See which PG beds are free and who still owes rent, without opening three sheets.
Paying Guest Management System is PG management software that holds every bed, tenant, deposit, and the month’s rent and food bill on one record. You allot a guest to a bed that is genuinely free. The monthly bill builds itself out of the stay. On the 6th, the list of who has not paid is already waiting for you. For a student hostel it works the same way, as hostel management software.
- Blocks, floors, room types and sharing rates entered as your building stands
- Tenant list, deposits held and pending rent moved in with you
- Wardens are taught it, and your questions go to one desk
What goes wrong before the software.
How the work flows through it, step by step.
- 1
A student asks for a double-sharing bed
She wants it from the 1st. Free beds are checked by block and room type, one is held, and the booking confirmation goes out.
- 2
Check-in day
Her ID proof and police verification form are stored against her record. The deposit, the agreed rent, the food plan and the condition of the room are noted, with the date on them. That note is what settles the argument eleven months later.
- 3
The bill on the 1st
It is built from the bed’s rate, the food plan and any extra charges. Nobody assembles it line by line.
- 4
Reminders and collection
A rent reminder goes before the due date and another after it. UPI and cash payments are marked against the bill, so the pending list shrinks as the money comes in.
- 5
The tap in 204 is leaking
It is logged as a request and given to staff or to a plumber. Cleaning tasks are assigned the same way, and anything still open stays visible.
- 6
Notice, move-out, re-let
When she gives notice, the room is inspected against that check-in note and the deposit is settled with any deduction written down. The bed shows free again once it has been cleaned.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Room and bed allocation
Your building set up as it is: blocks, floors, room types, rooms, and beds. Each bed shows who is in it, from when, and at what rate.
Learn moreBookings and availability
See free beds by block and sharing type, hold a bed for a new tenant, and send a confirmation. No double-booking of the same bed.
Learn moreTenant records
One record per tenant with contact details, emergency contact, agreement, rent, deposit, and stay history. A new warden sees the full picture on the first day.
Learn moreCheck-in and check-out
Dated notes on the room’s condition at joining and leaving, with the deposit taken and the deposit returned recorded against each.
Learn moreTenant KYC and police verification
ID proofs, agreements, and police verification forms stored against the tenant, with a flag on anyone whose papers are still pending.
Learn moreRent and food billing
The monthly bill combines rent, the food plan, and extras such as laundry or electricity. Discounts and one-off charges go on the same bill.
Learn morePG rent collection
Payments by UPI, bank transfer, or cash are marked against each bill. The dues list shows who has paid, who has part-paid, and who has not.
Learn moreRates by room type
Set different rents for single, double, and triple sharing, and for the older and newer blocks. Rate changes are kept with their dates.
Learn moreMess and kitchen
Record each tenant’s food plan and preferences, and keep track of the kitchen’s provisions so the cook knows what to buy.
Learn moreComplaints and maintenance
Tenants’ repair requests logged, assigned to staff or a vendor, and closed with a note. Recurring problems in one room become easy to spot.
Learn moreVisitors
Guests registered at the gate with name, phone number, the tenant they are visiting, and how long they stay.
Learn moreRent reminders for tenants
Rent reminders, notice confirmations, and general announcements sent to tenants, instead of typed out one by one on WhatsApp.
Learn moreOne system, each person sees their part.
Owner
Occupancy and dues across every property, the month’s collection against what was billed, and which beds have been empty the longest.
Warden or manager
Today’s check-ins and move-outs, free beds to offer an enquiry, pending papers, and open complaints for their building.
Accounts
Bills raised, payments received, deposits held, and deposits refunded, ready to hand to the accountant for Tally.
Kitchen in-charge
Head count by food plan for each meal and the provisions running low.
The numbers the owner asks for.
- Occupancy by property, block, and room type, bed by bed
- Rent pending after the due date, with how long each has been pending
- Monthly collection against billing, split into rent and food
- Deposits held, and deposits due for refund this month
- Tenants with ID proof or police verification still pending
- Beds free for more than a set number of days
- Open maintenance requests by room and by age
Who this is built for.
- PG owners with one building who have outgrown the notebook and the rent sheet
- Owners running several PGs across areas who want one view of every bed
- Ladies’ and gents’ PGs that include food in the rent
- Student hostels near colleges run on a per-bed basis
- Co-living operators who let rooms by the bed rather than by the flat
- Property managers running PGs on behalf of building owners
When it is not the right choice.
- If you let a handful of whole rooms to long-term tenants, a simple rent register or spreadsheet will serve you well.
- It is not a booking portal. It will not list your rooms on property websites or bring you tenants.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Tally
- SMS
- UPI and payment gateways
SAM Atithi Pavathi: bed-level occupancy as the source of truth
PG management software where allocation, rates and invoices all derive from bed-level occupancy, instead of being maintained in parallel spreadsheets.
Questions owners ask before a demo.
Does the PG management software track occupancy by bed or by room?
By bed. A triple-sharing room is three beds, each with its own tenant, rate, and dates. That is how PGs actually sell space, so a room with one empty bed shows up as available.
Can rent and food be on one bill?
Yes. The monthly bill combines rent, the food plan, and any extra charges such as laundry or electricity. Tenants see one total and you see one figure per tenant.
Can it store police verification and ID proofs?
Yes, as records against each tenant. You upload the ID proof and the verification form and mark their status, and the system flags tenants whose papers are pending. The verification itself is still done with the police station.
Does it post to Tally for PG accounting?
Not by itself. Bills, receipts and deposits come out as Excel or PDF reports your accountant can bring into Tally. If you want them pushed into Tally directly, that is scoped at set-up.
Can you move our existing tenants and dues from Excel?
Yes. Your sheets or registers give us tenants, beds, deposits and pending rent before go-live. You check the imported figures before anyone starts using it.
Is there a PG management app the warden can use on a phone?
Yes. It runs in a browser, so the warden can check free beds, log a complaint, or mark a cash payment from a phone. There is nothing to install.
Can it work as hostel management software for a college hostel?
Yes. A hostel is set up the same way, as blocks, rooms, and beds, with the mess plan on each student’s bill. Owners with several PGs or hostels see occupancy and dues for all of them on one screen.
Who owns the tenant data?
You do. Tenant records, bills and documents belong to your business. Reports export to Excel or PDF whenever you want them, and a full handover copy is covered in the proposal. Staff logins see only the properties and screens you allow.
How much does it cost?
No price is published. Cost depends on the number of properties and what has to change for you, so you get a demo first and a written proposal before any work starts.
I have only one small PG. Do I need this?
Perhaps not yet. If you run a few rooms and collect rent yourself, a register and a spreadsheet may be enough. Let the free technology audit answer that, and decide afterwards.
Businesses that use this.
Related products.
See Paying Guest Management System with your own data.
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