SAM Atithi Pavathi runs every block, bed and bill from one record.
Occupancy, rent and food charges each lived in their own spreadsheet, updated by hand after the event. The answer to who is in which bed and what each guest owes was not stored anywhere and had to be reconstructed every month. The system treats the bed as the basic unit, and everything downstream is derived from it.
- Client
- SAM Atithi Pavathi
- Sector
- Paying guest accommodation
- Engagement
- PG management software
The problem
Each task below depended on somebody updating a sheet after the event. That holds until month end, when all the reconstruction work arrives at once.
Invoices assembled by hand
Every bill was built manually. That was slow, and a wrong figure could draw a query from the guest later.
Two billing streams, no single total
Rent and food were billed separately, so working out what one guest owed was a monthly task of its own.
Occupancy recorded after the event
Move-ins and move-outs were written down later, so the occupancy figure always lagged.
Allocation required reconciling sheets
Placing a new guest in a bed meant cross-checking two or three sources.
The same guest in three places
One guest existed as three records with slightly different phone numbers, and it was unclear which was current.
Time spent maintaining the record
Staff time went into keeping the paperwork consistent, and delays carried a cost.
What we built
The property is modelled as it physically exists: blocks, room types, rooms and beds. The bed is the unit of allocation, and rates, invoices and occupancy are derived from that record and not maintained beside it. That stops the figures drifting apart.
Allocation against live availability
A guest is placed into a bed that is free. Occupancy is managed as a number and is not estimated.
Invoices derived, not assembled
Bills are generated from what the system already holds about the stay, so they go out on time and match the stay.
One identity per guest
Check-in details, requests and preferences attach to a single guest record and not to three partial copies.
Rates by block and room type
Rent is configured against the property structure, so a bed in a newer block can be priced as such.
Availability tracked bed by bed
Empty space is visible at the level at which it is sold and is not inferred from room counts.
Vacating as a defined process
A vacated room moves through cleaning to re-letting, so it does not sit idle unnoticed.
Occupancy and revenue read, not rebuilt
Reports come from live records and are not reconstructed at the end of the month.
The result
Re-keying removed
Guest details are not retyped and invoices are not rebuilt, which removed a steady source of small errors.
Occupancy managed, not estimated
Filling beds became straightforward, and fewer beds sat empty unnoticed.
Billing matched to service
Invoices reflect what was provided, so less revenue falls between the service and the payment.
Staff time returned to guests
Hours that went on administration moved back to looking after guests.
The spreadsheet problems of running a PG ended with the spreadsheets. The team now has a record it can use on a busy morning without a reconciliation pass first.
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