Recurring charges billed, collected and receipted without a register.
EstateFlow Billing handles the charges that repeat: society maintenance and security fees, utility recoveries, transfer and NOC fees, rent and service invoices. It raises invoices on schedule, takes payment online or at the counter, issues receipts automatically, applies late fees, tracks arrears by unit and owner, and reminds residents on WhatsApp before the counter queue forms.
- features
- 12features
- modules
- 12modules
- screens
- 5screens
- webhooks
- 7webhooks
- Maintenance
- PKR 5,000
- Security
- PKR 1,200
- Generator (142 units)
- PKR 4,970
- Total
- PKR 11,170 · paid online 06 Sep
- Receipt
- R-0917-2201 · sent on WhatsApp
A paper register and a queue at the counter
- Maintenance fees are tracked in a register; arrears are a guess
- Residents pay only when they visit the office
- Late fees are waived because nobody can compute them fairly
- NOCs are issued to units with dues pending
How each part of Billing actually works
12 features from the product documentation. Select one to read what it does, the mechanism behind it, the data it holds, the state before and after, and what it connects to.
Recurring charge schedules
Monthly maintenance, quarterly security, annual charges and rent, per unit type or size, generated automatically with auto-numbered invoices.
Recurring charge templates per unit type or size generate auto-numbered invoices on schedule (monthly, quarterly, annual).
Charge template, unit, frequency, invoice.
Accounts, Resident records.
Manual per unit.
Invoices for every unit on the 1st.
Invoices, receipts, credit notes
Tax-aware templates, partial payments, adjustments and credit/debit notes, all posting to Accounts.
Tax-aware templates; partial payments, adjustments, credit and debit notes; every document posts to the ledger.
Invoice/receipt number, line items, tax, amount.
Accounts, Documents.
Hand-written receipts.
Consistent, tax-correct documents.
Online payments & pay links
Card, bank transfer and wallet through the gateway, or a pay link on the invoice itself. Payment marks the invoice paid and issues the receipt.
Card, bank transfer and wallet via gateway, or a pay link on the invoice; payment marks the invoice paid and issues the receipt.
Payment, method, reference, receipt.
Gateway, Resident app, Accounts.
Counter only.
Faster collection, less cash handling.
Automatic late fees
Grace period then a flat or percentage late fee per rule, added to the next statement. Consistent, with no manual calculation.
A rule per charge sets grace and a flat or percentage late fee; the fee posts after grace and appears on the next statement.
Rule, grace, fee.
Invoices, Statements.
Waived because unfair.
Consistent late fees.
Arrears aging by unit
Outstanding per unit and owner in 30/60/90-day buckets; a defaulters list for the society office and NOC blocking until cleared.
Outstanding per unit and owner in 30/60/90-day buckets; a defaulters list; NOC and transfer blocked until clear.
Outstanding, oldest invoice, bucket, block flag.
Documents (NOC gate), Manager dashboard.
Arrears unknown.
Aged arrears with enforcement.
Reminders on WhatsApp & SMS
Before due, on due and after, with amount and pay link. Bulk notices for rate changes or annual charges.
Templated WhatsApp/SMS reminders before, on and after due date with amount and pay link; bulk notices for rate changes.
Reminder schedule, template, delivery.
WhatsApp API, SMS.
Residents forget.
Payment before the queue forms.
Transfer & NOC fees
One-off charges raised on ownership transfer or NOC issue, cleared before the document is released.
One-off charges raise on ownership transfer or NOC request and must clear before the document releases.
Charge, trigger, clearance.
Documents, QistFlow transfers.
NOCs issued with dues pending.
Fees collected at the right moment.
Rent & lease billing
Lease terms, deposits, escalations and renewal offers drive recurring rent invoices; deposits settle at move-out against inspection.
Lease terms, deposit, escalation and renewal offers drive recurring rent invoices; deposits settle at move-out against inspection.
Lease, rent, deposit, escalation, inspection.
Accounts, Documents.
Missed renewals.
Proactive lease management.
Owner & tenant portals
Owners see per-property income, expense and distributions; tenants and residents see invoices, pay and download receipts.
Owner login with per-property statements and distributions; tenant login with invoices, payment and receipts.
Statements, distributions, invoices, receipts.
Accounts, Resident app.
Everyone phones the office.
Self-service.
Per-property books
Property-level ledgers and owner distributions for managed portfolios and trust-style accounting.
A ledger per property with owner distributions and trust rules.
Per-property ledger, distributions.
Accounts, Owner portal.
Blended accounts.
Clean owner accounting.
Collections dashboard
Billed vs collected, arrears trend, top defaulting blocks and collection by channel.
Billed vs collected, arrears trend, top defaulting blocks and collection by channel.
Invoices, receipts, arrears.
Insights.
No overview.
A collections picture per block.
Posts to Accounts
Every invoice and receipt is a ledger entry tagged to the society, block or property.
Every invoice and receipt is a ledger entry tagged to the society, block or property.
Journal entries with tags.
Accounts.
Re-keyed into accounting.
Books that agree with billing.
12 modules, switched on per role. Admins configure rules; everyone else sees only what applies to them.
- Recurring Charges
- Invoices & Receipts
- Online Payments
- Late Fees
- Arrears Aging
- Reminders & Notices
- Transfer / NOC Fees
- Lease & Rent Billing
- Owner Portal
- Tenant / Resident Portal
- Per-Property Accounting
- Collections Dashboard
One file, start to finish.
A realistic sequence from the documentation, with the state before and after each step. Names and numbers are illustrative.
Resident app for dues and payment; manager app for arrears and receipts at the counter.
- 01
Define charges
Maintenance PKR 3,500 per month for 5 Marla, PKR 5,000 for 10 Marla; security PKR 1,200; generator recovery per meter reading.
- 02
Invoices run
On the 1st, 3,180 invoices generate and go out on WhatsApp with a pay link. Counter copies print for the office.
- 03
Payments arrive
61% pay online in the first ten days. Counter payments are receipted at the society office and post instantly.
- 04
Reminders
Unpaid invoices get a reminder on the 12th and the 20th; late fees apply after the 25th per the rule.
- 05
Arrears
Block D has 41 units over 60 days. The defaulters list goes to the manager; NOC and transfer are blocked for those units.
- 06
Report
Collections vs billed, arrears trend and channel mix close the month; the ledger already has every entry.
Billing, screen by screen
Click the sidebar to move between the overview, lists, records, boards and the settings that drive the rules. Sample data on real layouts.
Collections
Green Valley Residents’ Society · September · 3,180 units| Unit | Owner | Outstanding | Oldest | Last reminder | NOC |
|---|---|---|---|---|---|
| D-118 | M. Aslam | 48,600 | 94 d | 20 Sep · read | Blocked |
| D-072 | S. Karim | 31,200 | 71 d | 20 Sep · delivered | Blocked |
| E-210 | R. Chaudhry | 17,800 | 63 d | 20 Sep · read | Blocked |
| B-044 | N. Farooq | 9,600 | 35 d | 12 Sep · read | Clear |
Invoices · September
3,180 issued · 2,385 paid · 795 open| Invoice | Unit | Owner | Charges | Amount | Due | Paid | Status |
|---|---|---|---|---|---|---|---|
| INV-2609-0417 | C-14 | Ahsan Raza | Maint · Security · Generator | 11,170 | 10 Sep | 06 Sep · online | Paid |
| INV-2609-0118 | D-118 | M. Aslam | Maint · Security | 6,200 | 10 Sep | — | Overdue 94 d total |
| INV-2609-0072 | D-072 | S. Karim | Maint · Security · Water | 7,900 | 10 Sep | — | Overdue |
| INV-2609-0210 | E-210 | R. Chaudhry | Maint · Security | 6,200 | 10 Sep | Counter · 18 Sep | Paid late · fee 310 |
| INV-2609-0044 | B-044 | N. Farooq | Maint · Security | 6,200 | 10 Sep | — | Reminder sent |
| INV-2609-C01 | COM-01 | Metro Mart | Commercial maint | 24,000 | 10 Sep | Bank · 09 Sep | Paid |
Unit D-118 · M. Aslam
Block D · 10 Marla · owner-occupied · since Mar 2024- 01 SepInvoice INV-2609-0118 issued · WhatsApp delivered
- 12 SepReminder 1 · read
- 20 SepReminder 2 · read · pay link opened, not paid
- 25 SepLate fee applied · 5% · PKR 310
- 26 SepAdded to defaulters list · NOC blocked
- Contact
- +92 300 •••8811
- Charges
- Maint 5,000 · Security 1,200
- Complaints
- 1 open (water)
Arrears by block
Over 60 days · 188 units · PKR 6.4M| Block | Units | Outstanding | 31–60 | 61–90 | 90+ | NOC blocked | Trend |
|---|---|---|---|---|---|---|---|
| A | 412 | 612,000 | 18 | 9 | 4 | 13 | ▼ improving |
| B | 486 | 904,000 | 22 | 14 | 8 | 22 | flat |
| C | 520 | 718,000 | 19 | 11 | 5 | 16 | ▼ improving |
| D | 610 | 2,140,000 | 31 | 24 | 17 | 41 | ▲ worsening |
| E | 580 | 1,190,000 | 20 | 15 | 9 | 24 | flat |
| F | 572 | 860,000 | 17 | 10 | 6 | 16 | ▼ improving |
Recurring charges & late-fee rules
Green Valley Residents’ Society- Maintenance · 5 Marla
- PKR 3,500 / month
- Maintenance · 10 Marla
- PKR 5,000 / month
- Security
- PKR 1,200 / month · all units
- Generator
- PKR 35 / unit · from meter reading
- Grace
- 15 days after due
- Fee
- 5% of invoice
- NOC block
- Any invoice > 60 days
- Transfer fee
- PKR 50,000 · before deed
- NOC
- PKR 5,000 · requires zero balance
- Clubhouse booking
- PKR 15,000 / event
Scheduled to email or exported to Excel and PDF. Every report drills down to the record.
- Billed vs collected by month
- Arrears aging by block and unit
- Collection by channel
- Defaulters list
- Rent roll and lease expiries
- Owner statements
Who uses it, and what each role sees
Access is scoped by role, team and field. A dealer never sees another dealer’s file; an agent never exports the database.
Society manager
Charges, invoices, arrears, defaulters, NOC gate
Counter staff
Receipt entry and printing
Resident / tenant
Invoices, pay link, receipts, balance
Owner (managed property)
Per-property income, expense and distributions
Accounts
Ledger posting and reconciliation
| Module | View | Create / edit | Approve | Export | Configure | Delete |
|---|---|---|---|---|---|---|
| Recurring Charges | OwnOwnAllTeamAll | OwnOwn—TeamAll | ———TeamAll | ———TeamAll | ————All | ————All |
| Invoices & Receipts | OwnOwnAllTeamAll | OwnOwn—TeamAll | ———TeamAll | ———TeamAll | ————All | ————All |
| Online Payments | OwnOwnAllTeamAll | OwnOwn—TeamAll | ———TeamAll | ———TeamAll | ————All | ————All |
| Late Fees | OwnOwnAllTeamAll | OwnOwn—TeamAll | ———TeamAll | ———TeamAll | ————All | ————All |
| Arrears Aging | OwnOwnAllTeamAll | OwnOwn—TeamAll | ———TeamAll | ———TeamAll | ————All | ————All |
| Reminders & Notices | OwnOwnAllTeamAll | OwnOwn—TeamAll | ———TeamAll | ———TeamAll | ————All | ————All |
Own = only records assigned to me · Team = my team’s records · All = the whole organisation. Field-level rules can further hide price, owner or CNIC per role.
Toggle to see how each control changes the posture score. Defaults shown are our recommended configuration.
Every action writes an entry with actor, entity, before and after value and time. Entries cannot be edited or deleted, only exported. Try it: perform an action.
- 12:04:11S. KhanBooked plot 14-C · Billing
- 12:03:48SystemLock acquired · unit 14-C
- 11:58:02A. ButtApproved discount 5% · AP-2291
- 11:41:30H. MalikExported leads (team, 84 rows)
- 11:20:15AdminChanged role: F. Noor → Field agent
- 10:15:07SystemBlocked transfer · GV2-0930 (defaulter)
What happens without anyone clicking
Rules run the routine work. Flo, the AI assistant, handles the parts that need language or judgement, and every AI action is logged.
Automations
- Recurring invoice runs
- Reminders before and after due date
- Late fee after grace
- NOC and transfer blocking
- Renewal offers with escalation
- Ledger posting
Flo in Billing
- Delinquency prediction per unit
- Optimal reminder timing
Outbound WhatsApp uses approved templates. Low-confidence cases escalate to a person.
Connects to anything, not just the list
Every connector in the catalogue, the full REST API and a webhook for every state change. If it has an API, EstateFlow talks to it.
Every connector below is available to Billing. Those most used with it are highlighted; anything not listed connects through the REST API, webhooks or Zapier / Make / n8n.
- Zameen
- Bayut
- Graana
- OLX Property
- Meta Lead Ads (Facebook, Instagram)
- Google Ads lead forms
- TikTok lead forms
- Website forms
- Landing-page builders
- Chat widget
- QR / offline import (CSV, Excel)
- WhatsApp Business API (Meta Cloud API or any BSP)
- SMS gateways (Telenor, Jazz, Zong, Ufone, Twilio)
- Email (SMTP, Gmail, Outlook, SendGrid)
- VoIP / cloud PBX (SIP, Asterisk, Twilio Voice)
- Call tracking numbers
- Push notifications (FCM, APNs)
- Payment gateways (PayFast, Safepay, JazzCash, Easypaisa, Stripe)
- Bank transfer / IBFT references
- Pay links
- Bank statement import (CSV, MT940)
- Bank feeds (Enterprise)
- POS terminals
- QGIS projects (.qgz)
- PostGIS
- GeoServer (WMS / WFS)
- Shapefile, GeoJSON, KML, DXF / CAD import
- Mapbox, Leaflet, OpenLayers clients
- ArcGIS / Esri (Enterprise)
- Satellite imagery providers
- GPS from field devices
- QuickBooks
- Xero
- Sage
- Odoo
- Tally
- SAP / Oracle / Dynamics (Enterprise)
- FBR e-invoicing
- Excel / CSV export for any ledger
- CNIC OCR
- NADRA verification partners
- DocuSign
- Adobe Sign
- PandaDoc
- Google Drive
- OneDrive / SharePoint
- Dropbox
- S3-compatible storage
- Biometric devices (ZKTeco, Hikvision)
- Bank payroll files
- Google Workspace / Microsoft 365 directories
- SSO: SAML, OIDC, Azure AD (Enterprise)
- Boom barriers & RFID
- ANPR cameras
- Smart meters (electricity, water, generator)
- IoT sensors (MQTT)
- Sales-centre kiosks & touch tables
- Digital signage
- Power BI
- Tableau
- Looker Studio
- Metabase
- Zapier
- Make
- n8n
- Google Sheets
- Slack / Teams alerts
- Everything in the UI is available through the REST API: read, create, update, and the same approvals and locks apply.
- Every state change emits a webhook within seconds, with a signed payload and automatic retries.
- Per-organisation API keys with scopes per module; OAuth 2.0 for partner apps; rate limits published per plan.
- JSON over HTTPS, cursor pagination, filtering and sorting on every list endpoint, bulk endpoints for imports.
- Sandbox organisation for testing; OpenAPI 3.1 specification and Postman collection; changelog with versioned endpoints (/v1).
- /v1/charges
- /v1/invoices
- /v1/receipts
- /v1/units
- /v1/leases
- /v1/arrears
- /v1/late-fee
- /v1/pay-links
Each resource supports list, get, create, update and (where allowed) delete, with the same permissions and approvals as the UI.
/v1/invoices/{id}/paymentsRecord a counter or gateway payment
/v1/units/{id}/balanceOutstanding balance for a gate or NOC system
/v1/charges/runTrigger a billing run
curl https://api.estateflow.live/v1/invoices/{id}/payments \
-H "Authorization: Bearer ef_live_•••" \
-H "Content-Type: application/json"- invoice.issued
- invoice.paid
- invoice.overdue
- late_fee.applied
- noc.blocked
- noc.cleared
- lease.expiring
Every state change in every product emits an event. Subscribe per event type, per project or for the whole organisation. Signed with HMAC-SHA256, retried with backoff for 24 hours, replayable from the dashboard.
POST https://your-server.example/estateflow
X-EstateFlow-Signature: sha256=3c9a…12ff
Content-Type: application/json
{
"id": "evt_01J8Z6M9QK",
"type": "booking.created",
"occurred_at": "2026-09-06T07:04:12Z",
"organisation": "green-valley",
"data": {
"booking_id": "BK-2026-0417",
"unit": { "id": "14-C", "project": "phase-2", "block": "C", "size": "10 Marla" },
"customer": { "id": "c_88112", "name": "Ahsan Raza" },
"plan": "36m-cat-b",
"net_price": 4441250,
"agent": "u_0142",
"dealer": "d_al-noor"
}
}Connected EstateFlow products
- AccountsBooks that post themselves from bookings, receipts and purchases.
- Complaints & MaintenanceEvery complaint a ticket, every asset on a schedule, every visitor logged.
- QistFlowThe plot-file payment engine: schedules, reminders, recovery, transfers.
- Agent & Buyer AppsThe CRM in the agent’s pocket. The scheme in the buyer’s.
- Documents & ContractsAgreements, deeds and receipts that generate themselves, signed with a trail.
Billing runs standalone or with the rest of the suite on the same database. Quotes are per organisation, based on users, plots and files.
- Demo on your own data
- Data migration from spreadsheets or your current system
- Onboarding and WhatsApp template approval
About Billing
01 Can residents pay without visiting the society office?
Yes. Invoices carry a pay link for card, bank transfer or wallet, and the resident app shows outstanding dues with one-tap payment. Counter payments are still supported and receipted.
02 How do late fees and NOC blocking work?
A rule per charge sets the grace period and fee. Units over a threshold appear on the defaulters list and are blocked from NOC or transfer until cleared, which the Documents module enforces.
03 Is this the same as QistFlow?
No. QistFlow handles installment plans on plot sales. Billing handles recurring charges after possession, rent and service invoices. Both post to Accounts.
See Billing on your own data.
A 45-minute demo on your own data. We load a sample of your inventory and files before the call, so you see your plots, your plans and your numbers, not a sample scheme.
- One block of your scheme digitised on the live map
- A booking → schedule → WhatsApp reminder, end to end
- A file transfer with the lock and dues check
- A rollout order and a written quote within two days