Vendor and AMC management for societies
Every contract, document and expiry in one register that warns you in advance, and a performance record built from the work vendors actually delivered.
Society vendor management keeps a vendor master with KYC documents, AMC contracts with advance renewal alerts, purchase order and invoice tracking, and performance ratings built from work order completion and SLA compliance.
Stop discovering expired AMCs the hard way
The standard way a society discovers that its lift AMC expired four months ago is that a lift stops and the vendor mentions it while quoting for the repair. The contract was signed by a committee two terms ago, the file is in a cupboard, and nobody was tracking the date because tracking dates was nobody’s job.
The same failure repeats across every contract and document a property depends on: fire equipment AMC, DG servicing, housekeeping contract, pest control, the security agency’s licence, the lift operator’s insurance. Each has an expiry, and expiry is a date nobody thinks about until it has passed. The people who signed are rarely the people in office when it lapses.
Tracking AMC renewal dates before they lapse
Each AMC contract records its scope, period, value, payment schedule, included visit frequency and notice period. The renewal alert fires with enough lead time to actually negotiate — configurable, commonly sixty or ninety days. Sixty days out, a committee can still compare quotes; the day a lift stops, the vendor is quoting with leverage.
Contracts link to the assets they cover, which is what lets a work order on a lift know it falls under an AMC, and lets a committee see at a glance which equipment is covered and which is not. The uncovered list is usually a surprise.
The vendor master: KYC, bank details and every document that expires
Vendor master with KYC documents
One record per vendor with GSTIN, PAN, bank details, registered address and contacts, and the documents attached — registration, licences, insurance, police verification for agencies supplying people. Onboarding a vendor means completing this rather than exchanging a quotation over WhatsApp.
Because bank details live here rather than in a message, payment fraud through a changed account number becomes considerably harder. A change to vendor bank details is a recorded, attributable change.
Compliance document expiry tracking
Licences, insurance, registrations and police verifications each carry an expiry and alert before it. For agencies supplying staff onto the property, a lapsed licence is a genuine liability rather than an administrative slip.
The dashboard shows what is expiring in the next ninety days across every vendor — the single view that prevents the whole class of failure this module exists for.
Paying only for work that happened
Purchase order and invoice tracking
Work is authorised by a purchase order against an approved budget head, and the vendor invoice is matched against it before approval. That match is where over-invoicing is caught — a quarterly AMC invoice for visits that the work order record shows did not happen.
Approval routes according to the delegation the committee has set, so spending above a threshold requires the treasurer or a resolution rather than one person’s say-so. An approved invoice posts to the ledger against the right expense head and period.
Payment history per vendor
Everything paid to a vendor across contracts, POs and ad-hoc work, over time. It answers the annual question of how much the society actually spends with any one supplier — frequently more than the committee assumes, because it is spread across several heads.
TDS deducted per vendor is tracked here too, which makes the quarterly return and the vendor’s certificate straightforward rather than an exercise in reconstruction.
Vendor performance ratings built from the work, not from memory
A scorecard built from operational data rather than opinion: work orders completed on time, SLA breaches, tickets reopened after the vendor closed them, and resident ratings where residents saw the work. Helpdesk tickets routed to an AMC vendor and work orders raised on their assets feed it automatically, so nobody is asked to rate a vendor from memory at renewal time.
This is what changes a renewal conversation. A committee saying the plumbing contractor is unresponsive is offering an impression; one presenting eleven months of first-response times is presenting a case.