Modern PG Management Software Built for Hostel & Paying Guest Businesses
Shadobooks PG Hostel Management Software brings every corner of your hostel business into one easy-to-use platform. Whether you're managing a single property with 20 beds or a chain of hostels with hundreds of occupants, this software gives you real-time control over every operation.
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Our PG Hostel Management Software Modules
PG Management
Inventory
Leads
Finance
Key Features of Shadobooks PG Hostel Management Software
Smart Dashboard
Shadobooks dashboards make that a daily reality. It displays real-time data for every building, floor, and room under your management, including occupied beds, available beds, active bookings, and an occupant overview.
Monthly rent collection figures are right there on the screen, along with a complete booking details summary.
Room & Building Management
Add buildings with their name, address, phone number, description, and images, then create floors by selecting the relevant building and entering the floor number, name, and description.
All building, floor, and room records can be edited or deleted whenever required, giving you complete control over your property information.
Booking Management
To add a tenant, choose the building, floor, and room, and the system instantly displays available beds.
When a guest checks out, a professional invoice is automatically generated and ready to print or share. Filter bookings by active, cancelled, or checked-out status to keep everything neatly organized.
Rent Collection
Keep monthly rent organized and up to date. When creating the occupant or booking, you can enter the applicable rent and advance details.
Based on these details, the system can automatically calculate the applicable rent when generating monthly invoices. You can keep track of monthly collections and outstanding rental amounts for each occupant.
Housekeeping Management
Keep every room clean, ready, and maintained. The housekeeping dashboard gives you an overview of today's pending tasks, completed tasks, overdue activities, vacant uncleaned rooms, skipped tasks, active schedules, and created tasks.
Recurring housekeeping activities can be generated from predefined schedules, while supervisors can be configured with vacancy, overdue, and summary alerts.
Electricity Bill Tracking
Shadobooks allows you to maintain electricity consumption for individual occupants and rooms. Select the building, floor, room, and guest, then choose the billing month and year to record the relevant electricity details.
Enter the previous reading, current reading, unit consumption, unit cost, and bill amount to maintain a complete record of electricity usage.
Kitchen Management
Plan meals based on actual occupant requirements. Each hostel member can submit their food requirements in advance through the food menu app, allowing the kitchen team to receive the expected meal orders.
The kitchen manager can use these confirmed requirements to prepare food according to the actual orders received.
Integration With Other Modules
Inventory
Track every item moving in and out of the hostel - from kitchen supplies to cleaning materials - with a fully integrated inventory module.
Accounting & Finance
Every transaction - from rent collection to utility payments - flows automatically into the financial records for clean, audit-ready books.
Sales
Manage the complete sales cycle - from client requests and orders to delivery notes, invoices, and credit notes - or skip straight to generating an invoice directly.
Purchase
Handle purchase requests, supplier quotations, purchase orders, goods received notes, and invoices or debit notes all within Shadobooks.
Booking App
Separate app designed for external bookings, allowing prospective occupants to browse available rooms and make reservations directly from outside the hostel.
Lead
Track every client query from the first point of contact, follow up efficiently, and nurture leads through to booking confirmation.
Benefits of Using PG Hostel Management Software
Centralized Multi-Property Control
Manage multiple PG buildings, floors, and rooms from a single login without switching between different tools or platforms.
Transparent Occupant Billing
Every rent charge, electricity bill, deposit, and advance payment is documented and visible to both management and occupants.
Automated Invoice Generation
The moment a guest checks out, a professional invoice is instantly generated - eliminating manual billing delays and errors.
Pre-Scheduled Housekeeping Alerts
Supervisors receive automatic overdue and vacancy alerts, ensuring no room is left dirty or unchecked even during peak occupancy periods.
Food Waste Elimination
Kitchen staff prepare exactly what's needed - cutting food costs and improving occupant satisfaction simultaneously.
Supervisor-Level Housekeeping
Assigning tasks to specific staff members and tracking completion through the supervisor module creates clear accountability.
From Demo to Live in 4 Steps
Onboarding Call
Our team maps your business processes and configures Shadobooks around how you work, not a template.
Data Migration
We move your ledgers, items, vendors and customers cleanly with zero disruption to daily operations.
Team Training
Live hands-on training. Most users are comfortable by end of day one. It's that intuitive.
Go Live & Grow
Start invoicing, closing books and filing GST, with our Indian support team always available.
Frequently Asked Questions
Absolutely. The software is built to handle multiple buildings, each with their own floors and rooms. Every property is managed under one account, giving operators full visibility and control across all locations without any confusion.
The booking flow is simple and guided. Select or add a client, choose the building, floor, and room, review available beds, fill in booking details including check-in date, rent type, payment mode, and deposit information, then confirm with one click. A complete booking summary is displayed before confirmation.
Yes. When a guest checks out, the system automatically generates a detailed invoice covering all charges including rent, electricity, deposits, and any additional fees. The invoice can be printed or shared digitally right from the platform.
Yes, Shadobooks includes a dedicated external booking app that allows prospective occupants to view room availability and make bookings from outside the hostel. There is also a separate bookkeeping app for on-the-go financial management.
The housekeeping module allows managers to create individual tasks or recurring scheduled tasks for each room, assign them to specific staff members, and monitor completion through a real-time dashboard. Supervisors can be set up with custom alerts for overdue tasks, vacancies, and daily summaries.
Yes. The electricity billing module allows operators to select any building, floor, room, and guest, enter previous and current meter readings, and calculate the exact amount due. All records are saved, editable, and retrievable at any time.
Yes. The food planning module allows each hostel member to pre-order meals, which are then sent directly to the kitchen manager. This pre-order system ensures meals are prepared based on actual demand, significantly cutting food waste and kitchen costs.
Definitely. The software scales with the size of the operation. Whether managing a small PG with a handful of rooms or a large hostel chain with hundreds of beds across multiple properties, Shadobooks adapts to fit the operational complexity and reporting needs of any size business.
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Hostels & University Accommodation
01Working Professional PG Homes
02Women-Only PG & Ladies Hostels
03Men-Only PG & Gents Hostels
04Corporate Guest Houses
05Co-Living Spaces & Shared Apartments
06Serviced Apartments
07Short-Term Stay Hostels
08Long-Term Residential PG Homes
09Medical & Nursing Student Hostels
10Budget Backpacker Hostels
11Industrial & Factory Worker Dormitories
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