Four services. One integrated workflow. Your team touches nothing.

We retrieve, audit, and enter your bills. Your team just clicks approve.

We log into utility portals on your behalf, download invoices, run them through audit logic to catch errors, and enter each bill directly into AppFolio coded to the correct GL account. Your AP team gets a clean, ready-to-approve entry with the PDF backup attached.

Unlike legacy providers who simply pass bills through, we audit every invoice before it touches your books. Between 15 and 38 percent of utility invoices contain billing errors. We catch them before you pay them.

We never touch your money. Bills go into AppFolio and you pay them directly from your own accounts.

What this covers:

• Portal access via limited power of attorney and dedicated credentials

• Invoice retrieval across all utility types: water, gas, electric, trash

• Audit logic to flag rate errors, duplicate charges, and misread meters

• GL coding mapped to your specific chart of accounts in AppFolio

• Accrual-basis posting: expenses matched to the period consumed, not the invoice date

• End-of-year true-up calculations for CFO-ready financials

If you are currently paying a vendor and still doing any of this manually, you are paying for a data pass-through. That is not utility management.

Stop absorbing costs your residents should be paying.

When a resident moves in and does not transfer utilities into their name, the property keeps paying. Nobody catches it. It adds up to an industry average of $40,000 per year in absorbed costs.

We run routine cross-reference audits matching your AppFolio tenant directory against utility service transfer dates. Every gap gets flagged, calculated, and billed back to the resident, including a penalty fee.

How it works:

• Export AppFolio tenant directory with exact move-in dates

• Cross-reference against utility provider service transfer dates

• Flag any unit where service remains in the property’s name past move-in

• Calculate usage at historical daily rate for the gap period

• Post charge plus penalty fee to the resident’s AppFolio ledger

Example: tenant moves in May 1. Power is still in the property’s name on May 15. We catch it, calculate 15 days of usage, and post the charge and penalty automatically.

The math is complex. Your residents see a consistent, predictable bill.

We handle the full calculation of allocating master utility bills to individual residents, whether you use RUBS or flat-fee billing. That includes move-in prorations, move-out estimations, and bulk uploading all charges directly to tenant ledgers.

Municipal billing cycles are erratic. Cobb County Water might send a 45-day bill one month and a 15-day bill the next. We normalize those cycles so residents always see a consistent 30-day charge based on their actual consumption period. The total billed never exceeds actual usage.

What this covers:

• RUBS calculations: exact cost per unit based on occupants and days occupied

• Flat-fee billing for applicable utility types

• Consistent 30-day billing cycle normalization for erratic municipal cycles

• Move-in prorations matched to exact lease start date

• Move-out estimations using historical daily rates so you can close ledgers immediately

• Bulk charge upload directly to tenant ledgers via AppFolio

Georgia permits RUBS for all utility types. The only requirement is disclosure of the billing formula in the lease prior to signing.

We flag spikes before you pay them. And give you the script to handle the call.

Every invoice we process is measured against your property’s historical baseline. A water bill that triples, a gas spike that does not match occupancy patterns, an electric bill arriving for a vacant unit — we flag all of it before the charge hits your books.

When we find something, you do not just get an alert. You get the underlying data, the comparison period, and a prepared explanation your leasing team can use with the resident or the utility provider. No call ends with “I’ll have to get back to you.”

What triggers a flag:

• Bill amounts significantly above the property’s historical baseline

• Usage patterns inconsistent with current occupancy

• Charges arriving for vacant or unlisted units

• Rate changes from the municipality that have not been communicated

• Duplicate invoices or billing period overlaps

A $18,000 water bill that normally runs $4,000 likely signals a leak. Catching it early is the difference between a repair and a destroyed NOI quarter.