How to Manage House Rent in Bangladesh Without a Ledger
Rent, advances, gas and water bills, and the odd partial payment: put them all in one ledger and the numbers soon stop adding up. Here is what to record, a simple monthly routine, and how to run it without a ledger.
Why rent accounts get messy
A flat's rent is never just one number. There is the advance and the security deposit, gas, water and service charge, tenants who pay in full and tenants who pay half, some by bKash and some in cash. Tenants move out and new ones move in.
Keeping all of that on one ledger page is hard. One wrong total or one lost page means an awkward conversation with a tenant at the end of the month.
What to record for every flat
Whether you use a ledger, Excel or an app, keep these separately for each flat:
- ✓Flat and tenant — who lives where, when they moved in, their phone number.
- ✓Monthly rent — set flat by flat.
- ✓Advance and deposit — how much you took and how much has been adjusted each month.
- ✓Utility bills — gas, water and service charge — with the rent or separate.
- ✓Who paid what, and when — and what is still owed after a partial payment.
- ✓Expenses — repairs, electricity, the guard's salary — so you know what is left at the end of the month.
A simple monthly routine
- 1Bill everyone on the 1st. Rent and bills for every flat on the same day, so nobody is missed.
- 2Remind only those who owe. After a set date, remind the flats that have not paid.
- 3Keep proof of every payment. A transaction ID for bKash or Nagad; the date and amount for cash.
- 4Close the month. What came in, what went out, who still owes — in five minutes.
bKash, Nagad and cash in one record
However the money arrives, keep a record of it, so that "but I paid" can be checked in seconds.
| Paid by | What to keep | In the app |
|---|---|---|
| bKash / Nagad | Transaction ID | The tenant sends a receipt; you check it in one tap |
| Bank | Deposit slip | The slip's photo stays with the payment |
| Cash | Date and amount | You record the cash you received yourself |
Advances, deposits and move-outs
When a tenant moves in, write down the advance and the deposit clearly — in the agreement and in your accounts. Agree up front how the advance will be adjusted against rent, and there is nothing to argue about later.
Before a tenant moves out, settle four things together: the last month's rent, any unpaid bills, what is left of the advance, and the deposit. Go through the final figure with the tenant.
For what to record on the day a new tenant moves in, see the new-tenant checklist.
Running it without a ledger
In MyBasha every tenant's NID, family members and advance are on record. Every flat's bill goes out in one click on the 1st, the app reminds anyone who has not paid, and at the end of the month you see what came in, what went out and what is left. The full picture is in our guide to apartment management software.
- 1Add the building and its flats. Enter each flat's rent.
- 2Add your current tenants yourself. Enter their details; they log in later from their own phone.
- 3One click on the 1st. Every bill goes out together, and you check payments as they arrive.
Free for small buildings.
Free forever for 1 building and up to 5 flats — no card needed.
Questions and answers
What happens when a tenant pays only part of the rent?
What they paid is recorded and the rest shows as due, so next time you do not have to work out what is left.
Does the tenant have to install an app?
No. They get a login by SMS and see their bills and send payments on the website or the Android app, at no cost to them.
Do I have to re-enter my existing tenants?
You add your current tenants yourself with their details. They log in later from their own phone.
Can I track expenses as well?
Yes. Record expenses such as electricity, repairs and salaries, and at the end of the month you see what came in, what went out and what is left.
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