Utilities & meters
Utility billing for rentals — how to get it right
Utility settlements are the most common source of disputes between tenants and landlords. See which billing model to choose, how to take meter readings step by step, and which mistakes to avoid — plus, at the end, how to automate the whole process. Getting started with Brokik takes about 10 minutes.Three ways to settle utilities in a lease
There's no single right model — pick the one that fits your property and your management style, then spell it out precisely in the lease.Flat feeThe tenant pays a fixed amount for utilities every month, regardless of actual consumption.
AdvantagesMaximum simplicity — no meter readings or monthly calculations, and a predictable amount for both sides.
RisksAny surplus of the flat fee over actual utility costs counts as taxable income for the landlord. If consumption is high, you cover the difference out of pocket, and the tenant has no incentive to save.
Advance payment with periodic reconciliationThe tenant pays a monthly advance for utilities, and at an agreed interval you reconcile it against actual meter readings and supplier invoices.
AdvantagesA fair compromise — stable monthly payments combined with billing based on real consumption.
RisksRequires regular readings and keeping track of reconciliation deadlines. An advance set too low ends in a large top-up payment and a dispute at settlement time.
In Brokik you run this model in the app: the tenant submits a meter reading with a photo every month, and Brokik calculates a provisional settlement — during the tenancy or at move-out. When the bill arrives, Brokik splits it between tenants by the readings from the handover protocols and shows the difference against the provisional settlement.See how settling utility advances works
1:1 pass-through billing based on consumptionThe tenant covers exactly what the meters and supplier invoices show — no flat fee, no markup.
AdvantagesFull transparency. With the right wording in the lease, utility charges generally don't count as the landlord's income — you're simply passing the cost through.
RisksThe most work every month: readings, calculations, and itemizing the bill, with amounts that change from month to month.
What to put in the leaseWhatever model you choose, the lease should specify: how utilities are billed (flat fee, advance, or pass-through), which utilities are included, who takes meter readings and when, what rates consumption is calculated at (supplier tariffs), payment and reconciliation deadlines, and how utilities are settled when the tenancy ends. The more precise the wording, the less room for disputes.
Meter readings step by step — from move-in to move-out
Good billing starts on day one of the tenancy, not with the first invoice.1
Record the starting readings in the handover reportWhen you hand over the keys, record the readings of all meters in the handover/acceptance report and take photos of the meters showing the readings clearly. This is the reference point for every settlement that follows.2
Decide who takes readings, and whenSet a fixed reading schedule — for example, the last day of the month — and assign responsibility. Most often the tenant reports the readings and the landlord verifies them during property visits.3
Calculate consumption and multiply by the rateConsumption is the difference between the current and previous meter reading. Multiply it by the supplier's tariff rate and add any fixed charges — that's how a reliable monthly bill comes together.4
Settle utilities at the end of the tenancyAt move-out, record the final meter readings (again with photos) and prepare a final settlement: consumption since the last reading, any advance-payment reconciliation, and the deposit refund as a separate line item.The most common mistakes in utility billing
These mistakes come up most often in disputes with tenants — and every one of them is easy to avoid.No meter readings in the handover reportWithout documented starting readings, you can't prove how much the tenant actually used. Every handover should end with a report that includes meter readings and photos.
"Utilities included in rent" with no capA convenient arrangement, but without a consumption cap the tenant has no incentive to save — and you cover the difference. If you do bundle utilities with rent, set a cap and a rule for charging extra once it's exceeded.
Irregular readingsReading meters once every six months means a lump-sum top-up and an argument over whose consumption it actually was. A steady, ideally monthly, reading schedule keeps settlements small and predictable and catches anomalies early.
No confirmations or documentationVerbal agreements and settlements "over the phone" have no evidentiary value. Every reading, settlement, and payment should leave a trail — a photo, a message, a transfer confirmation.
Mixing the deposit with utility settlementsThe deposit secures claims under the lease — it's not a running utilities fund. Only deduct from it at final settlement, and always with an itemized breakdown — utilities and any damages listed separately.
How utility billing works in Brokik
Brokik runs the whole process — from the starting readings in the handover report to the final settlement at move-out.Custom billing setup per propertyFor each property, you set up your own billing model: fixed charges plus utilities billed by meter readings and rates.
Tenants submit meter readings in the appNo more chasing readings — the tenant enters the meter readings in the app, and you have them in the system right away.
Automatic calculation and monthly billingBrokik calculates consumption and amounts, then prepares a monthly bill broken down by item — so the tenant sees exactly what they're paying for.
Payment remindersThe tenant gets automatic reminders about payment deadlines — no awkward phone calls or texts.
A complete billing historyAll readings, settlements, and payments in one place — useful for tax filing and in case of a dispute.
Final settlement when the tenancy endsAt move-out, you'll prepare a final settlement that accounts for the last meter readings and any advance-payment reconciliation.
Handover report with meter readingsYou document the starting and closing readings in a report you prepare and sign electronically in Brokik.
Provisional settlement and bill split when tenants changeAn advance with control readings takes five steps. The tenant pays a fixed advance on the invoice and submits a reading with a photo every month. Brokik calculates a provisional settlement during the tenancy or at move-out. When the bill arrives, it splits it between tenants by the readings from the handover protocols, and you settle the difference with the deposit in the final settlement.
Who sees what
Utility settlement in Brokik — who does what and sees what
Owner or managerTenant
Advance and unit price
Start of the tenancyOwner or manager: You set the fixed advance, control readings and the price per kWh, m³ or GJ. Tenant: You pay the same advance every month — you see it on the invoice next to the rent. Meter reading with a photo
Every monthOwner or manager: You receive the tenant's reading with a meter photo and approve it. Tenant: You enter the meter value and add a photo from your phone. Provisional settlement
Move-outOwner or manager: Brokik calculates usage at your price, subtracts the invoiced advances and shows the underpayment or refund. Tenant: At the key handover you receive the protocol with meter readings to sign. Splitting the supplier's bill
When the bill arrivesOwner or manager: You enter the amount and usage from the bill — Brokik splits it between tenants and the vacancy by the readings from the protocols. Nothing to doAny difference against the provisional settlement is settled with you by the owner separately.Underpayment or refund
ClosingOwner or manager: In the final settlement you see the result from the readings, the amount already added to an invoice, and the balance with the deposit. Nothing to doYou receive the underpayment as one invoice line or in the deposit settlement.
Brokik calculates the provisional settlement from the readings and your unit price. The supplier's bill remains final — when it arrives, Brokik splits it between tenants and shows the difference.
Frequently asked questions about utility billing in rentals
Short answers to the questions landlords ask most oftenGenerally, no. Utilities are billed to the tenant at actual cost — pass-through billing means transferring the cost 1:1, with no markup. If you charge more than the invoices show, the surplus becomes your taxable income, and profiting from reselling utilities can also breach the supplier's tariff terms. If you want to earn more, raise the rent, not the utility rates.
Under a flat fee, any amount you collect from the tenant beyond the actual utility costs is rental income for the landlord and is subject to tax. Under 1:1 pass-through billing — if the lease clearly states that the tenant bears the utility charges and the landlord merely passes them along — those charges generally don't count as income. The precise wording of the lease is what matters most.
Protect yourself in the lease: set a deadline for submitting readings and a consequence for missing it — for example, an estimated bill based on average consumption with a correction once an actual reading is taken, or the landlord's right to read the meters after scheduling a visit in advance. The simplest fix is making the task easy for the tenant: in Brokik, the tenant submits the meter reading in the app in under a minute.
Record the readings of all meters in a handover/acceptance report signed by both parties, and take clear photos of the meters showing the meter number and reading. Use this as the basis for the final settlement — consumption since the last reading plus any advance-payment reconciliation — and give it to the tenant in writing before settling the deposit.
Colloquially, yes, but they're billed differently from electricity, gas, or water, since they have no meters. The waste fee usually depends on the number of occupants and is passed on to the housing association, cooperative, or municipality, while internet is a flat subscription. The simplest approach is to list them in the lease as a fixed line item alongside meter-billed utilities — and clearly state who pays them.
Don't wait for the bill. Record the meter readings in the handover report with a photo and calculate a provisional settlement: consumption since the last reading times the unit price from the lease, minus the advances you have already invoiced. Deduct an underpayment from the deposit in the final settlement and return an overpayment together with the deposit. When the supplier's bill finally arrives, split it between the previous tenant, the vacancy and the new tenant by the readings from the handover reports — any difference against the provisional settlement is settled with the former tenant separately. In Brokik you don't do this by hand: you enter the readings and the unit price, and Brokik calculates the rest.
Useful pages and articles
Dig deeper into billing and get ready for the whole rental processBill utilities without disputes or spreadsheets
Create a free account, set up billing for your property, and let tenants submit meter readings in the app — setup takes about 10 minutes, and you test the full plan free for 45 days, no card required.The content on this page is for informational purposes only and does not constitute tax or legal advice. For specific situations, consult a tax advisor or lawyer.© 2026 Brokik.com All rights reserved.