Tenant utilities statements
A tenant utilities statement works out what one tenant's lease owes for electricity in one month: the energy the tenant's meters recorded, multiplied by the tariff in force. It is meant to be checked against the utilities invoices you have already issued.
There is no screen for this yet. Statements can be calculated, read and finalised only through Flowtly's API, by your administrator or an integration partner. Nothing here appears in the app's menus today, and nothing is invoiced from a statement.
What a statement contains
- One statement per lease and month, for the electricity meters on the units the lease covers.
- One line per meter: the kWh recorded, the unit price, and the amount.
- Amounts are rounded to two decimals per line, and the total is the sum of the rounded lines.
- A tenant whose units have no meter has no statement.
How the month is measured
- Only the part of the month the lease actually runs is counted. A lease that starts on the 16th is measured from the 16th. A lease with no end date is treated as still running.
- The tariff is the one in force on the first day of the month. A tariff set for a specific project or meter wins over the organisation's default tariff. A default tariff never applies before its own start date.
- A unit that two leases share in the same period is flagged, because each lease would otherwise be charged for all of it.
Draft and final
A calculated statement is a draft. Recalculating a draft refreshes it with the current readings and tariffs. A second person with the right permission then finalises it. A final statement never changes again, even if a reading or a tariff is edited later. To correct a final statement you calculate again, which creates a new draft beside it; finalising that draft replaces the earlier one.
A statement cannot be finalised while it has a blocker:
- a line has no tariff, so it cannot be priced;
- a reading looks doubtful (negative, marked as an estimate, or far out of line with that meter's other readings);
- the statement has no lines.
The blockers are listed with the statement, so you can see what to fix before finalising.
Comparing with your invoices
A read-only comparison puts each statement next to the utilities invoices issued to the same client. It counts the invoice rows tagged as utilities and sold in the month after the consumption month (or later, if your organisation bills in arrears by more months). For each lease it shows the difference. Leases within one percent are shown as matching; larger gaps are marked as unexplained and are never forced to match. If there is no invoice or no total to compare, the comparison says so instead of showing a zero.
Who can do what
Both permissions are off by default and are given on purpose, in your permission groups:
- Meter Statements Calculator calculates and reads statements and the comparison.
- Meter Statements Finaliser finalises statements and can read them.
The two are separate so that the person who calculates is not the person who approves.
Everything also requires that the property-management features and the utility-meters setting (Asset settings) are switched on for your organisation.
Setting the default tariff
If your invoices already show what you charged per kWh, Flowtly's support team can derive the default tariff for a month from them: it takes the tariff that most tenants' invoices agree on and records it once. It first shows what it would record and writes nothing until it is confirmed, and it refuses when tenants' tariffs do not agree.
What is not covered yet
Shared service charges and year-end reconciliation, water and heat, tenants without a meter, a screen for any of this, and turning a statement into an invoice.