Turn every tenant charge into a calculation you can defend.
Combine verified readings, tariffs, lease periods and shared-cost rules so finance closes the period once - and tenants can see exactly how every line was calculated.
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Billing periods
Close the month once and defend every line.
Readings, tariffs, lease dates and allocation rules enter one controlled period. Finance reviews the exceptions, closes the month and keeps the evidence behind every charge in the same record.
- Prorate move-ins, move-outs and tariff changes to the dates they actually apply.
- Trace every consumption charge back to its meter, reading period and calculation rule.
- Lock approved periods so later edits become visible corrections - not silent changes.
Cost allocation
Split shared costs without creating doubt.
Allocate common areas, vacant units and shared services by the basis agreed in each lease. Every tenant sees the rule, the inputs and the share applied to their invoice.
- Use metered consumption wherever a reliable submeter exists.
- Apply area, fixed-share or mixed rules where direct metering is not possible.
- Keep landlord, vacant-unit and tenant responsibility separate throughout the calculation.
Invoices & balances
Move approved charges into finance without re-keying.
Once a period is approved, Volts turns the calculation into invoice-ready lines, sends the required records onward and keeps balances, due dates and supporting evidence connected.
- Create invoice data from the approved charges, with the source readings attached to every line.
- Export approved charges to your accounting or ERP system.
- Track outstanding balances and surface overdue amounts by tenant.
Keep the ledger. Remove the spreadsheet in between.
Volts connects the meters, lease rules and finance workflow you already use. It fills the gap between a raw reading and an approved tenant charge without forcing an accounting-system replacement.
What this means in practice
- Existing submeters and BMS data become billing inputs where their readings are reliable.
- Missing points can be retrofitted without replacing the usable estate.
- Approved charges leave Volts in the format your finance process accepts.
FAQ
Tenant billing without unanswered questions
Can we bill tenants from actual consumption instead of fixed shares?
Yes. Where a reliable submeter exists, the tenant’s charge can follow verified consumption. Common areas or unmetered services can use a documented area, fixed-share or mixed rule, with the basis visible beside the calculation.
What happens when a tenant moves in or out mid-period?
The tenant’s responsibility starts or ends on the effective lease date. Volts applies the relevant readings and rules only to that part of the period, so the final charge does not default to a full-month estimate.
Does Volts replace our accounting software?
No. Volts calculates and documents the charge between the meter and the ledger. Approved invoice data then moves to your accounting or ERP system.
Can a tenant see the readings behind a disputed charge?
Yes. The charge record can show the source meter, reading period, tariff and allocation basis, so finance answers with evidence instead of rebuilding the calculation in a spreadsheet.
Can Volts run a service-charge reconciliation?
Volts can compare budgeted charges with actual metered and supplier costs, apply the agreed allocation rules and preserve the calculation trail.
How are vacant units and landlord costs handled?
They remain separate cost responsibilities. Each cost centre can carry its own vacancy and landlord rule, so occupied tenants are not charged for consumption or space outside the agreed lease basis.
What if a meter reading is missing or clearly wrong?
Volts flags the exception before close and records the approved treatment.
Can a closed period be changed later?
A correction after a closed period is recorded as a correction, not a silent edit, together with the tenant documents it affected.
Close one real billing period inside Volts.
Bring one building, one recent utility period and the allocation rules you use today. We will show where the evidence is complete, where it breaks and what Volts would calculate.