1. First-time setup checklist

The Platform Admin has already created your society and your login. Everything below is yours to do, and the order matters: each step supplies something a later step needs. Flats need a tower and a floor. A billing rule needs a fee type, a billing frequency and a revenue ledger. Bills need flats and rules.

Work down the list. Each step names the chapter that explains it in full and links to the screen where you do it.

Before anything else, open Settings in the sidebar. It is the one page that lists every configuration the society needs, in five groups. Look through it once so you know what exists; the parts below then take each item in the right order. Items marked Required must be done before the first bills; Review items arrive pre-filled and only need a check; the rest can wait until you use that module. You only see the items your login has permission for.

Billing & Financial Rules

Society Structure & Accounting

Operations & Vendor Settings

Roles & Access Control

Branding and online payments

1. Check the society profile. Confirm the name, address, PAN, TAN and GSTIN. They are printed on every invoice and receipt, so a mistake here is repeated on each one. If something is wrong, ask the Platform Admin to correct it. (Chapter 3)
   Open Society Profile arrow_forward
2. Upload the logo. It appears at the top of the sidebar. (Chapter 3)
   Open Society Logo arrow_forward

1. Add the bank accounts and mark one as primary. The primary account's details are the ones printed on invoice PDFs. (Chapter 7)
   Open Bank Accounts arrow_forward
2. Review the ledger accounts. The standard accounts are already there: Bank Accounts Ledger, Unit Receivables, Maintenance Fees, GST Output Tax Payable and so on. Add any income or expense head your society tracks separately, for example a parking income account. (Chapter 8)
   Open Ledger arrow_forward

1. Review flat types and document labels. Flat types (1 BHK, 2 BHK and so on) classify flats and can limit a billing rule to one kind of flat. Document labels are the kinds of document you will collect from owners and tenants. (Chapters 4 and 5)
   Open Flat Types arrow_forward Open Document Labels arrow_forward
2. Create the structure and the residents. Choose one of two routes:
   • By spreadsheet, best for a whole society at once. One row per flat creates the tower, floor, flat, owner, co-owner, tenant and family members together. (Chapter 6)
   • By hand, best for a few flats or later additions. Add a tower, then its floors, then each flat, then the people on the flat's page. (Chapters 4 and 5)
   Open Bulk Import arrow_forward Open Towers arrow_forward
3. Check every flat's area and ownership type. Area drives any per-sq.ft. charge. A flat marked Owner Occupied must have an owner and a flat marked Rented must have a tenant; a rented flat without a tenant shows up under the warning bell.

1. Set the billing configuration. Financial year start month, whether waivers are allowed, and whether journal vouchers need a signed copy. (Chapter 10)
   Open Billing Configuration arrow_forward
2. Review fee types and billing frequencies. A fee type is what a charge is called on the bill (Maintenance Fees, Sinking Fund, Water Charges). A frequency is how often it is billed (Monthly, Quarterly, Half-Yearly, Annually). (Chapter 10)
   Open Fee Types arrow_forward Open Billing Frequencies arrow_forward
3. Link payment modes to ledgers if cash, cheque, bank transfer and UPI receipts should land in different ledger accounts. Skip this and every receipt posts to the Bank Accounts Ledger. (Chapter 10)
   Open Payment Ledger Settings arrow_forward
4. Review the voucher types if the society numbers its receipts, payments and transfers in separate series, or wants a particular event's vouchers in a series of its own. Skip this and every voucher posts under the built-in type it always has. (Chapter 9)
   Open Journal Voucher Configuration arrow_forward
5. Create the billing rules. One rule per charge: the fee type, which flats it applies to, a flat amount or a rate per sq.ft., the frequency, the billing day, the due days, and any late penalty and GST. (Chapter 11)
   Open Billing Rules arrow_forward
6. Let the first bills generate. On this installation regular bills are raised automatically early in the morning on each rule's billing day. Check Invoices the next day. One-off bills are raised from Additional Bills . (Chapter 12)
   Open Additional Bills arrow_forward
7. Set up online payments if residents should pay online. This needs the society's own Razorpay account; invoice PDFs then carry a payment link. (Chapter 16)
   Open Razorpay Settings arrow_forward

None of these hold up billing. Set each one up when you start using that module.

• Petty cash: set up the vault and its per-transaction limit before the first top-up. (Chapter 17)
  Open Vault Setup arrow_forward
• Advance payments: if flats already hold advance money from before go-live, load it once with Import Opening in the Advance Register, before generating bills. (Chapter 14)
• Vendors: create at least one vendor category first; a vendor cannot be added without one. (Chapter 18)
  Open Vendor Categories arrow_forward
• Assets: review the asset categories and service types. (Chapter 20)
  Open Asset Categories arrow_forward Open Asset Service Types arrow_forward

1. Create a role for each staff member. A role is a named set of permissions plus the login of the person who holds it. Start from a template (Accountant, Help Desk or Read Only) and adjust. (Chapter 22)
   Open Roles & Permissions arrow_forward
2. Give each person their username and password and ask them to sign in once while you are there, so you can confirm they see what you intended.

• The settings note no longer says "Some settings for this page are not configured yet" on Towers, Resident Management or Billing Rules. On Invoices it stays until payment ledgers and Razorpay are set up, which is fine if you chose to skip them.
• The warning bell is clear, or shows only flats you already know about.
• The Invoices list shows one bill per flat for each rule in the first period.
• Open one invoice and download its PDF: society name, tax numbers, charges and due date all read correctly.