One association book for units, dues, complaints, staff and common-area contracts.
Hold the register of homes, owners and tenants, sinking fund and maintenance charges, arrears, seepage and lift complaints and hall bookings in one book that outlives every committee. Each payment is posted against a unit. Each complaint has a named owner. Residents read their own dues and requests from a phone, and the next treasurer opens the same ledger, with minutes and contract files intact.
- Unit register and opening balances loaded before the first billing month
- Charge rates by unit type, sinking fund and fine rules set to your bylaws
- Committee roles change by login, so records stay when volunteers do
Resident Welfare Association Management Software keeps the unit register, maintenance charges, complaints, guard rosters and lift or generator contracts together, configured by GullySystem to your bylaws. Each home has one record. Before each meeting the committee reads arrears by block, open complaints by category and contract dates for the lift, generator and water tank on one page.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Register of homes
Every block, floor and unit is entered with its owner, tenant, vehicles and parking slot, and a change of occupant is dated and recorded. Nothing is left to the guard’s memory.
- 2
Monthly charges
A flat in a tower and a row villa pay different rates, so each bill prints the sinking fund and any late fine on their own lines. Delivery follows each resident’s chosen channel.
- 3
Collection and arrears
Payments by transfer, cheque or cash are posted to a unit, overdue homes are listed by age, and reminders go out in the sequence the committee has chosen. Receipts print at once.
- 4
Complaints and works
A resident logs a leak or lift fault, the secretary assigns it to a committee member or vendor, and the resident reads the status until closure.
- 5
Staff and contracts
Guards and housekeeping staff are rostered and marked present each shift, while lift, generator and water pump contracts carry renewal dates and visit records.
- 6
Meetings and accounts
The committee records resolutions with the mover and the vote, circulates minutes, and reads income, expenses and arrears by block before the general body meets.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Contact & Account Management
Each home holds its owner and tenant as separate people, and a change of occupant is dated so charges reach the right party.
- Subscription Billing
Monthly charges are raised by unit type with sinking fund and late fines on separate lines, and each bill carries the previous balance forward.
- Ticket Management
A leak or lift fault becomes a numbered request with an owner and status that the resident can read until it closes.
- Attendance & Time Tracking
The supervisor marks attendance for guards and sweepers each shift, and the month’s pay and advances are read from those marks.
- AMC and Service Contracts
Lift, generator and water pump contracts hold their visit dates and renewal date, so a lapse is flagged before the equipment stops.
- Expense Tracking
Bills for power, repairs and wages are filed against budget heads, and the treasurer closes each month with spend set beside income.
- Resource and Room Booking
A resident picks the hall or terrace for a date, pays the deposit, and a clash check stops a second booking for the evening.
- WhatsApp, SMS and Email Notifications
A notice goes to all residents, one block or the tenants only, and the list it reached is kept with the message.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
For treasurers
Raise charges, post payments, read arrears by block and close each month with expenses set against the budget heads the committee approved.
For secretaries
Assign complaints to a person, send notices to a block or the tenants, record minutes and keep the unit register and contract files current without chasing volunteers.
For supervisors and gate staff
Mark guard and housekeeping attendance each shift, log visitors and deliveries at the gate, and report broken lights, leaks and blocked drains found on rounds.
For residents
See your charges and receipts, raise a complaint, approve a visitor and book the hall from a phone, without calling the office.
For other committee members
Read arrears, open complaints and contract dates before each meeting from the same pages the treasurer and secretary use, without asking for a special report.
The numbers the owner asks for.
- Charges raised, received and in arrears by block
- Arrears by age with unit and occupant
- Complaints open, closed and overdue by category
- Guard and housekeeping attendance and pay
- Contracts due for renewal and visits completed
- Expenses against budget head
- Hall bookings and deposits held
Who this is built for.
- Apartment resident welfare associations with a few hundred homes
- Gated villa communities run by an elected committee
- Housing cooperatives that collect monthly maintenance
- Mixed residential and commercial complexes with one managing committee
- Townships with several blocks and a shared amenity centre
When it is not the right choice.
- A building with six homes that splits one electricity bill and has no sinking fund or hired guard can manage well enough with a shared sheet.
- Operators who lease and manage rental apartments for profit, with leases, deposits and tenant screening to run, will find Apartment Community Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
- Gate intercom or visitor app
Questions owners ask before a demo.
Can the same system hold owners and tenants?
Yes. The unit shows both. Charges follow whichever party the committee decides is liable under its bylaws, and notices can go to the owner, the tenant or both together.
How do sinking fund and fines work?
Each is a separate line on the bill. Set the rule once per unit type, and every month the sinking fund contribution and any late fine print on their own lines beside the maintenance charge. A waiver needs a note.
Can a resident approve a visitor from a phone?
Yes, if you use the visitor log. The guard enters the visitor’s name and the unit, the resident approves or refuses from a phone, and the decision is stored with the time against that unit. Gate hardware is a separate scope.
What happens when the committee changes?
Logins move by role. The outgoing treasurer’s access is removed, the incoming treasurer opens the same ledger with receipts, arrears and contract files, and nothing is kept in a personal file.
Can we run it without a gate system?
Yes. The visitor log is optional. Start with the unit register, maintenance charges and complaints, then switch on the guard roster, contracts and visitor log once the first collection cycle has run smoothly.
Are meeting minutes kept in the system?
Yes. Resolutions are stored with the meeting date, the mover, the seconder and the vote, and a later committee can search them by topic. Nothing hides in a laptop.
Can we enter last year’s unpaid dues?
Yes. Opening balances per unit are loaded as one entry each from the treasurer’s cash book and bank statements, then checked line by line before the first billing month begins.
How is the cost set?
Cost depends on how many homes you have, which modules you switch on and whether residents get logins. Charge rules, opening balances and any gate or visitor app link add work. A demo on your block list comes first. Afterwards the written quotation itemises every module, so a part can be taken out.
Who owns the records?
The association does. The agreement names the files in which the register, receipts and minutes come back to the committee, and the list is signed with the agreement.
How soon can the committee start collecting dues in it?
Dues need the unit register, maintenance charges with the sinking fund, and receipts with arrears, so those go in first. Complaints, rosters, visitor logs, contracts, accounts and meetings follow. Charges lead. What comes first, and when, is settled in the proposal.
What should the committee gather before set-up?
Gather the list of homes by block with owner and tenant details, the charge rules, and last year’s unpaid dues. Add a sample receipt, the staff roster and the vendor contract list. Name the treasurer, the secretary and a gate supervisor to answer questions. Payment account access must be arranged.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Resident Welfare Association Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements