Boarding hostel software that replaces the register and the spreadsheet
Manage resident leases, automate monthly boarding fee billing, and track every bed in your facility — all from a single platform on web, iOS, or Android.
- No credit card required
- Bulk Excel import
- Full audit trail
Fees due this month
$24,750
Outstanding
$1,650
Dormitories
33 invoices generated
June boarding fees · auto
Paper registers and manual billing don't belong in a modern boarding facility
“Every month someone has to manually generate 40 fee invoices, chase unpaid accounts, and update the occupancy register. It's three days of admin that shouldn't exist.”
Boarding facilities run on repeating cycles — same residents, same fees, same invoices every month. Yet most hostels still do this manually. Every cycle resets the same three days of paperwork.
Automation should have replaced this years ago.
Bedspace Manager automates the entire billing cycle. Invoices generate on schedule, reminders fire automatically, and your admin team sees a live dashboard instead of a register that's always slightly out of date.
Built for residential institutions, not adapted from a landlord app
Boarding fee billing that runs automatically
Set the boarding fee per resident once. Invoices generate automatically every month without any manual entry. Mid-term joiners get a prorated first invoice. Fee changes apply to active leases in one operation — every change is logged in the audit trail.
Full resident history, never deleted
Invoices and leases are voided, not deleted. If a boarder leaves mid-term, the record stays — including every invoice, payment, and note associated with their stay. Compliance-ready audit trail with no gaps.
Maintenance and facilities requests, tracked
Boarders or house staff report a maintenance issue. The system logs it, assigns it to the right team, and tracks it through to resolution. Every dorm, every building, every open and closed request — all visible in one place.
Every invoice, every payment, every lease — permanently on record.
Boarding facilities need a reliable paper trail. In Bedspace Manager, invoices and leases are voided — never deleted. Every action is timestamped and attributed to the staff member who made it.
When a boarder's parents query an invoice from two terms ago, you can pull the full history in seconds. When an auditor asks for billing records, you export them without hunting through folders.
- Invoices and leases voided, never deleted
- Timestamped audit log for every change
- Full payment history per resident
- Monthly reports auto-emailed to leadership
Resident record · audit trail
Invoice generated
June 2026 · $750.00
Payment recorded
$750.00 received
Lease extended
Jul – Sep 2026 term added
Invoice generated
May 2026 · $750.00
Maintenance logged
Dorm A · broken shower
Every feature built for boarding hostel management
Dormitory and room management
Organise your boarding facility by building, floor, dormitory, or private room. Configure bed types and capacity per unit. Assign residents to specific beds and track occupancy in real time.
Bulk resident import via Excel
New academic year, full intake. Upload your resident list from Excel and the system creates leases in bulk — no re-entering data from your admissions register.
Lease lifecycle management
Enroll a boarder, extend their stay, or complete their checkout — each action is a single operation with a full audit trail. Draft, active, completed, and voided statuses for every residency.
Automated monthly invoicing
Boarding fees generate automatically every billing cycle. Invoices include the resident's name, room, amount, and billing period. PDF delivery on WhatsApp available on Elite and Teams plans.
Check-in / check-out calendar
Visual calendar showing all upcoming arrivals and departures across the hostel. Plan dormitory turnarounds and room re-allocations in advance without any manual tracking.
Occupancy and receivables dashboard
17-widget dashboard showing bed occupancy, boarders arriving and departing this week, fees collected, and outstanding amounts. Updated live as records change.
Maintenance request tracking
Log every facilities request from report to resolution. Assign to staff, track open items, and maintain a history per building — so no repair ever gets lost in a WhatsApp group.
Automated reminders and alerts
Lease expiry alerts, payment due reminders, and move-out notifications fire automatically — keeping your admin team and house parents informed without manual follow-up.
Role-based team access
Founder, Admin, Manager, Finance, and Agent roles. Bursary staff see billing without accessing lease operations. House parents handle residency without touching financial reports.
Your boarding hostel set up and billing in five steps
Register your institution
Add your school or hostel name and select your country. Currency and time zone configure automatically. Your brand appears on every resident invoice.
Add your hostels or dorms
Register each boarding house or dormitory building with Google Places address autofill. Configure building-level details.
Set up rooms and beds
Divide buildings into dormitories, private rooms, or cubicles. Assign bed types and set capacity per unit.
Enroll your boarders
Import your resident list from Excel or add individually. Assign to beds, set boarding fee, and create leases — billing starts automatically.
Admin runs on autopilot
Monthly invoices generate and send automatically. Reminders fire on schedule. Reports land in the Founder inbox without any manual work.
Plans for every size of boarding facility
Small boarding hostels
One boarding house with up to 30 resident beds. Full platform — invoicing, calendar, dashboard — for one flat monthly fee.
Growing institutions
Multiple dormitories or a larger single hostel. Growth covers up to 90 active residents across your facility.
Mid-size boarding schools
Staff team, WhatsApp invoice delivery, maintenance tracking, and monthly financial reports for leadership.
Large boarding facilities
Hundreds of boarders across multiple buildings. No lease cap, own WhatsApp sender, and advanced reporting tools.
Why boarding hostel managers choose Bedspace Manager
Compared to
Manual registers and paper records
Digital leases, automated invoicing, and searchable records replace paper registers. No lost files, no handwriting errors, and a complete audit trail from enrollment to checkout.
Compared to
Spreadsheets managed by admin staff
Spreadsheets break when multiple staff edit them, don't enforce data rules, and produce no alerts. Bedspace Manager centralises records with role-based access and automated billing so every admin works from the same live data.
Compared to
Generic property management software
Generic rental software is built for landlords, not boarding facilities. It has no concept of dormitory bed management, academic-year intake cycles, or institutional billing to parent accounts.
Compared to
School management systems (SMS)
Most school management systems track academic records, not residential operations. They don't handle bed-level occupancy, monthly fee billing, or maintenance request workflows — Bedspace Manager does.
Boarding hostel software — common questions
- What is boarding hostel software?
- Boarding hostel software helps residential institutions — boarding schools, private hostels, and long-stay student facilities — manage beds, resident leases, and monthly billing from a single platform. It automates the invoicing cycle, tracks occupancy across dormitories, and maintains a full audit trail of every resident's stay.
- Can it handle dormitory-style room configurations?
- Yes. Bedspace Manager supports any bed configuration — shared dormitories with individual beds, semi-private cubicles, or private rooms. Each resident has their own lease, billing cycle, and invoice regardless of whether they share the space.
- How does billing work for boarders who enroll mid-term?
- With Calendar billing, the first invoice is automatically prorated for the remaining days of the month. From the next billing cycle, the full monthly fee applies. With Custom billing, every cycle runs exactly 30 days from the enrollment date — no manual calculation required.
- Can I import our existing boarder records?
- Yes. Bedspace Manager supports bulk resident import via Excel. Upload a spreadsheet with names, contact numbers, and room assignments. The system maps the columns and creates leases in bulk — ideal for full academic-year intake or migrating from a previous system.
- Is there a record of past boarders and their payment history?
- Yes. All leases and invoices are retained permanently — they are voided, not deleted. When a boarder checks out, their full residency record remains accessible, including every invoice raised and every payment logged.
- Is there a free trial?
- Yes — every account starts with a 14-day free trial with no credit card required. Full platform access during the trial. Choose a plan at the end based on your current resident bed count.
Ready to modernise your boarding hostel admin?
Set up your dormitories and import your first resident cohort in under an hour. 14-day free trial — no credit card required.