1. Overview
My Society Khata is designed for a small apartment or society Treasurer / authorised finance administrator. It is intentionally simpler than full accounting software and focuses on the day-to-day questions a Treasurer needs answered: how much cash is available, how much is in each bank, who owes maintenance, what has been paid, what expenses are due, and whether the data is backed up.
2. First-time setup
English is the default. You can change the language later in Settings.
Add the Treasurer name and phone number, and enter the Apartment / Society name. The society name can be edited later.
This becomes the starting cash balance before new transactions are recorded.
Record bank opening balances, then add flat owners, opening dues/advances and monthly maintenance.
Drive is optional for day-to-day use but recommended for encrypted cloud backups.
3. Dashboard
The Dashboard is the main working screen. Tap the ₹ app logo from major screens to return to Dashboard.
Maintenance and payment pending
The Dashboard also highlights total maintenance outstanding across active flats and recurring expenses that are currently due. Tap a pending recurring expense to record its payment.
4. Transactions
Use + Add Transaction for day-to-day society entries. The transaction list shows the latest 7 days by default, with filters for month and custom date range. Tap any transaction to view its details.
| Type | What it does |
|---|---|
| Income / Money Received | Increases Cash or the selected Bank account. |
| Expense | Reduces Cash or the selected Bank account. |
| Bank Interest | Records interest as income directly into the selected bank. |
| Cash / Bank Transfer | Moves money between Cash and Bank, or between banks, without changing total society funds. |
| Maintenance Payment | Reduces the selected flat's outstanding balance while increasing the receiving cash/bank account. |
5. Banks
Add multiple society bank accounts. Each bank may contain a bank name, optional last four account digits, note and opening balance. Tap a bank to view its month-wise statement and use the menu to edit bank details.
- Bank balances are transaction-driven after the opening balance.
- Bank interest can be recorded separately.
- Cash ↔ Bank and Bank ↔ Bank transfers are supported.
6. Flats / Owners
Create a record for every active flat. You can enter the details manually or pick a phone contact; after selecting a contact, the owner name and phone number remain editable.
7. Monthly maintenance
Monthly maintenance is generated for each active flat. Unpaid dues carry forward, and payments reduce the owner's outstanding balance. If the maintenance rate changes, use an effective date so older months retain the old rate.
Example: maintenance revision
If a flat was ₹2,200 per month and the new rate becomes ₹2,500 from 1 October:
| Period | Rate |
|---|---|
| Up to September | ₹2,200 |
| From October onward | ₹2,500 |
Use Update Maintenance on the Flats / Owners page to revise many flats at once. You can apply the new rate to all active flats, selected flats, or flats currently using a particular rate.
Payment allocation
Payments can be allocated using the configured allocation method, such as oldest dues first, current maintenance first, or manual allocation when required.
8. WhatsApp reminders
From a flat owner record, choose WhatsApp Reminder, select the message language, review the prepared text and send it. When a usable saved phone/WhatsApp number exists, the app attempts to open that account directly; otherwise Android sharing can be used.
9. Recurring expenses
Use recurring expenses for predictable payments such as watchman salary, cleaning, lift AMC, internet or insurance. Supported frequencies include monthly, quarterly, half-yearly and yearly.
- Create, edit or deactivate/delete a recurring expense.
- When due, it appears as Payment Pending.
- After recording payment, the occurrence is marked paid and the next due date is calculated.
- Duplicate payment of the same occurrence is prevented.
- For variable bills such as electricity, mark the recurring expense as Variable Amount and enter the actual bill amount when paying.
10. Reports
Reports help the Treasurer review balances and share information with committee members.
11. Backup & Restore
Backups are encrypted before storage. My Society Khata can keep recent local backups on the device and recent Google Drive backups when Drive is connected.
- Keep the latest 7 local backups.
- Keep the latest 7 Google Drive backups.
- Use Backup Now for an immediate backup.
- Use Backup & Restore to view available backup files and restore a selected one.
Google Drive connection
Use Settings → Connect Google Drive and choose the Treasurer's Google account. Google credentials/passwords are not stored by the app. If Drive is unavailable, local backup remains important.
12. Security
- Auto-lock after inactivity, with a configurable duration (default 2 minutes).
- Unlock using supported biometric/device authentication.
- Financial and personal information stays in the local app database; encrypted backups are used for backup files.
- Google Drive access can be disconnected from Settings.
13. Settings
Settings provides control over the society profile and app behaviour, including:
14. Frequently asked questions
Will next month's maintenance be generated again?
Yes. For an active flat, the configured monthly maintenance is generated again for the next month. Any unpaid previous amount carries forward.
What happens if a flat has an advance?
An advance is treated as owner credit. The flat balance reflects the credit against future charges.
Can I remove a flat without losing old transactions?
Yes. The app deactivates/deletes the flat for future activity while keeping historical transactions and financial records available.
Can electricity be a recurring expense even if the bill changes?
Yes. Create it as a variable-amount recurring expense and enter the actual amount when recording each occurrence.
Why does Cash become negative?
A negative Cash balance means the recorded cash expenses/outflows exceed the opening cash plus recorded cash receipts. Review cash transactions and reconcile the physical cash count before making any adjustment.
Do I need internet?
Core accounting is designed to work offline. Internet is required for Google Drive backup/restore, Play Store update checking and online sharing destinations.