SAM Atithi Pavathi runs every block, bed and bill off one record.
Occupancy, rent and food charges each lived in their own spreadsheet, updated by hand after the fact. That means the answer to "who is in which bed, and what do they owe" was not stored anywhere — it was reconstructed, monthly, by a person. We made the bed the atomic unit of the system and derived everything downstream from it.
- Client
- SAM Atithi Pavathi
- Sector
- Paying guest accommodation
- Engagement
- PG management software
The problem
Every task below depended on somebody remembering to update a sheet after the event. That holds up until month end, when the whole reconstruction cost arrives at once.
Invoices assembled by hand
Every bill was built manually — slow to produce, and easy to get a number wrong that a guest would query later.
Two billing streams, no single total
Rent and food were billed separately, so working out what any one guest actually owed became its own monthly job.
Occupancy recorded after the event
Move-ins and move-outs were written down later, so the occupancy figure was always behind — usually in the direction that costs money.
Allocation required reconciling sheets
Putting a new guest in a bed meant cross-checking two or three sources instead of reading one.
The same guest in three places
One guest existed as three records with three slightly different phone numbers, and nobody could say which was current.
Hours spent maintaining the record
Time that should have gone to looking after guests went into keeping the paperwork upright — and the delays cost money quietly.
What we built
We modelled the property as it physically exists — blocks, room types, rooms, beds — and made the bed the unit of allocation. Rates, invoices and occupancy are then derived from that record rather than maintained alongside it, which is what stops them drifting apart.
Allocation against live availability
You place a guest into what is genuinely free. Occupancy becomes a number you manage rather than one you estimate.
Invoices derived, not assembled
Bills are generated from what the system already knows about the stay, so they go out on time and hold up when a guest questions a line on them.
One identity per guest
Check-in details, requests and preferences all attach to a single guest record instead of three partial copies.
Rates by block and room type
Rent is configured against the actual property structure, so a bed in the newer block can be priced as what it is.
Availability tracked bed by bed
Empty space is visible at the level it is actually sold, rather than inferred from room-level counts.
Vacating as a defined process
A vacated room moves through cleaning to re-let, so it stops sitting idle because nobody knew it had come free.
Occupancy and revenue read, not rebuilt
Reporting comes off live records instead of being reconstructed from memory at the end of the month.
The result
Re-keying eliminated
Nobody retypes guest details or rebuilds invoices, which removed a steady background source of small errors.
Occupancy managed rather than estimated
Filling beds became straightforward, and fewer of them sat empty without anyone noticing.
Billing matched service delivered
Invoices reflected what was actually provided, so less revenue fell through the gap between the service and the payment.
Staff time went back to guests
The hours that used to go on admin returned to the people paying to stay there.
The problems that came with running a PG on spreadsheets left along with the spreadsheets. What the team has now is a record they can trust on a busy morning, without a reconciliation pass first.
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
- Your details stay private