Vidya Vardhaka Educational Trust
One student record across three campuses and 4,200 students
Four disconnected systems were replaced by a single School ERP, ending duplicate data entry and freeing two full-time…
94%
Collection rate
-85%
Audit time
2.4 days
Complaint resolution
81%
App adoption
The challenge
The association managed 640 flats with a paper visitor register at the gate, a shared spreadsheet for maintenance dues, and a messaging group for complaints.
Collection was running at 71 percent because nobody could reliably say who had paid. Residents distrusted the accounts because there was no way to verify them. The annual audit took six weeks of committee evenings, and every committee handover lost knowledge that existed only in one treasurer's head.
Collection was running at 71 percent because nobody could reliably say who had paid. Residents distrusted the accounts because there was no way to verify them. The annual audit took six weeks of committee evenings, and every committee handover lost knowledge that existed only in one treasurer's head.
What we built
We deployed GateBook ERP in three phases so the committee was never overwhelmed.
Phase one covered the gate: digital passes, resident approval by phone, and a searchable visitor log. Security staff were trained on site over three days, with printed reference cards in both English and Kannada.
Phase two moved billing onto the platform. Historical dues were migrated and reconciled against bank statements before go-live. Invoices are now raised automatically on the first of the month with reminders at seven and fourteen days.
Phase three added complaint ticketing with escalation, and the accounting module that produces audit-ready statements on demand.
Phase one covered the gate: digital passes, resident approval by phone, and a searchable visitor log. Security staff were trained on site over three days, with printed reference cards in both English and Kannada.
Phase two moved billing onto the platform. Historical dues were migrated and reconciled against bank statements before go-live. Invoices are now raised automatically on the first of the month with reminders at seven and fourteen days.
Phase three added complaint ticketing with escalation, and the accounting module that produces audit-ready statements on demand.
The results
Collection rose from 71 percent to 94 percent within two billing cycles, without any change to the enforcement policy — residents simply had a clear statement and a working payment link.
The following annual audit closed in nine days rather than six weeks. Complaint resolution time dropped from an untracked average to a measured 2.4 days.
The committee handover in the following year took one afternoon.
The following annual audit closed in nine days rather than six weeks. Complaint resolution time dropped from an untracked average to a measured 2.4 days.
The committee handover in the following year took one afternoon.
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