Moving from a rent register or Excel sheet to PG software

Before you switch: get your data in order

• List every current tenant — name, room/bed, move-in date, and current rent amount, in one sheet.
• Note outstanding dues — anyone behind on rent, so the new system starts with an accurate balance, not a clean slate that hides what's owed.
• Gather ID proof and agreements — even scanned copies are enough to start; most PG software lets you attach these against each tenant record.
• Write down your rent cycle per room — especially if due dates vary because tenants moved in on different days.

The switch itself

Most PG software supports either manual entry or bulk import (typically via a spreadsheet upload) for existing tenants, rooms, and rent history. The practical approach that works for most owners:

• Set up properties and rooms first — get the physical layout right (rooms, beds, sharing type) before adding tenants.
• Import or add tenants against each room — including their current rent amount and due date, not a fresh cycle starting today.
• Run one full rent cycle in parallel — keep the old register going for one month while the new system beds in, so nothing gets missed if something's set up wrong.
• Retire the register once a cycle closes cleanly — once one full month reconciles correctly in the new system, it's safe to stop the manual process.

How Kipinn handles the move

Kipinn lets owners set up rooms and beds first, then add or import tenants with their existing rent amount and due date carried over, so historical rent cycles aren't lost in the switch. Digital tenant records and agreements can be attached during setup rather than added later.