Landlord guide
How to Manage PG Rooms, Tenants, Deposits and Rent
Published by KirayaBook · Updated 21 September 2026
Direct answer
How can a PG owner keep rooms, tenants and rent records organised?
Create a record for the PG property and each room, assign every current tenant to the correct room, and keep rent, deposits, utilities and payments attached to that tenancy.
Start with the property and rooms
List each rentable room or bed under the correct PG property. Record its rent, deposit terms and whether it is available or occupied. A room-first structure makes later tenant and payment records easier to locate.
- Property and address
- Room or bed identifier
- Occupancy status
- Monthly rent
- Deposit terms
- Utility setup where applicable
Connect each tenant to the right room
Record the tenant assignment, start date, agreed rent and deposit against the occupied room. When a tenant moves out, preserve the old tenancy history instead of overwriting it with the next tenant’s details.
Track monthly activity
For every month, record expected rent, payments received and the pending balance. If utilities are charged from meter readings, keep the reading period and amount connected to the relevant room. Record PG expenses separately from tenant payments.
- Monthly rent and partial payments
- Pending balances
- Deposits and refunds
- Meter readings or utility charges
- Maintenance and operating expenses
- Occupancy and collection reports
Where KirayaBook fits
KirayaBook helps PG owners connect properties, rooms, tenants, rent, deposits, utility records, expenses and reports. This structure is most useful when several rooms or changing occupants make a notebook difficult to review.
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