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Many PG owners start with Excel, and for a handful of rooms it works. If you are building your own sheet, it helps to know what to include, and where the approach starts to fail.
Sheets to set up
A workable PG management workbook usually has these tabs:
- Rooms and beds: building, floor, room, bed, rent, status
- Tenants: name, phone, ID details, joining date, deposit, emergency contact
- Rent ledger: tenant, month, amount due, amount paid, date, mode (cash or UPI)
- Expenses: date, category, building, amount, paid to
- Summary: monthly income, expenses and profit
Where Excel starts to break
Spreadsheets do not remind tenants, do not update occupancy when someone moves, and are easy to overwrite by mistake. With several buildings, mid-month joins and staff entering data, versions get out of sync and nobody is sure which file is correct. They are also awkward to use from a phone.
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Signs you have outgrown Excel
You chase rent by hand, month-end totals do not match, deposits get disputed, or you cannot say how many beds are vacant without checking several tabs. Our comparison of PG management software vs Excel covers this in more detail.
Moving from Excel to software
Moving is straightforward: add your buildings, rooms and beds, then your tenants, and the software takes over the rent and expense tracking, with reminders and reports included. You keep the Excel file as a backup.
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Make your PG easier to run
Try our PG management software free for 3 days. Add your rooms and tenants, and collect your first rent in minutes.
