Manual
Housing Society Google Spreadsheet
(Simplified Billing)
Embedded Files
🏠 Housing Society Billing Toolkit – User Manual
🏠 Housing Society Billing Toolkit – User Manual
📥 Step 1: Accessing Your Toolkit
📥 Step 1: Accessing Your Toolkit
Once you complete the payment, you will receive an email with a download link to the Google Sheet.
Important: You cannot edit the original file directly. You must make your own copy to use it.
✅ To start:
Open the link sent to your email.
Click File > Make a Copy.
Save the sheet in your Google Drive (you can create a folder like Housing Society for better organization).
🔐 Step 2: Granting Permissions on First Use
🔐 Step 2: Granting Permissions on First Use
When you first open the sheet and try to use the toolkit:
You’ll be prompted to authorize the script that powers the automation.
This is safe and necessary for features like invoice generation, reports, and reminders.
✅ What to do:
✅ What to do:
A popup will appear – click “Continue”.
Select your Google account.
Click “Advanced” > Go to [Sheet Name] (unsafe).
Press “Allow” to authorize all requested permissions.
After permission is granted, reload the sheet.
💡 This only happens once. Your data stays in your Google Drive — we don’t store anything.
🧾 Step 3: Setting Up Society Details
🧾 Step 3: Setting Up Society Details
Before generating invoices, you need to configure your society's billing settings and unit details.
🛠️ Update Settings
🛠️ Update Settings
From the Control Panel, click “Settings”.
Fill in the following:
Billing Heads (e.g., Maintenance, Water, Parking)
SMS Gateway (optional) if you plan to send reminders
⚠️ Make sure to press SAVE after entering settings.
🧑🤝🧑 Add Resident Details
🧑🤝🧑 Add Resident Details
Click on “Unit” from the Control Panel.
Enter information for each flat:
Unit number (e.g., A101)
Owner/tenant name
Maintenance amount
Vehicle or parking info
Payment frequency (Monthly/Yearly)
Rental status (if applicable)
💡 This sheet acts as your resident master list. All billing and reports depend on this data, so ensure it’s accurate.
💳 Step 4: Generating Maintenance Invoices
💳 Step 4: Generating Maintenance Invoices
Once settings and units are added, you can start billing residents.
🧾 Manual Invoice
🧾 Manual Invoice
Click “Maintenance” in the Control Panel.
Select the Flat Number – other details will auto-fill.
Enter the billing particulars and amount (optional if auto).
Click SAVE to generate the invoice.
📦 Bulk Invoice Generation
📦 Bulk Invoice Generation
Click “Bulk Maintenance”.
Select:
Billing Date
Frequency (Monthly/Yearly)
Wing (if filtering specific flats)
Click GENERATE → Sheet auto-fills for eligible units.
Press SAVE to finalize all invoices in one go.
✅ System will now track invoices, due amounts, and generate reports based on this data.
💰 Step 5: Registering Receipts (Payments Received)
💰 Step 5: Registering Receipts (Payments Received)
Keep your accounts accurate by logging payments made by residents.
🧾 Manual Receipt Entry
🧾 Manual Receipt Entry
Click on “Receipt” in the Control Panel.
Enter the following:
Date of payment
Apartment/Unit Number
Voucher Number / Transaction ID
Payment Amount
Optional Description (e.g., UPI, Cheque, Cash)
After entering all details, click SAVE.
✅ The system will automatically update the outstanding balance for that resident.
🧾 Step 6: Recording Expenses
🧾 Step 6: Recording Expenses
Keep track of society expenses to maintain transparency and accurate reporting.
🛠️ Expense Entry
🛠️ Expense Entry
Click on “Expenses” from the Control Panel.
For each expense, fill in:
Date
Vendor or Description (e.g., Electricity, Security, Repairs)
Amount
Select the correct Expense Head from the dropdown
(Optional) Invoice number or reference
After entering all rows, click SAVE.
✅ These expenses will reflect in Income & Expenditure and Expense Reports.
🏦 Step 7: Bank Reconciliation
🏦 Step 7: Bank Reconciliation
Ensure all payments, expenses, and balances align with your actual cash and bank status.
📋 To Reconcile Monthly Accounts:
📋 To Reconcile Monthly Accounts:
Click on “Bank Statement” in the Control Panel.
Enter the following details:
Opening Balance for Cash and Bank
Receipts: Total cash & bank received
Expenses: Total cash & bank spent
Bank Deposits: Cash transferred to bank (if any)
Closing Cash in Hand
System will auto-calculate and show variance if any.
🧮 Use this as your internal check before preparing monthly summary or sharing with committee.
📊 Step 6: Generating Reports
📊 Step 6: Generating Reports
You can generate various financial reports to track society income, expenses, and individual dues.
📄 Receipt Report
📄 Receipt Report
Click on “Receipt Report” from the Control Panel.
Select:
Report Type (e.g., All Receipts, Maintenance Only, Custom)
Month you want to view
Click GENERATE to see results.
📈 Income & Expenditure Report
📈 Income & Expenditure Report
Click on “Periodic Income & Expenditure”.
Enter:
From Date
To Date
Click GENERATE → View total income, expenses, and net balance.
💡 Great for presenting at monthly/quarterly meetings or audits.
📊 Step 7: Viewing Dashboard & Printing Reports
📊 Step 7: Viewing Dashboard & Printing Reports
🖥️ Dashboard Overview
🖥️ Dashboard Overview
The Dashboard auto-generates and shows:
Total billed amount
Payments received
Outstanding dues
Graphs with monthly income/expense breakdown
📌 This dashboard is view-only and updates in real-time.
🖨️ Quick Print Reports
🖨️ Quick Print Reports
To print monthly Income/Expenditure → scroll to the bottom of the Dashboard and select the Month.
To print Ledger for a resident:
Click on “Ledger” in the Control Panel.
Select Unit and Date Range.
Click GENERATE, then use Ctrl + P or Google Sheet’s print menu.
🖨️ Bulk Ledger can also be generated via the “Bulk Ledger” option.
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