SAM Atithi Pavathi runs every block, bed and bill from one system.
Who's in which bed, who's paid rent, who's paid for food — all of it lived in spreadsheets and someone's memory. We replaced that with a system that knows the answers, so the team stopped rebuilding them every month.
- Client
- SAM Atithi Pavathi
- Sector
- Paying guest accommodation
- Engagement
- PG management software
The problem
Running a PG by hand works fine until it doesn't. Every job below rested on somebody remembering to update a sheet — and people forget, especially at month end.
Bills raised by hand
Every invoice was built by hand. Slow to produce, and easy to get a number wrong that someone would query later.
Rent and food collection
Rent and food were billed separately, so working out who owed what became a job in itself, every single month.
Occupancy and vacating
Move-ins and move-outs got written down afterwards, so the occupancy figure was always slightly out of date — usually in the wrong direction.
Room and bed allocation
Putting a new guest in a bed meant cross-checking two or three sheets instead of just looking at what was free.
Scattered guest information
The same guest existed in three places with three slightly different phone numbers, and nobody could say which was right.
Time lost to admin
Hours that should have gone to looking after guests went into paperwork instead — and the delays quietly cost money.
What we built
We shaped the software around how this PG already worked — its blocks, its room types, its own billing rules — rather than asking the team to change how they run the place to suit the software.
Room allocation
You can see what's actually free and put someone in it. Occupancy becomes something you manage, not something you estimate.
Billing and invoicing
Invoices build themselves from what the system already knows, so they go out on time and the numbers hold up when a guest questions them.
Guest management
One record per guest — check-in, requests, preferences. No more three versions of the same person.
Rate card management
Rents are set per block and room type, so a bed in the newer block can cost what it should.
Rooms and beds
Availability is tracked bed by bed, so you can see at a glance where the empty space is.
Vacating
Vacating follows an actual process, so a room gets cleaned and re-let instead of sitting empty because nobody knew it was free.
Reporting and analytics
Occupancy, revenue and feedback are there to read, instead of being reconstructed from memory at the end of the month.
The result
Manual tasks were automated
Nobody re-types guest details or rebuilds invoices any more, which removed a steady source of small errors.
Occupancy was managed properly
Filling beds got straightforward, and fewer of them sat empty without anyone noticing.
Revenue collection tightened
Billing matched what was actually provided, so less money fell through the gap between service and payment.
Staff time went back to guests
The hours that used to go on admin went back to the guests.
The problems that came with running a PG on spreadsheets left along with the spreadsheets. What the team has now is something they can trust on a busy morning.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
- No obligation
- We reply the same working day
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