Rent & Payment Collection
Track every rupee — monthly rent, utilities, online UPI payments, cash at office, overdue follow-up, and owner collection dashboard.
What This Module Does
The payment system is the financial heart of Property Management Software. It answers three questions every PG owner asks daily: Who paid? Who still owes? How much did I collect this month? Everything links to a specific tenant and bed — no manual Excel reconciliation.
Total expected rent: 46 occupied beds × avg ₹8,600 = ₹3,95,600
Collected by 10 June: ₹3,89,200 (38 tenants paid)
Pending: 8 tenants (₹68,800)
Overdue (7+ days): 3 tenants — Rahul's roommate list flagged for warden follow-up
Mr. Sharma's view: One dashboard, all numbers, no WhatsApp screenshot hunting
How Monthly Rent Is Created
- Each occupied bed has a fixed monthly rent (e.g. Bed 204-C = ₹8,500).
- On the 1st of each month, system creates a rent due record for every active tenant.
- Utility charges from meter readings are added as separate line items (e.g. +₹416 electricity).
- Total due = rent + utilities − any credits or adjustments.
- Status starts as Pending until payment is recorded.
Payment Methods Supported
| Method | How it works in the system | Real example |
|---|---|---|
| UPI / Card (Razorpay) | Tenant pays from app or link; payment auto-confirmed; receipt generated | Rahul pays ₹8,916 (rent + electricity) on 5 June via PhonePe — status → Paid instantly |
| Cash at PG office | Warden or owner records cash with date and optional note | Tenant Vikram pays ₹8,500 cash to Suresh on 3 June — Suresh records in app same day |
| Bank transfer (NEFT/IMPS) | Owner marks paid after verifying bank SMS / statement | Parent of tenant sends ₹25,500 for 3 months — owner enters reference number |
| Partial payment | System tracks amount paid vs remaining balance | Tenant pays ₹5,000 now, ₹3,500 next week — status = Partial until full |
Owner Payment Dashboard
One screen for the entire business (or filtered by property):
- Total collected this month — all properties combined
- Breakdown by property — Sunrise vs Green Valley vs Urban Co-living
- Breakdown by room — which rooms have most pending dues
- Collection rate % — compare June vs May performance
- Pending list — tenant name, bed, amount, days overdue
- Staff payroll summary — salaries paid vs pending (linked module)
Three tenants at Sunrise Boys PG are 7+ days overdue (total ₹25,500). System sends WhatsApp reminder on day 3 and day 7. Warden Suresh gets a task list with room numbers. He visits Room 208 and Room 115 — two pay on the spot (cash recorded). One tenant requests 5-day extension — owner adds note on record.
Invoices & Receipts
Professional documents build trust — especially with parents paying from another city:
- Monthly invoice — line items: rent, electricity, water, other charges
- Payment receipt — after successful payment with date, mode, transaction ID
- PDF download — tenant or owner can share on WhatsApp
- Property details — PG name, address, owner GSTIN if registered
Sunrise Boys PG · Bed 204-C · June 2026
Rent: ₹8,500 · Electricity (32 units): ₹416 · Total paid: ₹8,916
Mode: UPI · Date: 5 June 2026 · Receipt #INV-2026-06-0442
Sent automatically to Rahul's father's WhatsApp.
Online Payments (Razorpay) — Business View
When enabled, tenants pay via secure payment gateway:
- Money settles directly to owner's bank account (not held by platform)
- Supports UPI, debit/credit cards, net banking
- Payment confirmation is automatic — no manual marking needed
- Failed payments show clearly — tenant can retry
Rent Record Statuses
| Status | Meaning | Example |
|---|---|---|
| Pending | Due date not passed or not yet paid | June rent created 1 June, due 5 June |
| Paid | Full amount received | Rahul paid ₹8,916 on 5 June |
| Partial | Some amount paid, balance remaining | ₹5,000 of ₹8,500 paid |
| Overdue | Past due date, not fully paid | Today 12 June, still ₹8,500 pending |
| Waived | Owner forgives amount (goodwill/discount) | ₹500 late fee waived for loyal tenant |
Monthly Collection Workflow
- 1st June: Rent dues auto-created for all 46 tenants at Sunrise PG.
- 2nd June: Meter readings entered — electricity added to each tenant invoice.
- 3rd June: Bulk WhatsApp reminder: "Your June rent of ₹X is due."
- 5th June: Due date — 28 tenants pay online; 6 pay cash at office.
- 8th June: Second reminder to 12 pending tenants.
- 15th June: Owner reviews overdue list with warden; personal follow-up.
- 30th June: Accountant Priya exports collection report for records.
Integration With Other Modules
- Property module — rent amount comes from bed configuration
- Tenant module — payment linked to tenant profile and bed
- Meter module — utility charges auto-added to monthly bill
- Expense module — owner sees income vs expenses for true profit
- Checkout module — final settlement calculated when tenant leaves