How are condo payments and receipts handled?
Every payment, whether cash at the office, a bank transfer or an online payment, is recorded against the unit it belongs to. A receipt is produced on the spot and sent automatically, and it stays available in the owner’s portal and app. Each unit keeps a full payment history your team can check at a glance.
For a management company, collecting charges is daily work: one owner drops cash at the office, another pays by transfer from abroad, a third pays from the app. The module gives every one of these payments the same treatment, from the moment it is received to the receipt in the owner’s hands.
- Receive the payment. An owner pays cash at the management office, sends a bank transfer, or pays online from the owner portal or app.
- Record it against the unit. Your team selects the unit and the method, cash, transfer or online, and enters the amount. The unit’s balance updates, and so does the arrears view.
- Issue the receipt. Heroes PMS produces the receipt on the spot and sends it automatically. There is no document to type up afterwards and no paper receipt book to keep.
- Let owners help themselves. Every receipt stays in the owner portal and app. When an owner needs proof of payment, for example to sell their unit or for their own records, they find it themselves instead of asking your team.
- Check the history when needed. If a payment is questioned, open the unit’s payment history: every payment recorded on that unit is there at a glance, with the receipt that went with it.
Who is it for?
The module serves front-desk staff who take cash, accountants who record transfers, and treasurers of owners’ associations who need to show that every payment is accounted for. It is especially useful in residences where many owners live abroad and pay by transfer, where cash is still common, or where owners used to receive a photo of a handwritten receipt in a chat group. The board benefits too: the dashboard shows this month’s collections against what was due.
| Situation | Before (receipt books, chat groups) | With Heroes PMS |
|---|---|---|
| Cash at the office | Handwritten receipt, carbon copy in a book | Recorded against the unit, receipt issued on the spot |
| Bank transfer | Noted in a spreadsheet when someone has time | Recorded against the unit, balance updated |
| Sending the receipt | Photo sent in a chat, easily lost | Sent automatically and kept in the owner portal |
| Owner asks for a copy | Staff search folders and old messages | The owner finds it in the app |
| Payment questioned | Hours comparing notes and statements | The unit’s payment history at a glance |
Practical tips for payments and receipts
- Record payments the same day. Especially cash: the sooner it is recorded, the sooner the owner has a receipt and the balance is right.
- Always pick the right unit. When an owner has several units, ask which unit the payment is for before recording it.
- Tell owners where receipts are. Mention the portal and app in your announcements, so owners stop asking for copies by chat.
- Encourage online payment for owners abroad. It spares them the transfer formalities and spares your team the follow-up.
- Check the balance after recording. If the unit’s balance did not move as expected, the payment may be on the wrong unit.
- Keep cash handling simple. Count cash with the owner present and record it straight away, so the receipt confirms what both sides saw.
