1.

Cover & Title Page

Tribhuvan University
Institute of Science and Technology

A Final Year Project Proposal

On
“Sajilo Rent – A Rental Management System”

Submitted to:

Department of Computer Science and Information Technology

Prithivi Narayan Campus

Bhimkalipatan-1, Pokhara

In partial fulfillment of the requirements for the Degree of Bachelor of Science in

Computer Science and Information Technology

Submitted By:
Aashish Paudel (27549/077)
Prakriti Timilsina (27564/077)
Sagar Timilsina (27568/077)
February --, 2025
2. Certificate Page

i. Supervisor Recommendation

I hereby recommend that this project be prepared under my supervision entitled

“Sajilo Rent- A COMPLETE RENTAL MANAGEMENT SYSTEM” in partial fulfillment of

the requirements for the degree of B.Sc. in Computer Science and Information
Technology be processed for the evaluation.

................................................

Dev Timilsina

Lecturer

Prithvi Narayan campus

ii. Head / Program Coordinator, Supervisor, Internal and External

Examiners’ Approval Letter

This is to certify that this project is prepared by AASHISH PAUDEL, SAGAR TIMILSINA
and PRAKRITI TIMILSINA entitled “Sajilo Rent- A COMPLETE RENTAL MANAGEMENT
SYSTEM” in partial fulfillment of the requirement for the degree of B.Sc. in Computer
Science and Information Technology has been well studied. In our opinion it is satisfactory
in scope and quality as a project for the required degree.

........................................

Dev Timilsina
Supervisor
Prithvi Narayan campus

....................................

xxx
Campus Chief
Prithvi Narayan campus

...........................................

Xxx
External Examiner
Prithvi Narayan campus

.........................................

Xxx
Internal Examiner
Prithvi Narayan campus
 2. Acknowledgement

The success and outcome of this project required a lot of guidance and assistance from

many people, and we feel extremely fortunate to have got all this all along the completion

of our final year project. Whatever we have done is only due to such guidance and

assistance and we would not forget to thank them. We could not have completed this
project without help from our college “Prithvi Narayan Campus” which gave the supportive

hands before us academically, also regarding other activities related to Information

Communication Technology as well as extra curriculum activities that we got to participate

in. It gave us family like environment.

We take this opportunity to express our profound gratitude and deep regards to our

supervisor Mr. Dev Timilsina for his exemplary guidance, monitoring, and constant

encouragement throughout the course of this thesis.

We would also like to appreciate the help of various people providing us with essential
data required for our project as well as their time in guiding us to how our project will be

more effective in users prospective. We are also grateful to our teachers for their constant

support and guidance.

Finally, we would like to express our sincere thanks to all the friends and others who
helped us directly or indirectly during this project work. This project was wonderful

experience where we have learnt and experienced many beneficial things.

Aashish Paudel(27549/077)

Sagar Timilsina (275681/077)

Prakriti Timilsina(27564/077)
3. Abstract Page

This project has been submitted to the fulfillment of the requirements for the
Bachelor of Science in Computer Science and Information Technology. We, the
team members of this project, take pleasure in presenting the detailed project
report that will reflect our efforts this semester.

Sajilo Rent- A COMPLETE RENTAL MANAGEMENT SYSTEM aims to address

the inefficiencies in traditional renting methods. It provides a centralized, user-
friendly platform where individuals can find and manage rental properties, including
rooms, apartments, tools, and commercial spaces. By leveraging modern
technology, Sajilo Rent eliminates the need for time-consuming physical visits and
manual inquiries, offering transparency and detailed property specifications to
users.
The system incorporates advanced features such as tenant screening, rent
collection, maintenance request tracking, and seamless communication between
landlords and tenants. Unlike existing platforms focused primarily on short-term
rentals, Sajilo Rent prioritizes long-term, affordable rental options, fostering
connections within local communities. The project utilizes the Agile development
methodology, ensuring iterative improvements and user feedback at each stage.

Developed using Laravel for the backend and MySQL for data handling, Sajilo Rent
is built to be scalable, secure, and efficient. The platform is designed to cater to
both landlords and tenants, addressing specific challenges such as social and
cultural barriers, limited filtering options, and outdated payment methods. Sajilo
Rent enhances the rental experience, providing an innovative solution that is
adaptable to the evolving needs of the rental market.

Keywords: Rent, Web Application, Apartments for rent, House for rent, Online,
Chat, System, Connect.
4. Table of Contents
5. List of Abbreviations, List of Figures, List of Tables
7. Main Report

Chapter 1: Introduction

1.1. Introduction

Sajilo Rent (साजिलो रे न्ट) is a rental management system designed to simplify the
management process of both residential and commercial rental properties along with tool
and machinery. In today's world, people such as students, workers, and families often
relocate for various reasons such as education, work, or temporary accommodation.
These people often have difficulty finding rental homes and properties that suit their
specific needs, budgets, and preferences. The routine process of finding properties like
room, cars, bikes, apartments by visiting neighbors and inquiring if a workspace or
property is available, is time-consuming, frustrating, and ineffective.

To solve these problems, Sajilo Rent provides a professional digital platform that includes
property listing, tenant management, and rent collection through an easy-to-use interface.
The system uses modern technology to make rental properties easier, more transparent,
and more convenient for property owners and tenants. Unlike platforms like Airbnb, which
mainly focus on short-term rentals like hostels and restaurants, Sajilo Rent caters to long-
term rentals and promotes community connections. It supports its members by providing
detailed property information, tenant screening, automatic rent collection, and
maintenance reports, etc. The rented equipment can be used for a limited or specified
time. The property management process makes the task of everyone involved easy.
1.2. Problem Statement

The traditional method of finding a room or tools involves physically visiting houses and
asking locals, which is time-consuming and inefficient. In countries like Nepal, cultural
and social factors also play a role in renting properties, making it difficult to match tenants
with suitable owners. The current systems available don’t provide property specification
details and lacks transparency whish make it difficult for customers to decide or trust the
property listing.

• Traditional methods involve physically visiting properties, which takes time and
effort.
• The manual inquiry process is inefficient, often yielding incomplete information
about available properties.
• Current systems fail to provide detailed property specifications like room size,
Product condition or amenities information.
• In countries like Nepal, cultural and social factors often influence rental decisions,
making it difficult to find suitable matches between tenants and property owners.
• Popular platforms like Airbnb focus more on short-term stays, leaving a gap in the
market for long-term, affordable rentals.
• Current platforms do not adequately address the need for tenants to connect with
local communities, which is important for social and cultural integration.
• There’s often no tenant screening mechanism, which can create trust issues
between landlords and tenants.
• Traditional rent collection methods are outdated, involving physical cash payments
or bank transfers, which can be inconvenient for both tenants and landlords.
• Existing systems don’t offer integrated maintenance request systems, making it
hard to report and track issues.
• Poor filtering options for properties based on criteria like location, price, or
amenities make it difficult to find relevant listings.
• The project also allows for renting commercial and office spaces, something that
many existing platforms neglect.
• Inefficient communication between landlords and tenants, often leading to
misunderstandings or delays in responses.
1.3. Objectives

The primary objectives of the Rental Management System are:

• Simplify the process of finding rental properties without physically visiting

them.
• Provide complete and detailed property specifications, including room size,
condition, and amenities.
• Offer tenant and landlord matching that considers cultural and social
factors.
• Address the gap for long-term, affordable rentals that Airbnb and other
platforms overlook.
• Facilitate connections with local communities for better social and cultural
integration.
• Include tenant screening features to build trust between tenants and
landlords.
• Implement modern rent payment options like online payments to replace
outdated physical transactions.
• Enable tenants to report and track maintenance issues through the platform.
• Offer advanced filtering options for location, price, and amenities for more
relevant listings.
• Extend the platform to allow the rental of commercial and office spaces.
• Ensure seamless and efficient communication between landlords and
tenants.
1.4. Scope and Limitation

Scope
a. Comprehensive Property Listings: Provide a digital platform for listing various
rental properties, including rooms, apartments, cars, and bikes, all in one
place.
b. User-Friendly Interface: Simplify the search process with an intuitive
interface, allowing users to filter properties based on criteria like price,
location, and amenities.
c. Tenant and owner Management: Facilitate efficient communication between
tenants and landlords, including features like tenant screening, rent
collection, and maintenance requests.
d. Local Community Connection: Enable users to find rental properties that
align with their preferences, such as a peaceful environment or community-
oriented spaces.
e. Long-Term and Short-Term Rentals: Cater to both long-term residents and
short-term renters, providing flexibility and convenience.
f. Automated Processes: Streamline rental management tasks through
automation, including rent reminders, payment tracking, and document
management.
g. Multi-Category Rental Management: Beyond real estate, the platform can
expand to manage rentals of other items like vehicles, clothes, equipment,
and workspaces.
h. Analytics and Reporting: Provide landlords with insights on occupancy rates,
rental trends, and payment history to support decision-making.

Limitations
a. Requires Online Browsing Skills – Users must know how to search, navigate, and
explore the website to find rental listings.
b. Indirect Payment Processing – Rent payments go through the super admin before
being transferred to the property owner, which may cause delays.
c. The Recommendation feature is limited to the registered users that means only
the registered users get recommended products based on their interest and
similarity.
1.5. Development Methodology

This section outlines the methodologies employed to gather information, analyze data,
and synthesize insights for the purpose of this report on the Sajilo Rent and its impact on
local lives of people.

High-Level Design of System

Methodology of the Proposed System

The system will follow the Agile development methodology, allowing for iterative
development and continuous feedback. The project will be divided into sprints,
each focusing on delivering specific features or components of the system.

Flow Charts
Flow charts will be used to visually represent the workflows within the system, such
as the process of adding a new property, registering a tenant, processing rent
payments, and handling maintenance requests.
 Figure 1: Flow Chart

1.6. Report Organization

Preliminary Section • Title Page

• Certificate Page
• Acknowledgement
• Abstract Page
Introduction Section • Introduction and Background
• Problem Statement
• Objectives
• Scope and Limitation
• Development Methodology
• Report Organization
Background Study and Literature Review • Background Study
Section • Literature Review
System Design Section • Design
• Algorithm Details
Implementation and Testing Section • Implementation
• Testing
• Result Analysis
Conclusion and Future Recommendation • Conclusion
Section • Future Recommendation
Chapter 2: Background Study and Literature Review

2.1. Background Study

Source Selection: A range of reputable books, research papers, and scholarly articles
related to Rental Management, various initiatives in the field of Rental Management,
and comparable case studies were identified.

In-Depth Analysis: The selected literature was comprehensively reviewed to establish

a theoretical framework for rental Management, delineate challenges in Rental
Search, and underscore the transformative potential of digital solutions.

A comprehensive review of existing rental management systems was conducted to

evaluate their strengths and weaknesses. This review analyzed both proprietary and
open-source systems, focusing on user interface design, functionality, and scalability.
Additionally, literature on property management practices was reviewed to better
understand the needs of owners and tenants.
2.2. Literature Review

Requirement Analysis:
Online Sources:

Search Strategy: Online databases, academic journals, and reputable websites were
systematically explored to retrieve information pertinent to the Sajilo Rent’s role in
enhancing local and global lives.

Here are some applications relevant to the concept of a rental management system,
along with their limitations:

• Airbnb: Primarily serves short-term stays, such as homestays, hotels, and

resorts. It lacks options for long-term, affordable stays connected to local
communities and has issues with property verification and delayed customer
support.

• SpareRoom: Operates mainly in the US, UK, and France, focusing on room
rentals.

• A Perfect Stay: Based in Australia, offering rental services.

• Roomster: Has limited listings in major Nepalese cities like Kathmandu,

Chitwan, and Lumbini, with verification issues for available properties.

• Facilitron: Specializes in renting athletic fields, gyms, pools, and similar

spaces.

• Share fox: Provides customizable management systems for renting tools and
equipment like machines and power drills.
 • Efacility: A facility management platform that integrates multiple services
(cafeteria, library, HR, space management, etc.), used in India, Malaysia, the
USA, Australia, Canada, the Middle East, Africa, and the UK.

These platforms demonstrate the need for a more comprehensive rental

management system that addresses these limitations, particularly for long-term
stays or uses and local community connections.

Information Extraction: Insights, case studies, user feedback, and success stories
were extracted from online sources, furnishing data on the application's
functionality, adoption rates, impact, and associated challenges.

Offline Sources (Books):

Library Research: Libraries and academic repositories were visited to access

books and reports that provided an in-depth understanding of e-governance
trends, technological advancements in local governance, and comparable case
studies.

Source Assessment: The credibility and academic merit of selected books were
evaluated based on the authors' expertise, publisher reputation, and alignment
with the research objectives.
Chapter 3: System Analysis

3.1. System Analysis

3.1.1. Requirement Analysis

i. Functional Requirements

The functional requirements of Rental Management System are as follows:

RMS consists of Property Management, Tenant Management, and Payment

Processing. Each module will interact with a centralized database, allowing for
seamless integration and data sharing. The system will provide real-time
notifications and updates to users based on their role (Admin, Property Manager,
Tenant).

• User Module: User can search for the rent properties and view its
description.
• Chat Module: Owner/Tenant can interact with each other’s via chat.
Figure 2: Use Case Diagram
ii. Non-Functional Requirements

The non-functional requirements of the Rental Management System are as follows:

• User friendly: The system is user-friendly enough to meet the knowledge and skill
of general users. Even the common users who have knowledge of the internet can
run this system.
• Reliability: The system is effective with a reliable source and tools, so the outcome
is reliable. It is highly reliable as it is free of errors.
• Speed: The response time of the system is fast. During the time of system progress
or runtime while using system and viewing the details system doesn’t make user
feel as low response time.
• Availability: The system is error-free, and the rate of system failure is very low.
The system is available all the time as required by the user.
3.1.2. Feasibility Analysis

i. Technical

Technical Feasibility
The system will be developed using PHP and the Laravel framework, chosen for
its robustness, scalability, and strong community support. The backend will use
MySQL for data storage. Integration with third-party APIs for payment processing.

ii. Operational

Operational Feasibility
The system will be user-friendly and support will be provided for property
managers and tenants. The intuitive interface and online support/documentation
will enhance the operational impact, reducing time spent on manual tasks and
improving satisfaction for both property holders and tenants.

iii. Economic

Economic Feasibility
A cost-benefit analysis was conducted to determine the economic feasibility of the
project. The system will reduce costs associated with manual property
management and increase revenue through improved tenant retention and timely
rent collection. The initial development cost is justified by long-term savings and
increased operational efficiency.
iv. Schedule

Schedule Feasibility (Gantt Chart)

A Gantt chart was created to outline the project timeline, detailing key milestones
such as requirement gathering, design, development, testing, and deployment.
The project is expected to be completed within 4 months, with periodic reviews to
ensure adherence to the schedule.

Figure 3 Gantt Chart

3.1.3. Analysis

Chapter 4: System Design

4.1. Design
Fig. DFD-0
Fig. DFD-1
Fig. DFD-2
Fig. DFD-3

Fig. Class Diagram

4.2. Algorithm Details

Description of Algorithms:
Key algorithms within the system will include Search, listings, rent calculation, late
fee assessment, notification and maintenance request prioritization. These
algorithms will ensure that the system operates efficiently and provides accurate
and timely information to users.
a. Recommendation Algorithm: Content-Based Filtering
b. Search Algorithm: SQL Query with LIKE, Full-Text Search, or External
Search Engines (Elasticsearch, Algolia)
c. Payment Processing Algorithm: Payment Gateway Integration (Stripe) with
Security Algorithms (Encryption, Tokenization)
d. Rent Calculation Algorithm: Basic Arithmetic, Recurrence Formula
Chapter 5: Implementation and Testing

5.1. Implementation

5.1.1. Tools Used

Front End Tools used:

HTML, CSS, Bootstrap, AJAX, JQuery Library

Backend Tools Used:

PHP Laravel

Database Technology used:

MYSQL
5.1.2. Implementation Details of Modules (Description of

classes/procedures/functions/methods/algorithms)
5.2. Testing

5.2.1. Test Cases for Unit Testing

Unit Testing is a type of software testing where individual units or components of a

software is tested. The purpose is to validate that each unit of the software code performs
as expected. The following test scenarios were used to test the system after the building
is completed.

Table : Test Case for user Log In

Test ID Test case Input Excepted Observed

Output Output
1 Successful Email: Login User
User Login Password: successful and successfully
redirected to logged in and
the homepage. redirect to the
homepage.
2 User Login Fail Email: Login Fail and User was
Password: show error unable to
message . logged in to the
system.
Table: Test case for Adding Property

Test ID Test case Excepted Observed Status

Output Output
1 Fill all the Property User
property should be successfully
information and added logged in and
click on the into the redirect to the
submit button. database. homepage.
2 Click on the Property Unsuccessful
submit button shouldn’t be to add property
without filling all added into the into the
the fields. database and database.
should
shows error
message
to fill all the
fields.

Table: Test case for Chat Module

Test ID Test case Excepted Observed Status

Output Output
1 Enter message Receiver Receiver was
into the field should be able to receive
and able to receive the message.
click on the the
send message
button. instantly.
Table: Test case for Algorithm Module

[if we are using recommendation algorithm]

Test ID Test case Excepted Observed Status

Output Output
1 Add new Property Property was
property should be shown
and check shown in the in the similar
whether similar Property
it is being Property section in
recommended section an appropriate
in according to its position.
the similar distance order.
Property
section or not.
 5.2.2. Test Cases for System Testing

System testing is defined as testing of a complete and fully integrated software product.

System testing of software or hardware is testing conducted on a complete, integrated

system to evaluate the system's compliance with its specified requirements. system
testing falls within the scope of black box testing, and as such should require no
knowledge of inner design of the code or logic. One of the types of system testing is the
usability testing which is performed in the system.

Table : Test Case for System Usability Testing

Test ID Test case Excepted Observed Status

Output Output
1 Click on all Link should Users were
links on the take users able to
system. to another web get the
page expected
web pages
according to after
the on- clicking the
page URL. links.
 5.3. Result Analysis

All the modules of the system are working as expected and the output of the system is up

to expectations. The developed web application provides us with the feature of adding

Property into the system, contact seller and view description of the book along with the
similar recommended Property.

This application uses an efficient algorithm to find the optimal distance to recommend the

Property and uses socket programming to establish the connection between the buyer
and seller.

Main focus is given on creating the user-friendly interface so that user can navigate

throughout the system very easily. User can manage their listed items, edit their profile
info through the profile section. From their home screen they have the option of viewing
the Property option, contacting the seller, and adding Property into the wish list.

Overall, the web application works according to expectations and without any problem.
Chapter 6: Conclusion and Future Recommendations

6.1. Conclusion

The Rental Management System is expected to significantly improve the efficiency of

property management by automating routine tasks, reducing errors, and providing
valuable insights through analytics. owners and property managers will benefit from
reduced operational costs, while tenants will enjoy a more streamlined and responsive
rental experience.

6.2. Future Recommendations

a. User-Friendly Interface & Tutorials – Implement a simple, guided onboarding

process and video tutorials to help less tech-savvy users navigate the platform.
b. Direct Payment System – Introduce automated direct payments to landlords while
keeping a small service fee for platform maintenance.
c. Mobile App Development – Create a mobile app for easier access and improved
user experience.
d. Multi-Language Support – Add Nepali & other local languages to help non-English-
speaking users.
e. AI Chatbot & Voice Search – Implement chatbot support and voice-enabled search
for effortless property discovery.
8. References

Laravel. (2023). Laravel 10.x documentation. Retrieved from

https://laravel.com/docs/10.x

Oracle. (2023). MYSQL reference manual. Retrieved from https://dev.mysql.com/doc/

R Brown, K. J. (2019). Modern rental management Practices. Retrieved from Property

management review.

Smith, J. (2020). Property Management Software:A Comparative Analysis . Journal of

Real State Technology, 234-245.
9. Bibliography (if any)

10. Appendices (Screenshots + Snippets of major source code

components + Log of visits to supervisor)