Niwas KhataTrack the bed, not just the room
Begin with room numbers and the beds you actually let. If a room has three beds, record three beds rather than a single availability flag. This gives the owner and staff a common reference when answering a vacancy question or moving a resident. Keep maintenance spaces out of the ready-to-allocate count so a vacant bed is not mistaken for an immediately usable bed.
- Use stable room and bed labels.
- Open an occupied bed to review its current tenant.
- Use supported transfers rather than creating a duplicate tenant for a move.
Separate outstanding rent from refundable money
A deposit held for a resident should not be treated as ordinary rent income simply because cash entered your account. Niwas Khata keeps rent payments, actual advances and security deposit transactions distinct. Its cash overview includes relevant cash movements, while applying an already held advance to an invoice does not create another cash receipt. This distinction makes a payment discussion much clearer.
- Record the agreed deposit and the actual amount received accurately.
- Allocate payments to the correct invoice before reviewing outstanding dues.
- Use payment references to reconcile your ledger with real bank or cash movements.
Review recurring building costs with evidence
Repairs, utilities and other running costs can make a rent-only view misleading. Categorize each expense and record whether it is approved and paid. A manager’s entry can await owner approval. When comparing properties, use the same reporting month and distinguish costs associated with a PG from shared business expenses. Recorded cash flow is an operational view, not a statement of accounting profit.
- Keep descriptions meaningful enough to review later.
- Check approval and paid status before treating spending as cash outflow.
- Export the relevant report for your own accountant or reconciliation process.
A workflow you can see before signing up
Use the same tenant, room, invoice and expense features shown in the actual product. The screenshot below uses fictional records; it does not represent a customer property in Mumbai.
Explore the full feature set or read pricing and trial details.