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Security Deposit Tracking for PG and Hostel Owners
Every tenant can have a clear deposit ledger: what you collected, what you deducted, what you refunded, and whether the account is still open or closed after move-out.
- Per-tenant ledger
- Security History
- Move-out settlement
- Active & closed filters
Deposits often start when the first rent bill with a security amount is paid. From there, Security History shows active and closed ledgers with a full transaction trail — no margin notes in a register.
- Ledger
- per tenant
- Settlement
- at move-out checkout
- History
- every transaction
- Summary
- on tenant profile
The problem
What PG owners struggle with today
Most PG operators still coordinate tenants, rent, and documents across Excel, WhatsApp, and paper registers. That works until bed count, staff handovers, or month-end reconciliation expose gaps nobody can audit quickly.
- Excel sheets and WhatsApp threads become the unofficial ledger
- Duplicate tenant rows after busy move-in weekends
- ID copies and agreements scattered across phones and folders
- Payment screenshots without invoice IDs at month-end
- Room swaps that never update the “master” occupancy tab
- Owners cannot see outstanding rent without calling the desk
How TrackMyPG solves it
Problem → solution mapping
Each pain point maps to a module that ships in the product today — not a roadmap promise.
Margin notes on registers
Digital deposit ledger with running balance
Move-out arguments
Deductions and refunds with reasons on every line
Forgotten deposit balance
Active vs closed filters in Security History
No paper trail at checkout
Final settlement posts rent dues and charges automatically
Hunting old records
Full deposit and move-out history on tenant summary
Feature deep dive
What you get in the product
Every capability below ships in TrackMyPG today — no roadmap promises, no fake automation.
Ledger per tenant
Opening deposit, current balance, and whether the account is still active or closed after checkout.
No more margin notes in a register.
- Running balance
- Active or closed status
- Linked to the tenant profile
Move-out settlement
When you complete move-out, pending rent plus damage, cleaning, or other charges can come from the deposit — then refund the rest.
One checkout conversation, one documented number.
- Refund preview before you confirm
- Cannot deduct more than balance
- Deposit closes when settled
Security History
Search tenants and filter active, closed, or all deposits with room and bed context.
Owners and accountants find any ledger quickly.
- Icon filters
- Transaction sheet per deposit
- Export-friendly records
On the tenant summary
Every tenant profile shows deposit summary and full transaction list when a record exists.
Desk staff answer deposit questions without opening three screens.
- Initial & current balance
- Full transaction list
- Works after move-out too
Workflow
Step-by-step in TrackMyPG
The same flow your desk runs every month — from tenant to report.
Add tenant
Create a profile with contact, stay dates, and documents your process requires.
Assign room or bed
Map the tenant to physical inventory with per-room or per-bed rent.
Generate invoice
Raise rent bills with PDF download and clear paid vs unpaid status.
Track payment
Mark cash or bank paid, or collect online after gateway onboarding.
Monitor occupancy
See which beds are occupied from the same data that drives billing.
Generate reports
Export revenue, outstanding, tenant, and occupancy views for owners.
Benefits
Measurable outcomes on the ground
Ledger per tenant
Opening deposit, running balance, and active or closed status — always tied to the tenant you are settling.
Every rupee explained
Deposits, deductions, and refunds each carry a reason so checkout conversations stay factual, not emotional.
Security History at a glance
Search tenants, filter active or closed deposits, and open the full transaction list when an owner or accountant asks.
Built for move-out day
Final settlement previews the refund after rent dues and charges — so you know the number before you hand cash back.
Outcomes
What operators report after adoption
- Less manual reconciliation between chat, sheet, and register
- Fewer payment disputes with invoice PDFs tenants reference
- Faster tenant onboarding when rooms and billing connect day one
- Higher occupancy visibility without walking every floor
- Reduced owner follow-up calls when desk uses one ledger
Compare
Manual vs Excel vs TrackMyPG
The same PG tasks, three ways to run them. See exactly where structured software pulls ahead.
| Task | Manual / registers | Excel sheets | TrackMyPG |
|---|---|---|---|
| Tenant records | Notebook & register rows | Rows that drift out of sync | Searchable profiles linked to rooms |
| Rent invoices | Hand-written or ad hoc PDFs | Manual template per tenant | In-app invoices with PDF + status |
| Payments | UPI screenshots in chat | Paste amounts into cells | Payments tied to invoice IDs |
| Occupancy | Whiteboard or memory | A “master” tab nobody trusts | Live room & bed mapping |
| Outstanding dues | Recalculated over phone calls | Fragile pivot tables | Outstanding Payments report |
| Month-end reports | Hours of manual totals | Copy-paste + formulas | One-click Excel / PDF export |
Feature ecosystem
Works with the rest of TrackMyPG
Each module shares the same tenant, room, and invoice data — so your operations stay connected end to end.
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