Join with the society code
A resident types the 8-character code, picks the home and says owner, tenant or family. Until the office approves, they see nothing of the society.
Committee and office
Run the society’s office from one place.
Residents, money, the books, notices, the helpdesk, amenities, parking and meetings, in a web console for the office and in the app for the committee on the move.
The web console is in English; the app is in English, ગુજરાતી and हिन्दी.
01
Residents and homes
Who lives where, who may join, and a history that is never rewritten.
Strangers stay out
The home’s owners are asked “Do you know them?”. The office sees who already lives there, whether the person is in the society’s register, earlier declines and brand-new accounts, and repeated requests are limited.
Find a person by their home
One search box on Residents takes A-101, A 101, 101, a name, a mobile or an email and shows the homes first. Tabs keep Join requests, Residents, Invited not signed in and Stopped from asking apart.
Add your family yourself
A home’s tenant, or its owner when the home is not let, adds their family at once: adults with their mobile and email, children by name and age. The office is told and can remove anyone; family can leave the home themselves.
Add a resident yourself
The office can add one resident at a time, in the app or the console: name, mobile, the home, and an email where they have one. If there is no email, a society admin can make a mobile-and-PIN login instead.
Residents without email
The office makes a mobile-and-PIN login and prints a sign-in sheet, so everyone in the home can use Ekvasa.
Delete a login that is no longer needed
In the console, an office member with the right permission can delete a guard’s gate login or a resident’s mobile-and-PIN login. The office is also told when a resident or guard deletes their own account.
Name and number changes checked
A member’s new name or mobile number waits for the office, unless the society turns the check off.
Home history and sales
Moves in and out and sales are kept and never edited. Recording a sale shows the home’s dues first, keeps them with the home and ends the old residents’ access.
02
Your registers, imported
Start with the records you already keep.
Your registers, imported
Homes, residents, parking, vehicles, amenities, guards and accounts from Ekvasa’s Excel templates, with a preview of every row before anything is saved. Nobody is messaged in bulk.
03
Maintenance billing
Bills in your society’s own series, paid straight to your society’s account.
Maintenance bills
Charge heads for each home, by carpet area or by home type; monthly, quarterly or yearly bill runs with a preview first, numbered in the society’s own series. Bills are never edited: credit and debit notes correct them.
Pay the society by UPI
Every bill has a UPI link and QR with the society’s own UPI ID, the exact amount and the bill number. The money goes straight to the society; Ekvasa never holds it.
Pay online, recorded at once
A society can switch on online payments through its own Razorpay account: residents pay by UPI, card or net banking inside the app, the money settles to the society’s own bank, and the receipt is recorded the moment Razorpay confirms it, with nothing to send to the office. Ekvasa holds no money and adds no fee. Pay by UPI stays for every society.
Auto-pay for bills
A resident approves once, in their UPI app, bank or card, and every bill of the home is taken by itself a few days before its due date, within a cap the society sets, with the receipt in the app. The society office switches it on, sees every mandate and can stop one; residents stop theirs from the bill.
Bills on a schedule
The office picks a day of the month and Ekvasa issues each period’s bills by itself, with the same charges and notices as a run by hand, and tells the office.
Your own bill design
The society adds its logo, address, registration number, colour, signature and terms once, sees the bill exactly as residents will, and every copy, on phones, printed or as a PDF, is the same.
“I’ve paid”, confirmed by the office
The resident adds the amount, date and UTR; the office checks it against the bank and confirms it with a receipt. Cash, cheque and bank transfers are recorded too, oldest bill first.
Reminders, late fees and GST
Notifications before and after the due date; a fixed late fee or simple interest; GST with the society’s GSTIN, as CGST and SGST; opening balances carried in.
Dues and reports
Dues by days overdue, each home’s statement, a month-by-month report, and the ageing, collection, defaulters, GST and TDS reports, all with Excel export, and printable bills and receipts.
Payment details protected
Every change to where residents pay is kept, and every admin is told.
04
Accounts
Books that agree with billing, ready for the AGM and the auditor.
Double-entry accounts
A standard chart of accounts, bank and cash, ledgers and a trial balance. Bills, receipts and notes post themselves, so the books always agree with billing.
Security deposits, held home by home
The office records each deposit a home pays, and any part of it that is refunded or set against dues, and sees at once what each home holds. A refund can never be more than the home holds, and when the books are set up every entry goes into them. The home sees what it holds and its history.
A yearly budget set against the actual
The office sets a yearly budget for each income and expense head, and sees it beside the actual figures from the books, month by month. A new year can start from the last one with a percent added or taken off, and the budget downloads as Excel.
Fixed deposits, with a reminder before each one matures
The office lists each deposit with the bank, the rate and the dates, and the books move the money when a deposit is made, closed or renewed. The office and those who keep accounts are reminded before a deposit matures and on the day. The list downloads as Excel.
Bank statement import that matches itself
The office uploads the bank’s CSV or Excel statement. Ekvasa matches each line with the receipts, expenses, gateway settlements and journals already in the books, skips what was imported before, and lets the office tag what is left as a receipt, an expense or a journal. A summary sets the bank balance beside the books.
Expenses, vendors and approvals
Vendors, and expenses with a photo or PDF of the bill, paid now or later. The society chooses maker-checker approval, and the approver is never the person who recorded it.
Statements for the AGM and the auditor
Income and expenditure, receipts and payments, and the balance sheet, in Excel or printed with an auditor’s line; a file Tally can import; and, if the society wants, monthly totals for residents.
05
Notices and the helpdesk
Tell everyone, or a few blocks; hear every complaint and answer it.
Notices
General, maintenance, event or emergency, with a notification to everyone it is for; an emergency always goes to everyone and pops up on every phone.
Notices to chosen blocks
Send a notice to one block or a few. An emergency always goes to everyone.
Reactions on notices
Residents react to a notice with Like, Love, Thanks, Applause or Dislike, one each, and can change or take it back. Residents see the counts and their own choice, never who reacted; the office sees the names in the console.
Messages to your residents, with a delivery report
The office writes a message in the society’s own words, picks who gets it (everyone, blocks, owners, tenants, homes with dues or chosen homes), and sends it now or at a time it sets. It reaches the app, and by push and email if switched on, only between 9 am and 9 pm. A report then shows who got it, who read it and whose email was opened, and it downloads as Excel.
An asset register, with reminders before an AMC ends
The society lists what it owns and maintains, such as lifts, pumps, generators, CCTV and fire systems, with the vendor, the warranty, the AMC and the papers. Every service, repair and AMC renewal is logged, and it can be posted as an expense in Accounts. Before an AMC or a warranty ends, and once more when an AMC has run out, the office is reminded. It downloads as Excel.
A bell that remembers
Every notification is also kept in the bell, in the app and the console, and the bell counts what is unread exactly (99+ above 99).
Complaints with a conversation
Residents raise a complaint with a photo and talk it through with the “Society office”. Statuses, priorities and unread counts keep it moving.
Complaints sorted by AI, if the resident agrees
If the resident agrees, an AI service suggests a new complaint’s team (plumbing, electrical, lift and more), urgency and safety hazard; if not, the office sorts it. The office can change anything.
Assigned, escalated, rated
The office hands a complaint to a person with a due time, unanswered ones escalate by themselves on the society’s rules, the home rates it when resolved, and reports show it by month, category, block and person.
06
Amenities and parking
Your society’s rules for bookings, slots and vehicles.
Amenity booking
Clubhouse, gym or courts with the society’s own days, hours, slots, limits, charges and deposits. Residents see what is available, taken and theirs, and a slot can never be booked twice.
Bookings run by the office
Approve, decline, cancel, book for a home and mark no-shows; close an amenity with a preview of the bookings it cancels; a reminder the evening before.
Parking register
Slots by level and type, covered or not, tandem slots, allotments and moves; every home’s vehicles with sticker numbers; one number plate, one home.
Visitor parking and reports
Guards park visitors in visitor slots; residents report someone in their slot or being blocked in; a 2 a.m. report lists visitor vehicles still inside.
Tell a vehicle’s owner
A car blocking the gate, or lights left on? Type the number and its home is told, without your name, home or number. The office sees the last 30 days of alerts.
07
Gate and staff
Every entry, with its photo, in the console.
The gate log for the office
Today, 7 or 30 days of visitors with photos, search and filters, updating live. Visitor photos are deleted after 30 days.
Visitors who stay too long
If the society sets a limit, from 1 to 24 hours, the gate and the home are told when a visitor is still inside after it.
A photo of every new walk-in
The society can require a photo of each new walk-in visitor: the guard’s button says Take a photo first until one is taken. It is on by default; passes and regular visitors are not asked.
Approved, but not yet inside
When the home says yes and the visitor is not checked in, the guards see Approved 3 min ago, check in and are reminded every 3 minutes, up to 5 times. The society sets the minutes and the limit, or turns it off.
Old entries leave the gate board by themselves
A visitor the home approved who never reaches the gate is marked did not come after the society’s limit, 2 hours unless changed, and the home is told once. A visitor still waiting for the home’s answer ends as no answer after 30 minutes, as if the guard had tapped Visitor left. The guard’s card turns amber before that, and every card says how long ago in the same words.
Guards talk to each other, live
Guards of the same society hold the round Talk button and speak; the others hear them at once and see who is talking. Nothing is recorded. It works on weak networks, a guard who is removed or blocked is disconnected at once, and the society can switch it off.
The gate calls a home from the app
When a visitor waits, the guard can call the home’s residents from the app, with no number shown. The office can call any member. The society can switch calls off, and the call list shows who called whom, never what was said. A call made from the visitor’s card also shows on that visitor’s entry, with the time and how long it lasted.
Who let a visitor in, and the gate’s calls
Tap a visitor in the app, or choose Details in the console, for a short timeline: who logged them at the gate, who approved or denied in the app, who marked the home’s answer on a call, the gate’s calls to the home with the time and length of each, and check-in and check-out. It settles who let a visitor in. No call is ever recorded, only who called whom, when and for how long; never the sound, never a number. A call the guard makes from a visitor’s card also shows in that entry, and like every call it is kept 90 days. A home sees only its own visitors, and the office needs the gate-log permission.
Staff attendance from the gate
The days each person came this month, with times, days off and days missed, and a summary to share on salary day. The office sees everyone across homes.
Staff profiles
One profile for each person across homes: a photo, a Verified mark from the office, how many homes they work in (never which) and the average of the homes’ ratings. Someone the office blocks is refused at the gate, even offline.
Removing someone from a home
The office can take daily staff or a regular off a home, with a reason the home is told.
A quiet gate phone is noticed
If a gate phone has been out of touch for over a day, the office sees it and its managers are told.
Patrol rounds and guard attendance
Checkpoints with a QR on the wall, and rounds the gate app ticks off one scan at a time, even with no network. A checkpoint missed in its time is reported to the office. Guards mark in with a selfie stamped with the society, name, time and place, and the gate’s QR. Late or missing shifts are reported, with an Excel for the agency.
Residents in and out, service vehicles
A resident’s own gate QR, and the gate marks residents in and out even without a network. The home sees its own movements. The office sees them only with a permission given on purpose. Movements are kept 90 days. Service vehicles are marked in and out too, with their trips counted every month.
Material passes, moves and the no-dues NOC
A resident raises a pass for goods going out, or a move-in or move-out with a lift slot. The office approves. The gate lets the pass out, even without a network. The no-dues NOC comes as a PDF in the society’s own layout once the home owes nothing.
08
Polls, meetings and documents
Decisions taken properly, with the papers in one place.
Polls
Owners only or every resident, one vote for each home, secret or open, results live or after closing, and reminders to homes that have not voted.
Surveys with several questions
The office asks questions with a single choice, several choices, a rating or a short text, and each home answers once and may change its answer until the survey closes. Secret by default, with a reminder a day before it closes, results for each question and Excel.
Elections with a result certificate
The owners elect the committee by a secret vote, each home voting for up to the number of seats. When voting closes, the office prints a result certificate with the votes, the turnout and the elected candidates, and a tie for the last seat is flagged.
Meetings
AGM, SGM and committee meetings with notice and agenda, a venue or online link, polls as resolutions, minutes and residents’ comments.
Documents
Bye-laws, minutes, audit reports, circulars and a home’s own papers on a private shelf, for everyone, owners, the committee or one home.
Local services the society lists
The office keeps a short list of plumbers, electricians, doctors and others the society trusts, with a note and the hours they take calls. Residents see it in the app, grouped by kind, and call from there. It is the society’s own list, a place on it is never sold, and no bank details are ever shown.
Chats
The office posts in the society’s Announcements, makes groups and acts on messages members report. It never reads private chats.
09
Roles and settings
Each committee member sees only their part.
Roles for the committee
Treasurer, Helpdesk, Notices or Committee member, and where agreed the society’s own roles, each seeing only what it needs. Co-admins too, and a record of every admin and role change that cannot be edited.
Your society’s settings
Language, join code, members’ numbers, change reviews and gate numbers, and the Gate and visitors cards: overstay limit, visitor photo, check-in reminder and walkie, set by the society.
Lists that stay quick
Every list in the console is paged (10, 25, 50 or 100 rows) with search, Advanced filters, sorting and tabs, so a big society opens as fast as a small one. Residents, Blocks & homes, Parking, Helpdesk, Billing, Accounts, Subscription and Settings are split into tabs.
Help one click away
Ekvasa Support in the profile menu opens the help centre already signed in, with the articles in your language.
Light or Dark, your choice
In the app, open Account and choose System default, Light or Dark. System default follows your phone. Light or Dark stays as you choose, on this phone only. The office’s web console has an appearance button in its header too.
Choose which notifications ring your phone
In the app, open Account, Notifications, Which notifications and switch off the groups you do not want pushed: gate and visitors, parcels, notices and polls, helpdesk, bills and payments, bookings, chats, meetings and documents, parking and vehicles, society office. Everything still shows in the app’s bell list. SOS and sign-in messages are always on, and a guard always gets the gate. The office console has the same switches under Profile.
Ekvasa support sessions your committee can see
The Ekvasa team opens a society’s records only in a recorded, time-limited session your admins are told about at once, and makes changes only in the areas it chose. Admins see every session in the app and the console, with who opened it, why and what changed, and can report one.
10
The office in the app
The committee’s work, from a phone.
The office in the app
Payments, accounts, approvals, notices and decisions from a phone, even with no network.
The subscription and receipts in the app
The society admin can read the Ekvasa subscription in the app: where it stands, the auto-pay status, every invoice with its figures, and the receipts for what was paid. It is for reading; paying and auto-pay are managed in the web console.
Act now, sent later
Complaints, replies, votes, chat messages, “I’ve paid”, notices, expenses, approvals and decisions wait on the phone and go once the network is back.
Bring Ekvasa to your society.
Tell us about your society. We call you, show Ekvasa to your committee and set it up with your own data.