Society records: handing over when the committee changes
Short answer: keep maintenance records in the society's own shared account, not in one office-bearer's phone or spreadsheet, so a committee change is a change of access rather than a scramble for files. Hand over a complete dated list of units, payments and outstanding dues. FlatPe keeps the record in the society's account and lets the owner add or remove managers.
What often goes wrong
- The only current copy is on the outgoing treasurer's laptop or phone.
- Payments received in cash or by UPI were never written down in one place.
- The new committee cannot tell what a member paid before, and members dispute the balance.
A handover checklist
- Units and members, with contact numbers.
- The maintenance amount for each unit.
- All payments with dates and how they were received.
- Outstanding dues per member, and any one-time charges (for example a repair levy).
- How reminders have been sent and to whom.
- Who has access to the records, and how access is removed when someone leaves.
How FlatPe helps
Units, members, charges and payments are stored in the society's account. The owner adds the new treasurer as a manager with their own sign-in and removes the previous one, so nobody hands over a password or a file. Payment entries are never overwritten, so the history the new committee inherits is the history that actually happened. See security.
FlatPe does not produce audited statements or statutory registers, so your society's formal accounts remain where they are today.
Frequently asked questions
How should a society hand over maintenance records to a new committee?
Hand over a complete, dated list of every unit, the member, the monthly amount, what each has paid and what is outstanding, along with how payments are received. Keep the record in the society's own account rather than on one person's phone or laptop, so the handover is a change of access, not a file transfer.
What records does a treasurer need to hand over?
At minimum: the member and unit list, the maintenance rate, payments received with dates and mode, outstanding dues per member and any one-time charges. Your bye-laws and auditor may require more.
Can a new treasurer get access to FlatPe without the old one handing over a password?
Yes. The owner can add a new manager with their own sign-in and remove the old one. Payment history stays in the society's account.