Where Excel works well
- One small property with few tenants and one person managing it
- Simple fixed rent with little electricity or deposit complexity
- You are happy to type every payment in yourself
Signs you've outgrown it
- You chase rent by phone because nothing reminds tenants for you
- You're not sure which beds are really empty without walking the floors
- Electricity splits are rebuilt by hand each month and still get disputed
- A manager or reception needs access, but you don't want them to see everything
- You manage, or plan to manage, a second property
- Agreements and ID documents live in photos, WhatsApp chats and drawers
What to compare in PG management software
- Does it track occupancy per bed, not just per room?
- How do tenants pay, and does the money go to you directly?
- Does it handle electricity, deposits and move-out, or only rent?
- Can you give staff limited access?
- Can you import your existing sheet, or must you re-enter everything?
- What does it cost as you grow: per bed, per property, or flat?
- What does it not do? Ask for this in writing.
How to switch without starting over
Don't try to recreate history. List each current resident with room, bed, rent, deposit, join date and any outstanding balance, then import that list as your starting point. Old records stay in your spreadsheet; the software carries the live balance forward.
PG Nexon provides an Excel template for exactly this. Fill in your residents and meters, upload it, and your tenants are in the system with their balances; they can then sign their agreement and use the tenant app when you're ready.