1. Role of the Platform
PG Management provides software for PG/coliving operators to track beds, stays, rent charges, utility meter splits, payment verification, and resident communication. PG Management is not a party to any accommodation or rental contract, does not act as a payment gateway or escrow agent for tenant rent, and does not collect commission on rent payments.
2. Configurable PG Billing Defaults (IST)
Automatic billing starts disabled for every newly created property until the owner previews sample calculations and explicitly activates the property's billing policy:
| Rule Area | Platform Default & Configurable Behavior |
|---|---|
| Monthly Rent & Proration | A complete calendar month costs the agreed monthly price. A partial month costs monthly price × occupied days ÷ days in that month (or a fixed 30-day divisor if selected by the PG), rounded to the nearest paise. |
| Monthly Due Day | Each stay has a configured due day (1–31). Day 31 automatically clips to the final date of shorter months (28, 29, or 30). |
| Daily Stays | Each occupied local date (IST) costs the agreed daily amount. By default, the local checkout date is not billed unless the PG enables inclusive checkout-day billing. |
| Electricity Meter Splits | Calculated as (end reading − start reading) × per-unit rate. The app can suggest a split by occupied nights; the owner reviews and approves the exact paise allocation so the sum equals the meter interval total. |
| Late Fees & Adjustments | No late fee is added automatically. Any fee, waiver, or historical correction is posted as a separate audited entry with an explicit reason. |
3. Bank-Verified Receipts vs. Pending UPI Claims
- Tenants may submit payment claims with UPI reference numbers and screenshot evidence through the app.
- Pending claims do not reduce the ledger balance. Only receipts verified by the owner/authorized manager against bank records or recorded cash payments reduce open charges.
- Verified payments settle the oldest open charges first; any excess payment carries forward as credit for future charges.
4. Security Deposits & Checkout Settlement
- Security deposits are tracked separately from rent charges.
- At move-out, the checkout preview calculates prorated rent, utility charges, verified receipts, and held deposit.
- Strict Checkout Guards: Unverified payment claims must be resolved (verified or rejected) before checkout can be completed. If a net refund is due to the tenant, a verified payout reference is required. If arrears remain unpaid, the owner must explicitly approve closing with arrears, and the unpaid balance remains recorded in the ledger.
5. Pilot, Continuing Free & Paid Subscriptions
- Entitlements belong to the property account, enforced server-side.
- Data Preservation Guarantee: If a property transitions from the 3-Month Pilot or a Paid subscription to the Continuing Free tier, historical balances, receipts, checkout records, and CSV exports remain readable and exportable. Downgrading changes future messaging/storage entitlements only; it never erases financial records.
- Message Allowances: Paid properties receive a published monthly allowance of delivered utility WhatsApp reminders (600 messages/month for up to 200 configured beds). The owner is alerted before any cap is reached; no silent overage billing occurs.
6. Operational Reconciliation Responsibility
During initial onboarding and pilot operation, property owners must reconcile imported opening balances and generated statements with their existing bank and notebook records before relying on the software as their sole financial ledger.