One connected record for beds, tenants, deposits and monthly bills.
Hold every bed, tenant, deposit, and the month’s rent and food bill on one record. Allot a guest to a bed that is genuinely free, and the monthly bill builds itself from the stay. On the due date, the list of who has not paid is ready. It works the same way for a student hostel.
- Blocks, floors, room types and sharing rates entered as your building stands
- Tenant list, deposits held and pending rent migrated with you
- Wardens trained, with questions handled by one desk
Every bed, tenant, deposit and month’s bill sits on one record in this Paying Guest Management System. GullySystem sets it up around your blocks, sharing types and rates. PG owners, property managers and co-living operators allot guests to beds that are free, and the monthly rent and food bill builds from the stay. Dues lists are ready on the due date.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Booking
Check free beds by wing and sharing type, hold one for the guest against a token advance, and send a booking confirmation with the check-in date and the house rules.
- 2
Check-in
Store the ID proof and police verification form against the tenant’s record. Note the caution deposit, agreed rent, food plan and condition of the room, cot and cupboard with the date.
- 3
Monthly bill
The bill is built from the bed’s rate, the mess plan and any extra charges, such as laundry, geyser or Wi-Fi, so that nothing is added by hand.
- 4
Reminders and collection
A rent reminder goes before the due date and another after it. Transfers and cash payments are marked against the bill, so the pending list shrinks as money arrives.
- 5
Maintenance
Log a repair request, such as a leaking tap or a dead fan, and assign it to staff or a vendor. Cleaning tasks are assigned the same way, and open items stay visible.
- 6
Notice and move-out
On notice, inspect the room against the check-in note and settle the deposit with any deduction recorded. The bed shows free again once the housekeeper has cleaned it.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Room and bed allocation
Set up wings, floors, room types, rooms and cots. Each bed shows who is in it, from when and at what rate, and which beds fall vacant at the month’s end.
Learn moreBookings and availability
See free beds by wing and sharing type, hold a bed for a new tenant against a token advance and send a confirmation, with no double-booking of a single cot.
Learn moreTenant records
Keep one record per tenant with contact details, emergency contact, agreement, rent, caution deposit and stay history, so the college or employer details are found in seconds.
Learn moreCheck-in and check-out
Record dated notes on the room’s condition at joining and leaving, covering the cot, mattress, cupboard and fittings, with the deposit taken and returned.
Learn moreTenant KYC and police verification
Store ID proofs, agreements and police verification forms against the tenant, with a flag on anyone whose papers are pending, so the warden chases them before the local station asks.
Learn moreRent and food billing
Combine rent, the mess plan and extras such as laundry, geyser or electricity in a monthly bill, with discounts and one-off charges for a late-night key or a lost locker key.
Learn morePG rent collection
Mark card, bank transfer and cash payments against each bill. The dues list shows who has paid, part-paid or not paid, with the oldest overdue name first.
Learn moreRates by room type
Set different rents for single, double and triple sharing and for older and newer wings, with rate changes kept with their dates, so last year’s tenant keeps last year’s rent.
Learn moreMess and kitchen
Record each tenant’s food plan, veg or non-veg preference and meal count, and track the kitchen’s provisions, from rice sacks to gas cylinders.
Learn moreComplaints and maintenance
Log tenants’ repair requests, assign them to staff or a vendor and close them with a note, so a recurring leak or a failing geyser becomes visible.
Learn moreVisitors
Register guests at the gate with name, phone number, the tenant visited and duration, and note any visitor who stays beyond the curfew.
Learn moreRent reminders for tenants
Send rent reminders, notice confirmations and announcements to tenants without typing each one.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Resource and Room Booking
Blocks, floors, room types, rooms and beds are set up once, and each bed shows its occupant, move-in date and rate.
- Online Booking Portal
Free beds are shown by block and sharing type, a bed can be held for an incoming tenant with a confirmation sent, and double-booking is prevented.
- Document Management
ID proofs, agreements and verification forms are stored against each tenant, and anyone whose papers are pending is flagged for the warden.
- Subscription Billing
The monthly bill combines rent, the chosen food plan and extras such as laundry or electricity, with room for discounts and one-off charges.
- Receipts Management
Card, bank transfer and cash payments are marked against each bill, and the dues list shows tenants who have paid, part-paid or not paid.
- Ticket Management
Tenants’ repair requests are logged, assigned to staff or a vendor and closed with a note, which makes recurring problems visible to the owner.
- WhatsApp, SMS and Email Notifications
Rent reminders, notice confirmations and announcements reach tenants without the manager typing each message individually.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Role-Based PG Dashboards and Reports
Each role opens its own dashboard: the owner, the manager and the accounts desk.
Learn moreBackup and Recovery for PG Records
PG records are held on hosting we manage, not on the office computer.
Learn moreTenant Feedback and Complaint Records
Feedback management collects what tenants say about food, rooms and staff, and keeps it against the person and the property.
Learn moreRent, Deposit and Expense Tracking for PGs
Financial management bills rent and food, records collections and deposits, and tracks PG expenses.
Learn moreGuest and Tenant Records for PGs
Guest management keeps details, stay dates, room allotment and payments on one record for each person, starting at the enquiry and running through to move-out.
Learn moreLinen, Supplies and Provisions Inventory for PGs
Inventory management records bedsheets, buckets, mattresses, cleaning supplies and kitchen provisions as they come in and go out.
Learn moreStaff Leave and Duty Cover for PGs
Leave management lets staff apply for leave, managers approve it against the duty roster, and balances update automatically.
Learn moreRent Reminders and Manager Alerts for PGs
Notification management sends rent reminders before and after the due date, notices to tenants, and alerts to the manager about pending papers and open complaints.
Learn moreOnline Rent Payment for PG Tenants
Online rent payment lets tenants pay by card, bank transfer or wallet from a link.
Learn moreStaff Salary Sheets for PG Operators
Payroll management holds staff records, days worked, leave, advances and deductions, and produces a monthly salary sheet for wardens, cooks and housekeeping staff.
Learn moreOccupancy and Collection Reports for PGs
Reporting shows occupancy bed by bed, rent pending after the due date, collection against billing, deposits held, pending papers and idle beds.
Learn moreCleaning and Kitchen Task Assignment for PGs
Task management assigns cleaning, maintenance and kitchen tasks to PG staff, shows what is still open on each shift, and keeps a record of who did what.
Learn moreNew Staff Onboarding Checklists for PGs
Team onboarding takes a new warden, cook or housekeeping hire through documents, house rules and system access with a checklist.
Learn moreTenant Agreement Records and Renewals for PGs
Agreement management prepares tenant agreements from a standard template, records the signed copy and the deposit, and reminds you before an agreement runs out.
Learn moreTenant Details and Document Checks Before Allotment
Tenant screening collects ID proof, employer or college details, emergency contacts and references before a bed is allotted.
Learn moreIntegrations for PG Management Software
The PG system connects to WhatsApp, SMS, email and payment gateways, and it exports to accounting software.
Learn moreOne system, each person sees their part.
For owners
See occupancy and dues across every property, the month’s collection against what was billed, and which cots have been empty longest.
For wardens and managers
See today’s check-ins and move-outs, free beds to offer an enquiry, pending papers and open complaints for your building, all before the morning round.
For accounts
See bills raised, payments received, deposits held and refunded, ready to hand to the accountant for the books at month end.
For kitchen in-charge
See head count by mess plan for each meal and the provisions running low, from dal to cooking gas.
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
- Accounting software export
- SMS
- Payment links and gateways
SAM Atithi Pavathi: bed-level occupancy as the source of truth
PG management software where allocation, rates and invoices are derived from bed-level occupancy and not maintained in parallel spreadsheets.
Questions owners ask before a demo.
Does it track occupancy by bed or by room?
By bed. A triple-sharing room is three cots, each with its own tenant, rate and dates, so a room with one empty cot shows as available to the next enquiry.
Can rent and food be on one bill?
Yes. The monthly bill combines rent, the mess plan and any extra charges such as laundry, geyser or electricity. Tenants see one total, and the break-up sits behind it.
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 pending papers. The verification itself is still done with the police station.
Does it post to my accounting software?
Not by itself. Bills, receipts and deposits come out as Excel or PDF reports your accountant can bring into the ledgers. A direct push to your package can be quoted at set-up.
Can existing tenants and dues be moved from Excel?
Yes. Your sheets or registers give us tenants, beds, deposits and pending rent before go-live, and you check the imported figures first.
Can the warden check things from a mobile?
Yes. It works in a browser, so the warden can check free beds, log a complaint or mark a cash payment from a phone during the night round. Nothing needs to be installed.
Can it work as hostel software for a college hostel?
Yes. A hostel is set up the same way, as wings, rooms and cots, with the mess plan on each student’s bill. Owners with several properties see occupancy and dues for all on one screen.
Who owns the tenant data?
Your business does. Reports export to Excel or PDF on request, and a full handover copy is covered in the proposal.
What does it cost?
No price is published. Cost follows the count of properties and the changes you need. You get a demo first and a written proposal before any work starts.
Is it needed for one small PG?
Perhaps not yet. If you run a few rooms and collect rent yourself, a register and spreadsheet may be enough. The free technology audit can help decide.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Written for this trade.
Practical notes on running the business, not product marketing.
How PG and Hostel Owners Can Automate Rent and Occupancy
A practical guide for PG and hostel owners to automate rent schedules, deposits, occupancy tracking and move-outs across properties.
Learn moreWhat PG Operators Should Look for in Management Software
A practical guide for PG owners choosing management software: beds, rent dues, deposits, vacancies, staff access and moving from the register.
Learn moreBusinesses that use this.
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