Frequently asked questions

Yes. Bedspace Manager is free to start — no credit card required. Sign up, set up your business, and add your first property in under 30 minutes. You choose a paid plan when you're ready to go live with tenants.

Sign up with your email or Google account, set a business name and choose your country — note that your country selection is permanent and cannot be changed later, as it sets your time zone and currency. Verify your email, choose a subscription plan, then add your properties and units.

Yes. Bedspace Manager has full-featured iOS and Android apps with feature parity to the web platform. Manage your portfolio, create leases, send WhatsApp invoices, and track maintenance — all from your phone.

Any country supported by Google Maps. When you set your business country during business setup, Bedspace Manager automatically configures your currency, time zone, and location data. No manual configuration required.

Yes. Bulk-import your tenant list from an Excel spreadsheet. This is the fastest way to migrate from notebooks or spreadsheets — your existing data comes in without rebuilding records one by one.

There are four plans: Starter (up to 30 active leases, solo operator), Growth (up to 90 leases, solo operator), Elite (up to 210 leases, small team), and Team (unlimited leases, large team). Each plan includes the full platform — no feature restrictions by plan.

No setup fees. You pay only the monthly subscription. Upgrades and downgrades are prorated — you pay or receive credit for the difference based on the days remaining in your billing period.

Yes, at any time. Upgrades take effect immediately with prorated charges. Downgrades take effect at the start of your next billing period. You can only have one active subscription per business at a time.

Yes, at any time. When you cancel, your account stays fully active until the end of your current billing period — you've already paid for it. No partial refunds for unused days.

After your subscription ends, your account enters a 4-month read-only period. You can view all your data but cannot make changes. After 4 months, your data is permanently deleted. There is no way to recover it after that point.

You can still view and manage existing leases, but you won't be able to create new ones until you upgrade to a higher plan or free up capacity by closing existing leases.

Calendar leases bill from the 1st to the end of each month. If a tenant moves in mid-month, the first invoice is automatically prorated. Custom leases bill exactly 30 days from the move-in date, rolling each cycle. You can configure which proration method to use (actual days or 30-day common denominator) in your business settings.

When you generate an invoice, Bedspace Manager creates a branded PDF with your business name and sends it directly to your tenant's WhatsApp number. The tenant receives it instantly in their WhatsApp — no app download or login required on their side. This is the primary way operators collect rent in markets where WhatsApp is the dominant communication channel.

Yes. Bedspace Manager supports 7 unit types (Private Room, Bedspace, Partition, Loft Partition, Loft Room, Shared Room Space, and Unspecified) and 4 bed types (Single, Double, Bunk, and Unspecified). You can assign individual tenants to specific beds, each with their own lease and billing cycle.

Business Atlas is a bird's-eye portfolio view that lets you drill through your entire business hierarchy: City → Place → Building → Floor → Property → Unit. At every level you can see occupancy status, unsettled receivables and payables, current leases, and leases closing soon.

Business Atlas shows this without any manual counting. At the top of your portfolio hierarchy (City → Place → Building → Floor → Property → Unit) you'll see the total number of leasable beds across your whole business, split into occupied and vacant. Drill into any city, building, or floor and you get the same breakdown at that level too.

It puts a currency figure on your empty beds. For every month, Bedspace Manager calculates what each vacant unit would have earned and totals it at unit, property, and whole-business level. Your books show what you collected; this shows what the vacancy cost you — the one loss that never appears on a financial statement, because no invoice was ever raised.

From the average rent of the leases that unit has actually held — so the figure reflects what the space really earned, not an asking price. If a unit has no lease history yet, its configured base rent is used instead. The number gets more accurate the longer you run, because every closed lease feeds the average. It is an operational estimate of opportunity cost and never affects your invoices, transactions, or reported profit.

Yes. Log maintenance tickets, assign them to team members, track time spent, and update status. The dashboard includes two maintenance summary widgets — by type and by status — so you always know what needs attention.

Yes. Set recurring invoice rules once and Bedspace Manager generates invoices every cycle automatically. You can choose whether invoices generate in arrears (after the period), for the current month, or in advance. Works with both Calendar and Custom billing cycles.

Every month, the Founder account receives two automated reports by email: a visual Insights PDF (income, expenses, net profit, occupancy, and more) and a full Transactions Excel for accounting. Reports are sent automatically — no login required to review them.

Yes. Bedspace Manager supports 5 team role types: Founder (full access), Admin, Manager, Finance (billing and reports only), and Agent (maintenance and service only). Each role has specific permissions so the right people see the right data.

No — and this is intentional. Bedspace Manager uses a void-not-delete policy. Invoices and transactions can be voided (removed from calculations) but never deleted. This keeps a complete audit trail for every financial action in your business.

Yes. All data is encrypted in transit and at rest. The void-not-delete policy ensures a complete audit trail. After cancellation, data remains in read-only access for 4 months before permanent deletion — giving you time to export what you need.

Yes. Bedspace Manager is built and operated in line with the Personal Data Protection Law — UAE Federal Decree-Law No. 45 of 2021 and Saudi Arabia's PDPL (Royal Decree M/19). Tenant data is processed only to run leases, invoicing, and reporting; it is encrypted in transit and at rest, restricted by role-based access, exportable on demand, and permanently deleted at the end of the retention window. See our Privacy Policy for the full breakdown.

You are. Bedspace Manager is sold to operators, not tenants, so you are the data controller for your tenant records — you decide which tenants to record, what to enter, and how long to keep it. That makes you responsible for having a lawful basis, informing tenants, and answering their access or deletion requests. Bedspace Manager acts as the data processor: we store and process that data only on your instructions, purely to deliver the service. The platform is designed to make your side practical — role-based access, immutable audit trails, on-demand export, and permanent deletion.

No. We never sell, rent, or trade your data, and we never share operator or tenant data with other operators, advertisers, or data brokers. Your data is not used to build tenant profiles or for any purpose of our own. The only parties that touch it are the infrastructure and delivery providers needed to run the service — cloud hosting, the payment processor, email delivery, Google Places for addresses, and the WhatsApp Business API for sending invoices — each contractually bound to process it only on our instructions.

Yes. You can export your data at any time in a portable format, including during the 4-month read-only window after cancellation. This is what lets you answer a tenant's PDPL access or portability request without contacting us. If you need a signed data processing agreement for your compliance records, email support@bedspacemanager.com.

No. Your country selection at setup is permanent. It determines your time zone, currency, and how billing calculations work. Choose carefully during onboarding.