Boarding house and guest house businesses in Indonesia continue to grow, especially in major cities like Jakarta, Yogyakarta, Bandung, and Bali. However, many property owners still manage their operations manually. In fact, the growing trend of digitalization in the property sector demands efficiency and transparency. This is where the role of a Property Management System (PMS) becomes crucial—especially a PMS designed for boarding houses.
With a PMS, managing a boarding house or guest house becomes not only more efficient, but also improves service quality, maximizes revenue, and provides full control to property owners.
What is a Property Management System (PMS)?
A Property Management System (PMS) is a web-based or app-based digital solution designed to help property owners and managers handle every aspect of operations—from financial tracking, room rentals, and maintenance, to management reporting.
A PMS for boarding houses and guest houses offers features tailored to the needs of small to medium-sized properties, including:
- Room and tenant management
- Payment monitoring
- Automated reminders
- Integration with digital payment systems
- Owner dashboard for performance tracking
Common Challenges Faced by Traditional Boarding House & Guest House Managers
Many property owners still rely on manual methods or spreadsheets. Here are some of the common challenges they often face:
- Inaccurate tenant records
- Difficulty tracking monthly rent payments
- Delays in facility maintenance
- Loss of potential income due to unmonitored vacant units
- Lack of structured financial reporting
Without digitalization, business growth potential is limited—especially in an era where transparency and speed are key success factors.
Benefits of a Property Management System (PMS) for Boarding Houses and Guest Houses
1. Efficient Unit Management
With a Property Management System (PMS), you can easily monitor which units are available, currently rented, or soon to be vacant. No more manual counting or relying on handwritten records.
2. Automated Billing and Payment
The system automatically sends payment reminders to tenants and records all transactions neatly. This significantly helps reduce the risk of late payments or arrears.
3. Remote Monitoring
You don’t have to be physically present at the property to manage operations. Property Management System allows full access to all data via your smartphone or laptop, wherever you are.
4. Improved Tenant Satisfaction
With online complaint submissions and maintenance tracking features, tenants feel more valued. Issues are addressed more quickly and professionally.
5. Automatic Financial Reporting
No need to hire a dedicated accountant just for monthly reporting. The Property Management System generates automatic financial reports that can be printed or emailed with just a few clicks.
Case Study: Daily Rental Kost Transformation in Yogyakarta Using a PMS
A daily rental kost with 30 rooms in Yogyakarta faced challenges in tracking payments and daily occupancy. After implementing a Property Management System (PMS) tailored for kost operations, the results were remarkable:
- Occupancy increased by 27% as the system allowed real-time monitoring of vacant rooms.
- Outstanding payments dropped by 80% thanks to automated payment reminders.
- Administrative workload was reduced by 50% as all records were digitized and centralized.
This transformation helped the business operate more efficiently and improved both revenue and tenant satisfaction.
Essential Features in a PMS for Kost and Guest Houses
To maximize operational efficiency and tenant satisfaction, a Property Management System (PMS) for kost and guest houses should include the following key features:
- Room & Tenant Management
Easily track room availability, assign tenants, manage lease durations, and access complete tenant records in one place. - Automated Billing & Payment Tracking
Automatically generate monthly invoices and send reminders via email or WhatsApp. Integrate with digital payment systems like QRIS, Xendit, or bank transfers. - Owner Dashboard
Give property owners access to real-time performance reports, income summaries, and maintenance status, all through a dedicated interface. - Maintenance Request Handling
Tenants can submit repair or service requests via the app. Property managers can assign tasks, monitor progress, and manage related expenses. - Real-Time Financial Reports
Access updated reports on cash flow, outstanding payments, income breakdowns, and expenses — exportable in PDF or Excel formats. - Online Booking System
Allow potential tenants to check room availability and make reservations online. Sync with booking platforms if needed (e.g., Airbnb, Tiket.com). - Automated Notifications & Reminders
Send automatic alerts for rent due dates, contract renewals, or important announcements to both tenants and managers. - Mobile Accessibility
Ensure the PMS works smoothly on smartphones for remote access anytime, anywhere. - Multi-User Access
Provide separate access levels for admins, tenants, and property owners, maintaining data security and system control. - Data Security & Backup
Use SSL encryption, daily backups, and role-based access to protect sensitive financial and tenant data.
Why the Boarding House Business Needs Digital Transformation
Digitalization is not just a trend, but a necessity.
Today’s tenants—especially younger generations and professionals—expect a fast, transparent, and fully online rental experience.
By implementing a Property Management System (PMS), you also open up opportunities to:
- Integrate with marketplaces such as Traveloka, Airbnb, or Tiket.com
- Implement digital deposit systems
- Enable online rental registration without the need for physical visits
All of these enhancements can broaden your market reach and significantly increase the professionalism of your property business.
Local PMS vs International PMS – Which One Is More Suitable?
Although there are many international PMS platforms available in the market, local PMS solutions like those developed by DOTERB offer key advantages:
- A deep understanding of the Indonesian market
- Integration with local payment methods (QRIS, bank transfers, e-wallets)
- Support for Indonesian tax reporting
- Aftersales service in the Indonesian language
Conclusion
A Property Management System is the right solution to modernize the management of boarding house and guest house businesses in Indonesia. With PMS, daily operations become more efficient, revenue increases, and tenant satisfaction improves.
No matter the scale of your business—whether 5 rooms or 100 rooms—digital transformation is a must if you want to stay competitive in today’s modern property era.
Want your boarding house business to be more professional and efficient?
Use PMS for boarding houses from DOTERB, the leading property management software specially designed for the Indonesian market. Manage tenants, payments, reports, and maintenance—all in one centralized dashboard.
Contact our team now or visit www.doterb.com to schedule your FREE demo today!
