Quick answer: A society maintenance bill shows what a flat owes for the month:
- each charge (maintenance per sq ft, sinking fund, repair fund, water, parking)
- any previous arrears
- interest on those arrears
- the total payable and the due date
Download the free Excel format below. Type the charges once, and it works out the per-sq-ft amounts, interest and total, prints the bill, and gives a matching payment receipt with the amount in words.
Key takeaways
- Charge per sq ft (rate × area) or as a fixed amount, with up to 8 charge lines.
- Interest on arrears at the rate in your bye-laws (for example 21% p.a.) is worked out for you.
- Printable maintenance bill and receipt (member copy and office copy) with the amount in words.
- Free, with no macros. It works in Excel, Excel for Mac and Google Sheets.
What a society maintenance bill must show
| Part | Example |
|---|---|
| Society name, registration number, address | Shanti Kunj CHS Ltd., Regd. No. HSG/2012/0456 |
| Bill number, bill date, month, due date | SK/1026/B-204 • 01-Oct-2026 • October 2026 • due 15-Oct-2026 |
| Member name, flat number, area | Mr. Suresh Patil • B-204 • 1,050 sq ft |
| Each charge separately | Maintenance ₹3 × 1,050 = ₹3,150; sinking fund; repair fund; water; parking |
| Previous arrears and interest | ₹4,600 arrears + ₹81 interest at 21% p.a. for one month |
| Total payable, in figures and words | ₹9,344 – Rupees Nine Thousand Three Hundred Forty-Four Only |
| How to pay | UPI ID and bank account with IFSC |
Common maintenance charges
- Maintenance / service charges: usually per sq ft. They cover security, housekeeping, common electricity, lift maintenance and gardening.
- Sinking fund: savings for major future repairs, often a small rate per sq ft.
- Repair & maintenance fund and water charges: usually a fixed amount per flat.
- Parking charges: per vehicle or per slot.
- Non-occupancy charges: when a flat is let out, if your bye-laws allow them.
How interest on arrears is calculated
Most societies charge simple interest on dues not paid by the due date. The monthly interest is arrears × annual rate ÷ 12. For example, ₹4,600 × 21% ÷ 12 = ₹81 for one month. Use the rate and method in your society’s bye-laws; many states set a maximum.
Is GST charged on society maintenance?
Usually not, for most housing societies. Maintenance is generally exempt from GST when each member’s contribution is up to ₹7,500 a month, and a society with annual turnover up to ₹20 lakh does not need GST registration. If a member pays more than ₹7,500 a month and the society is registered, GST at 18% generally applies to the whole amount, not just the excess. Rules and exclusions (such as property tax or electricity collected on actuals) can vary, so check with your CA.
Maintenance receipt
When a member pays, fill in the receipt details. The template prints a member copy and an office copy on one A4 sheet, with the amount in words, the payment mode and reference, and the balance left after the payment.
Download the free Society Maintenance Bill Format
There are three sheets: Enter Details, Maintenance Bill and Receipt. Fill in the yellow cells, then print or save the bill and receipt as PDF to send on WhatsApp.
FAQs
How is maintenance per sq ft calculated?
Multiply the rate by the flat’s area, using whichever area your society bills on: carpet or built-up. For example, ₹3 × 1,050 sq ft = ₹3,150 a month.
Can a society charge interest on late maintenance?
Yes, if its bye-laws allow it, and usually only up to the maximum rate set by the state’s co-operative rules. Interest is charged only on dues not paid by the due date.
What is the sinking fund?
It is money collected regularly and set aside for major repairs or rebuilding in the future. It is usually charged per sq ft or as a percentage of construction cost, as the general body decides.
Can I use this for a shop or commercial complex?
Yes. Change the charge names and rates. The per-sq-ft and fixed options work the same way.
More free templates
- Rent Receipt Generator with HRA Calculator
- Cash Book Template
- Income & Expenses Tracker
- All Excel templates
