Utility cost statement

The utility cost statement (Nebenkostenabrechnung) compares the costs of a period with the advance payments each tenant made. The difference is an additional payment or a credit.

Prepare

1. Record the costs as expenses, assign them to the property, and mark their category as Relevant for service charges in the finances of the property.
2. Under Change distribution keys, choose a key for each cost type: Area (m²), Per unit, Persons, Fixed shares, or Per supplier invoice per unit. Enter persons or fixed shares on the units where you need them.

Create and approve

1. Click New statement, choose the period (up to 366 days) and click Create draft.
2. Check the result per tenant: costs, less advance payments (Akonto), equals additional payment or credit. The advance payment comes from the lease, and you can correct it per tenant in the draft.
3. Open the PDF preview of each tenant. It shows the letter as the tenant will see it, in the tenant's language.
4. Click Approve only when the check line says it passed: tenant shares plus landlord share equal the total costs, to the cent.

Approving creates an invoice for each additional payment and a credit note for each credit, assigned to the property. Nothing is sent to the tenants automatically. The PDFs are filed in the folder Utility costs, and All PDFs (ZIP) downloads them together.

Good to know

• A change of tenant is settled by days. Vacancy and units without settlement are borne by the landlord. Units where the tenant pays directly are not part of the distribution.
• Amounts of the expenses are shared including tax.
• An approved statement cannot be changed. Correct it with a separate invoice or credit note. Only a draft can be discarded.
• The statement does not read meters. The costs are shared by the keys above.

The tab also shows utility costs per m² and year, compared with the previous year.