterprises Development Act 2006, Section 15, mandates that buyers pay MSME-registered suppliers within the agreed time, or within 45 days, whichever is earlier. With no written agreement, the limit is 15 days. EstateDeck verifies each vendor's MSME status at onboarding and starts the timer on every invoice received.
Effective FY 2023-24, Section 43B(h) of the Income Tax Act disallows deduction to a buyer on any amount payable to an MSME-registered supplier that remains unpaid past the MSMED Act §15 deadline. For a housing society, this means: pay your MSME vendors on time, or lose the tax deduction. EstateDeck's Monday-morning at-risk list is built specifically to surface this.
Section 194C of the Income Tax Act covers TDS on payments to contractors — typically 1% for individual / HUF payees, 2% for company payees, with thresholds and exemptions. The mechanism (rate selection, TDS deposit, Form 16A issuance) lives in EstateDeck Accounting. We hold the operational record that drives the entry.
The Central Goods and Services Tax Act 2017 sets out vendor GST registration thresholds and verification requirements. EstateDeck performs a live GSTIN check against the GSTN portal during vendor onboarding to confirm the registration is active and matches the firm name on record.
The Consumer Protection Act 2019 provides the legal basis for service-quality complaints against a vendor whose work is deficient. EstateDeck's photo-proof record, work-order scope document, and engineer-arrival timestamps — preserved as electronic evidence — are the foundation for any such complaint a society needs to escalate.
Section 65B of the Information Technology Act 2000 governs the admissibility of electronic records in Indian courts. Every work order, engineer arrival photo, completion photo, and vendor rating in EstateDeck Vendor Management is preserved as §65B-compliant electronic evidence — admissible in consumer court, insurance claims, or society-level dispute resolution.
"I took over as Treasurer eighteen months ago and the first thing I did was ask for the vendor list. What I got was a WhatsApp screenshot. The previous Treasurer had moved to Canada. Half the numbers were wrong. The painter we used twice last year — nobody could remember his firm name. Then in March 2024 our painter raised a deduction-disallowance flag during the audit — we had paid him sixty-seven days late, he's MSME-registered, the IT §43B(h) hit was straight to our P&L. That's when I moved everyone to EstateDeck. Eleven months later: 47 verified vendors in the directory, 312 work orders dispatched with photo proof, zero §43B(h) flags this audit. The painter, by the way, now gets paid on day 14 every time."
| What you actually need | WhatsApp + Excel | Basic ERP "vendor master" | EstateDeck Vendor Mgmt |
|---|---|---|---|
| Verified GST + MSME at onboarding | None | Manual entry only | Live GSTN check + Udyam verify |
| AMC visit schedule (separate from contract) | Calendar reminder | Often missing | Auto-scheduled per cadence |
| Photo proof at completion | Sent loose on WhatsApp | Upload field, untimed | Geotag + timestamp + §65B |
| Multi-quote comparison enforced | "We got 2 quotes I think" | Manual | Mandatory above threshold |
| MSME 45-day payment timer | You'd never know | Not tracked | Per-vendor live timer + risk list |
| Performance scorecard | Memory + opinion | Basic ratings | 3-axis rolling 12-month average |
| Contract validity cross-check | Hope someone remembers | Disconnected | Auto-check at every visit |
| Audit trail for AGM / Hon. Auditor | Screenshots | Limited | §65B-admissible per-job log |
The questions every Hon. Treasurer asks before consolidating eight WhatsApp groups and an Excel sheet into a real vendor system.
We'll walk you through the vendor directory, the work-order generator, the AMC visit calendar, and the MSME-payment timer — in a 20-minute demo built for your society's vendor stack.
Book the Vendor Demo →