Housing and utilities accounting program based on «MyHome24»

Accounting in a utility company includes many interconnected processes: accruals, recalculations, subsidies, balances, reports, acts, bills, receipts. Accounting at a condominium association without automation and digitalization literally drowns in papers, Excel spreadsheets and manual calculations. Without an individual software solution, there can be no talk of efficiency, every inaccuracy here means dissatisfied residents and financial losses. That is why more and more housing and communal services, condominium associations and management companies are switching from universal solutions to custom programs for the accounting of a utility company, developed taking into account all the subtleties of their work.

We do not believe in universal templates, because each housing and communal services, condominium associations or management company faces its own unique tasks. Our goal is to develop custom modules that fit perfectly into the architecture of your enterprise and cover all needs. Accounting software for condominiums and housing associations on the MyHome24 platform from AVADA MEDIA is not a template product, but an individual solution and a fresh look at accounting in a housing and utilities management company and condominium accounting in Ukraine.

The program for accounting for condominiums based on “MyHome24” is a ready-made solution for enterprises in the housing and communal sector. It simplifies financial accounting in housing and communal services management companies and condominiums, helps to quickly generate reports and maintains transparency of all operations. A convenient control panel allows accountants and administrators to easily control calculations, accruals and debts. The program is suitable for both large management companies and accounting for small condominiums, ensuring stable operation and full management of financial flows.

How does the program for accounting for housing and communal services work in “MyHome24”?

The accounting program for condominiums “MyHome24” provides online access to financial data, allowing accountants and managers to control payments and reporting from anywhere in the world. This software solution completely eliminates Excel spreadsheets and manual accounting of a utility company, performing routine work more accurately, faster and more organized.

The MyHome24 platform is installed on the client’s server, which guarantees full control over data and security. The software works via a web interface, allowing employees and management to manage calculations, payments and reporting of the condominium accounting online from any device. At the same time, the accounting program for condominiums easily integrates with internal services and supports mobile access for subscribers – they can transfer readings, pay for services and receive notifications in real time. This format combines the convenience of online work with the flexibility of customization for the needs of housing and communal enterprises and the peculiarities of accounting in housing and communal services in Ukraine.

Automation of accounting for housing and communal services in the “MyDom24” program brings a number of strategic advantages to management companies and utilities.

Automation of financial processes. Automated accounting for housing and communal services takes into account the main processes of this area – from the peculiarities of tariff formation to subsidies and compensations. The program can take on full support of financial transactions: from calculating rent and utilities to accounting for subsidies and penalties. Algorithms take into account legislative norms and are adapted to changes in tariffs, rules for calculating benefits and mandatory reporting.

Accuracy and transparency. Thanks to automation, accounting in housing and communal services eliminates errors that usually occur during manual data processing. Each calculation is justified and transparent: residents can see detailed reports in their Personal Account. Electronic receipts, clear interpretations of charges, payment history – all this increases subscriber loyalty.

Integration with payment services. It is possible to connect payment gateways (PrivatBank, Monobank, LiqPay, etc.), import data from banks, automatic reconciliation of payments – all to ensure that the automated accounting of the utility works as accurately and quickly as possible.

Reporting for regulatory authorities. The key mission performed by the OSMB program is accounting and tax accounting: ready-made reports that meet the requirements of current legislation, local authorities and specialized state structures (for example, integration with subsidy accounting platforms in an individual version of the program with extended functionality).

Saving time and resources. Accounting in housing and communal services management companies, homeowners’ associations and housing associations can cover thousands of personal accounts and transactions per month. Automation of accounting in housing and communal services significantly reduces the burden on accountants and allows them to focus on more important tasks. The program quickly generates reports, performs mass accruals and processes large volumes of data without additional labor costs and errors due to the human factor.

Data and payment security. The accounting program for accounting in the housing and communal services management company ensures the protection of residents’ personal data and financial information. The system supports encryption of transmitted data, delimitation of access rights and multi-level protection against unauthorized access. When integrating with online banking and payment gateways, all legal requirements regarding information protection and financial transactions are met. We provide full support and regular updates, guaranteeing the security of your data according to modern standards.

Flexibility and scalability. The housing and communal services accounting program based on “MyHome24” is effective for both a small condominium accounting department and large management companies with an extensive structure. You can start with one house and gradually connect the entire housing stock, expanding the functionality as needed. In addition to the basic modules (cash register, income accounting in condominiums, personal accounts, accounting of meter readings), we can connect advanced functions – flexible tariff management, integration with online banking, complex schemes for distributing utility payments, personalized templates for receipts and acts.

If necessary, we can develop individual solutions for accounting in condominiums: from automatic calculation of rent at differentiated tariffs to built-in notifications and custom reports for submission to regulatory authorities.

The accounting program based on “MyHome24” is a comprehensive product specially designed for accounting in condominiums in Ukraine. It automates all key processes of financial and economic accounting for housing and communal services management companies, homeowners’ associations and housing and communal services associations. The solution is developed in a way that is fully adapted to the specifics of the municipal sector. The program is built on a modular principle and includes all the necessary components for the full cycle of accounting management in condominiums and housing and communal services.

Main modules and their functions in condominium accounting:

Accounting for personal accounts and accruals. Each real estate object in the system is registered with a unique personal account, which records information about owners, tenants, area, number of registered residents and individual payment terms. The program automates:

• financial accounting in condominiums – calculation of rent in Ukraine, accruals at current tariffs based on the area of ​​apartments and meter readings;
• recalculations in the event of a change in tariffs, change of owner or temporary absence of residents;
• accounting for all mandatory and additional payments (for example, contributions to house repairs, elevator modernization).

Thus, accounting for personal accounts allows you to keep a complete history of charges and payments for each apartment. The Accounting for Condominiums program can be adapted to work with recalculations, adjustments, debts and overpayments, and generate individual receipts with a detailed breakdown by services. The system will take into account the peculiarities of charges, including accounting by square footage, number of residents and various tariff plans.

Utility bill accounting, meter reading program. The module allows you to keep full accounting for water supply, heating, electricity and other services, automatically performing the following operations:

• receiving and processing readings through the resident’s Personal Account or integration with dispatching systems;
• automatic distribution of costs by house and individual meters (additional function);
• control of reading submission deadlines and automatic reminders to residents;
• automatic creation of receipts (in PDF format, for email or SMS notifications) taking into account all parameters: housing area, number of registered residents, established tariffs, benefits and additional services (for example, parking or security).

Automatic receipt generation significantly simplifies the work of accounting: the program takes into account established tariffs, individual conditions (benefits, recalculations), additional services and instantly creates documents for mailing – by e-mail, in your personal account or in paper form. Additionally, you can set up automatic notifications about payment, debt and changes in tariffs.

Cash register and payment management. The cash register module plays a key role in the housing and communal services accounting program. It records all financial transactions: receipts from residents, payment of utility services, maintenance and repair costs. Each transaction is registered instantly, ensuring transparency and control at all stages. The module takes into account payments in various forms and ensures transparency of financial flows when maintaining an online and offline cash register:

• cash accounting;
• automatic distribution of payments by items;
• automatic reconciliation of payments with accruals, detection of debt or overpayment;
• notification to residents about overdue payments and automatic penalty charges.

Additionally, the program can be connected to self-service terminals and online banking, as well as set up the generation of cash reports for accounting.

Accounting and tax accounting in condominiums. The program automates the generation of postings for the correct reflection of all transactions. It will be easy for employees to maintain accounting and tax accounting of condominiums with a custom program, since it integrates important functions:

• accounting of income and expenses in condominiums, financial results for each house and the entire enterprise;
• building individual analytical dashboards;
• data export to Excel, XML, PDF and other formats for submission to state bodies or internal use.

As part of individual refinement, the following custom options can be implemented in the program for housing and communal services accounting:

• support for VAT tax accounting and the simplified taxation system;
• signing and sending documents via electronic signature;
• accounting for fixed assets in condominiums;
• preparation of accounting reports (Form No. 1-df, Form No. 20-OPP, balance sheets, reports on personal accounts, analysis of receivables) for submission to regulatory authorities of Ukraine;
• internal reporting of condominiums/housing associations.

Tariff management. If there is a custom program, the accounting department of housing and communal services and condominiums can manage tariffs by type of service (water, heating, electricity, garbage collection, territory cleaning, etc.). The service and tariff management module allows you to flexibly configure charging schemes or tariff plans:

• set different prices for sections and even individual apartments;
• take into account common building and individual meters;
• form multi-level tariff grids taking into account seasonality;
• connect to online banking for automatic payment reconciliation;
• integrate with municipal and regional portals for automatic loading of current tariffs;
• configure complex algorithms for distributing utility payments; .
• take into account individual tariffs for commercial premises and non-residential property.

Document management and analytics. The accounting program for condominiums and housing and communal services includes powerful tools for generating reports and analyzing financial activities. It automatically generates documents: acts, receipts, notifications, contracts, invoices, acts of work performed, and built-in BI analytics allows you to build detailed reports. The following options are available in the housing and communal services accounting program based on “MyHome24”:

• detailed information on charges and payments for each house and resident;
• a ​​report on debts and overpayments by house, section and individual apartment, with the ability to upload for submission to court or collection companies;
• dashboards for monitoring financial flows and expenses with data visualization in graphs and charts;
• individual configuration of templates with a logo, contacts, seals;
• import and export of data in Excel, PDF formats;
• archiving and quick search of documents;
• the ability to publish reports and announcements via the OSMB/HKG website;
• tools for budget forecasting and payment planning;
• comparative analysis by periods and trend analysis of debt.

These functions help accountants and managers make informed decisions and keep a finger on the pulse of the business. The program maintains a full cycle of work with internal documents, allowing you to keep housing and communal services records as transparent as possible, which is critically important for accounting and administrative work.

Management of resident requests. Through the request management module, residents can submit appeals, complaints and applications through their personal account – for example, to call a plumber, electrician or repair work. The program for the housing and communal services management company:

• records an online application for repair or maintenance;
• assigns status and priority to applications;
• assigns responsible employees;
• tracks deadlines;
• keeps a history of communications for each application;
• generates reports on all applications for analysis.

Such options make the program a convenient tool for monitoring the quality of service and increase the loyalty of residents.

Role-based access and security system. A flexible access rights system with differentiation by employee roles ensures confidentiality of information and simplifies accounting in housing and communal organizations. The following functions ensure a high level of security and transparency of the enterprise’s work:

• setting roles: accountant, manager, director, engineer, and others;
• restricting access by functional modules;
• monitoring user action history;
• two-factor authentication (upon request);
• secure SSL connection;
• setting up notifications about suspicious actions;
• managing access to the condominium/housing association website and internal documents.

Thus, each user of the condominium accounting system (accountant, manager, engineer, etc.) has access only to those sections of the accounting program that are necessary to perform their duties. This minimizes the risk of unauthorized access to financial data and increases the security of residents’ information.

In housing and communal services, accounting will become as organized as possible if you combine all processes into a single ecosystem. If your organization uses its own website, the program allows you to manage its content directly from the interface. Through the administrator panel, you can publish announcements, reports, upload important documents (charters, meeting minutes, etc.) and update contact information. This provides residents with constant convenient access to up-to-date information and increases their loyalty to your management company.

What does integrating the accounting program of the condominium with the website provide:

• Personal account of the resident.

Each owner gets access to a personal account on the website, where they can view their personal account balance, payment history, accruals, recalculations, and download receipts in one click.

• Automatic publication of information.

All updates – from accruals to announcements and reports of the condominium are automatically synchronized with the website. Housing and communal services accounting and administration save time on manual data updates.

• Applications and appeals.

The site integrates with the CRM module, where residents submit repair requests, transmit meter readings, or ask questions directly through the web interface, and their status is tracked in the program.

• Feedback and notifications.

The accounting program for utility companies automatically sends residents reminders about payment deadlines, notifications of debts, or changes in tariffs, ensuring constant communication.

Why it’s important:

Full integration reduces the number of routine tasks for accounting, provides transparent and timely feedback, and most importantly, demonstrates a high level of digital maturity of your management company. In addition, site personalization makes it possible to adapt the interface and functionality to the specifics of a particular condominium or housing and communal services association – from branding to the implementation of additional options that are necessary for your housing and communal services association.

The MyHome24 platform for automating housing and communal services accounting covers the key tasks of financial management and document flow. However, each management company or condominium association faces unique requirements that cannot be taken into account in the standard version of the program. Therefore, AVADA MEDIA offers services for individual refinement and customization of the system.

Individual configuration allows you to adapt the functionality to the specifics of your activities: from the implementation of additional modules and integrations with external services to configuring interfaces and reporting in the required format.

For example, as part of the refinement of the functionality, automatic integration with payment systems and a utility calculator can be implemented. This will allow residents to pay for utilities directly from the website or mobile application, which speeds up payment collection and reduces the cash load.

If your program already automates the calculation of rent and payment processing, you can add local tariffs, automate the calculation of subsidies, integrate the system with CRM or create unique document templates in a corporate style.

Such flexibility will be appreciated by large management companies and co-owner associations that work with heterogeneous real estate objects and different categories of residents. When creating accounting programs for Ukraine and beyond, we use flexible development methodologies, so we can quickly test new solutions and implement them without long downtimes and harm to the stable operation of the system. As a result, you get not just a program for accounting, but a powerful tool that fully corresponds to the business processes of your organization.

If a custom solution for automating the accounting of a utility company based on the MyHome24 platform is not enough for you, our team will develop individual software for accounting for an apartment building association for you, which is fully adapted to the specifics of your management company, taking into account all the nuances of accounting in the housing and communal services sector of Ukraine.

We are chosen because we:

• we design a system taking into account the structure of your organization, types of settlements and the regulatory framework;
• we implement unique modules, in particular, accounting and calculation of rent in housing and communal services and apartment buildings for Ukraine with any distribution schemes, accounting for target and reserve funds, integration with banks
• and CRM, reporting for state bodies and residents’ meetings;
• we make regular updates and scale the system as needed and as the company develops;
• we use enhanced data protection measures, separation of access rights and backup for reliable work;
• after implementation, we continue to support the project and are ready to promptly provide assistance.

Ordering individual development of a program for housing and utilities accounting at AVADA MEDIA means investing in a unique tool that is adapted to your business and ready for development.

We guarantee that the individual accounting program will fully comply with the internal processes of your organization and solve not only typical tasks, but also specific cases characteristic of your residential complex or management company.