Looking for the Best ERP for housing societies? Here’s a 360°review of Mygate ERP

A first-hand review of how Mygate handles accounting, audits, governance, and scale compared to other society management platforms.

For most treasurers, the bulk of work lies in the unglamorous parts of running a community. Drafting invoices, chasing dues, matching bank statements, and keeping vendor payments on track are repetitive yet critical tasks. Over the years, many committees have had to lean on multiple software tools to keep these processes under control, moving across platforms like Mygate, Adda, ApnaComplex, NoBrokerHood, and others.

We are going to review today. In the past, the platform was often used only for security and visitor management. But with the launch of its ERP module, many societies are revisiting the platform. Initial scepticism has given way to recognition that it has moved well beyond its earlier positioning. What follows is a closer look at where Mygate ERP stands today, the strengths it brings to accounting and governance, and the areas that still need refinement.

Invoicing and Billing

For a treasurer, invoicing is never just about raising bills. It requires audit-friendly numbering, different flows for maintenance, rentals, and vendor bills, and the ability to generate invoices in bulk for hundreds of units. Clear late fee and penalty rules are essential, and exports must land in formats that fit smoothly into external accounting systems. 

In Mygate, the invoicing module covers both member and non-member invoices, bulk posting is supported, and invoice numbering is configurable. Penalty rules flow into the next cycle automatically, while reminders are triggered without manual intervention. In practice, invoices populate unit details and arrears consistently. When exported, the files import smoothly into accounting tools without any cleanup. This kind of reliability is exactly what auditors expect.

Other platforms run invoicing through tracker-style modules. Bulk posting is visible and simple from the dashboard, which reduces training requirements for committee members. Fields such as unit numbers and arrears populate correctly, even at scale, and documentation often provides a clear step-by-step flow. However, unlike Mygate, deeper controls around numbering, metadata, and export formats are not always treated as core priorities.

Payments and Receipts

Payments are at the heart of a society’s finances. Treasurers need multiple collection modes with predictable settlement timelines, instant receipts for residents, and accurate ledger entries for both vendor settlements and bulk payouts.

In Mygate, payments cover UPI, cards, and net banking with instant receipts visible to residents and admins, along with features such as split payouts and virtual accounts.  Beyond collections, Mygate also supports split payouts and virtual accounts, which help reduce transaction fees. Vendor settlements reflect correctly in the payables ledger, and audit trails clearly distinguish between initiation, settlement, and clearance. This level of financial discipline is closer to professional accounting software than what is typically seen in community ERP platforms.

Other platforms integrate with payment gateways to make collections straightforward. Receipts usually appear instantly for residents, and admins can track settlement status on their dashboards. This simplicity ensures quick adoption even for committees with limited technical expertise. But payout accuracy and split settlements are less emphasised in their design and documentation, which can leave treasurers with more manual reconciliations to manage.

Bank Reconciliation and Clearance Dates

Reconciliation is one of the most time-consuming recurring jobs for treasurers. Cheque delays, settlement lags from payment gateways, and manual posting errors are all common issues. A strong reconciliation tool must highlight mismatches, capture the correct clearance dates, and allow clean reversals without damaging the ledger.

Mygate documents a structured reconciliation process that closely resembles professional accounting workflows. Treasurers can upload bank statements, map fields, and match entries with precision. Importantly, the system records the actual clearance date from the bank, not just the posting date. This means reconciliation reports mirror the bank statement exactly, even when settlements arrive days later. The platform also supports multiple bank file formats, which reduces the friction usually faced during imports. For treasurers handling both cheques and digital payments, this precision saves significant time during audits.

Other platforms provide a simpler reconciliation flow. Admins can select a date range, tick off transactions, and generate reports in auditor-friendly formats. The process is easy to follow and works well for volunteer committees. However, clearance dates are not always emphasised as explicitly, which can leave treasurers resolving mismatches manually at the end of each cycle.

Chart of Accounts, Journal Entries, and Audit Trail

Treasurers and auditors expect a flexible chart of accounts, the ability to post journal entries with narrations, approval flows for adjustments, and an immutable audit trail that records every change with user identity and timestamp. Without this, committees are forced to rely on patchy exports and external tools, which auditors then spend hours reconciling.

In Mygate, the chart of accounts is structured to align with auditor trial balances. Journal entries can be posted with narrations, and the system records the who, when, and why of every change. Trial balance reports and other outputs are exportable in auditor-friendly formats, meaning fewer reformatting steps and fewer opportunities for mistakes. Both treasurers and auditors can often use Mygate reports directly, without needing to clean them up in third-party tools.

Other platforms provide general ledger, cash, and bank modules, which cover the everyday needs of societies. For deeper accounting, committees are often routed into separate accounting products or extensions. This split works for smaller RWAs because the core console remains easier to learn, but it also means advanced accounting doesn’t always exist within the same ERP workflow. Treasurers needing audit-grade detail often find themselves switching back and forth between two systems.

Reporting for Audit and Compliance

For treasurers, reports are not just about visibility. They are the final layer that auditors scrutinise. Ageing reports, ledgers, GST and TDS summaries, and compliance-ready exports are essential. With government mandates on e-invoicing increasing, committees also need the ability to push invoices directly to government systems, handle cancellations, and reconcile them without manual rework. If these reports don’t line up with invoices and bank totals, year-end audits quickly turn into crisis management.

Mygate includes compliance-focused reporting as part of its ERP core. GST and TDS reports are built in, and exports are already formatted to fit directly into auditor accounting packages. This saves treasurers from having to restructure CSVs or PDFs before submission. In practice, it eliminates one of the biggest audit pain points: reconciling tax filings with society books. By the time auditors step in, reports from Mygate are already structured to their expectations.

Other platforms approach compliance differently. Many include tracker modules that allow admins to push invoices directly into government e-invoicing systems, manage cancellations, and reconcile them back to society accounts. This flow is effective in reducing manual work for treasurers who operate under strict e-invoicing mandates. However, it doesn’t always prioritise GST and TDS reporting in the same depth, which means treasurers still end up making adjustments before the auditor handover.

Roles and Permissions

In larger societies, governance depends heavily on who can post, approve, or even view information. Treasurers and auditors expect strict segregation of duties, predefined templates for common roles, and audit logs that show exactly when and how permissions were changed. Without this level of control, accountability becomes blurred as committee members rotate.

In Mygate, permissions can be toggled down to the smallest action, from read-only rights to full posting privileges across modules. Templates for typical positions like Treasurer, Auditor, or President come preconfigured, reducing setup effort. Every modification is logged in an immutable trail, so if there’s ever a privilege escalation or emergency override, the system preserves exactly who made the change and when. This level of detail ensures governance holds up even in large, complex RWAs where multiple people cycle through roles.

Other platforms design access control with smaller, volunteer-led setups in mind. Roles for finance, amenities, or communication are simple to assign, and committees can onboard quickly without formal training. Permission changes are visible, but the audit logs for role modifications are often less detailed. For small teams, this lightweight structure works well, but in larger societies it risks leaving gaps in accountability.

Maker-Checker Approvals

Approvals form the backbone of financial governance. They ensure that no bill, vendor contract, or journal entry passes unchecked. Treasurers and auditors look for workflows that support multi-level approvals, value thresholds, and end-to-end linkage from purchase order to payout.

In Mygate, bills, purchase requests, and payments can be raised by one person and routed to another for approval before they post, with the full trail preserved for review. Vendor quotes are stored and tied back to requests, approvals are logged with complete metadata, and the entire trail from purchase order to final settlement is visible to admins and exportable for auditors. This creates tamper-proof workflows, which become particularly important in large RWAs where committees change hands frequently.

Other platforms support approvals through their admin consoles or additional accounting modules. Bills can be reviewed, comments added, and approvals enforced before payments are processed. The essentials are covered, but deeper controls such as threshold-based multi-level approvals or seamless linkage from purchase orders through to payments tend to sit outside the default ERP experience.

Vendor and Contract Management

Vendors are central to community operations, covering everything from security and housekeeping to lift maintenance and landscaping. Managing them well requires more than paying bills. It involves storing contracts, tracking renewals, monitoring SLAs, and preserving a record of performance and disputes.

In Mygate, each vendor record can include KYC documents, tax IDs, and SLA details alongside basic information. Purchase requests link to vendor quotes, approvals flow into purchase orders, and bills tie directly to the vendor record. Contracts can be uploaded with renewal reminders, ensuring committees never miss an expiry date. SLA dashboards give committees visibility into vendor performance, enabling data-driven evaluations instead of anecdotal judgments.

Other platforms include vendor management as part of their operations or accounting modules. Bills can be assigned to vendors, recurring payments set up, and ledgers maintained. This ensures continuity of payments but does not always highlight contract lifecycle management or SLA tracking as core features. For larger RWAs, this can limit visibility into vendor accountability over time.

Committee Workflows

The efficiency of committee operations often determines whether an ERP succeeds or fails. For treasurers, this includes structured meeting agendas, approvals tied to minutes, attendance tracking, and secure storage of sensitive documents. Without these, committees drift back to WhatsApp groups and scattered email threads, leaving auditors with incomplete records.

In Mygate, agendas can be built directly within the platform, and approvals can be linked back to agenda items. Minutes are stored alongside key financial decisions, such as payouts or vendor selections. Attendance is logged automatically, and documents are stored securely, with clear separation between records that are meant for residents and those reserved for the committee. This prevents accidental leaks of sensitive files and maintains a structured link between meetings, decisions, and financial actions. For auditors, this means governance is backed by an auditable trail instead of fragmented communication.

Other platforms offer collaboration features for committees in simpler formats. Minutes can be recorded, tasks assigned, and communication tracked within the platform. The focus is on making it easy for volunteer-led committees to use. However, approvals are not always tightly bound to meeting records, and document privacy controls tend to be less rigorous. This keeps things approachable for smaller societies but can fall short of audit-level governance requirements. 

Scaling from 200 to 2,000 Units

What works for a 200-unit society can quickly fall apart at 2,000 units. As societies grow, treasurers face role sprawl, reporting delays, and transaction bottlenecks. Invoices, receipts, payouts, and reconciliations need to be processed reliably even under heavy load, and vendor support must stay responsive during high-volume crunches such as month-end.

Mygate is explicitly designed for scale. Documentation supports bulk CSV imports with thousands of records, large-batch invoicing, and reconciliation queues that handle heavy transaction loads without lag. Guidance is also provided for handling file size limits and chunking data, which becomes essential at very high volumes. Mygate’s track record includes large RWAs, and its product commitments cover throughput and support SLAs during peak periods. For treasurers, this translates into predictable performance at the moments when reliability is most critical.

Other platforms scale reliably for small and mid-sized RWAs and provide smooth onboarding. Committees with a few hundred units usually find the tools adequate for their needs. At very large scales, however, the product documentation does not always foreground throughput guarantees or performance boundaries. Committees often rely on support interactions to understand the limits, which works in practice, but does not carry the same enterprise-level assurance.

Failure Handling

Real-world governance is tested in moments when things go wrong: an approval is revoked midway, a reconciliation needs to be undone, a contract is revised after payouts, or two admins edit the same record simultaneously. These edge cases reveal whether an ERP has been built with a strong backbone or whether it relies on workarounds.

Mygate anticipates and manages these scenarios. If a role is revoked after an approval, the audit trail still preserves the identity and timestamp of the original approver. Undoing a reconciliation keeps the ledger consistent instead of creating phantom entries. Contracts can be versioned without orphaning linked payments, ensuring continuity for auditors. Even when two admins edit simultaneously, the system resolves the conflict predictably while logging both attempts. These safeguards are subtle but critical, as they demonstrate the platform’s ability to withstand governance pressure without breaking integrity.

Other platforms cover the basics of failure handling. Approvals and role changes are logged, and reconciliations can be undone, but consistency often depends on the diligence of the admin making the changes. Contract versioning and conflict resolution are less emphasised in documentation, leaving some uncertainty about how these scenarios are handled under stress.

Most platforms serving RWAs digitise routine tasks well. They make billing, collections, and committee work manageable, which suits smaller communities. But Mygate clearly seems shaped around the needs of treasurers and auditors. Clearance-date reconciliation, audit trails, maker-checker approvals, and contract-linked vendor records are treated as standard, not optional. These features make audits faster and governance steadier as societies grow.

The difference from other platforms like Adda & NoBrokerhood becomes clear during handovers and external reviews. Committees using Mygate leave behind records that remain intact under scrutiny, something lighter tools struggle to guarantee when scale or accountability increase.

By Sruthi Vedula, COO, SoftwareDekho.