UTILITIES
The Utilities module connects property, unit, lease, Client, meter, provider, billing, payment, accounting, sustainability and compliance data. It helps a real estate company create consistent utility records, calculate charges, generate invoices, receive payments, reconcile advances against actual costs and monitor portfolio performance.
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LEASEORA UTILITIES Detailed User and Technical Operations Guide Utility Setup • Billing Rules • Subscriptions • Invoicing • Payments • Betriebskosten Reconciliation • Commercial Multi-Building • Smart Alerts • Sustainability • Risk • Reporting |
For real estate companies, property managers, finance teams, utility managers, commercial operators, corporate Clients, sustainability teams, compliance teams and authorised administrators
Version 1.0 | July 2026
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Purpose of this guide This guide explains how a real estate company uses Leaseora's Utilities module from utility-record setup and billing rules through subscription management, automated invoicing, Client usage tracking, gateway or wallet payments, Betriebskosten reconciliation, commercial multi-building optimisation, sustainability targets, risk strategies, scheduled reports and SuperAdmin compliance oversight. It also provides a detailed technical reference based on the supplied models, controllers, services, events and jobs. |
1 Purpose, Audience and Scope
The Utilities module connects property, unit, lease, Client, meter, provider, billing, payment, accounting, sustainability and compliance data. It helps a real estate company create consistent utility records, calculate charges, generate invoices, receive payments, reconcile advances against actual costs and monitor portfolio performance.
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Item |
Description |
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Primary users |
Real estate companies, landlords, property managers, finance teams, utility teams, commercial operators, corporate Clients, sustainability teams and SuperAdmins. |
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Utility scope |
Electricity, water, gas, internet, waste, heating, cooling and other configured utility types. |
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Financial scope |
Billing rules, invoices, payments, allocations, late fees, outstanding balances and reconciliation. |
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Enterprise scope |
Multi-building optimisation, procurement, risk management, department allocation, ESG reporting and scheduled reports. |
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Technical scope |
Livewire dashboards, APIs, invoice services, payment verification, events, commands, exports and AI services. |
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Operational boundary |
Leaseora supports configured workflows. It does not replace provider statements, meter certification, tax advice, legal advice, statutory reconciliation rules or professional energy audits. |
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Jurisdiction-specific rules require confirmation Billing, late fees, cost allocation, taxation, meter requirements, Client notice periods and reconciliation obligations differ by jurisdiction. Configure and review them before production use. |
2 Complete Utilities Lifecycle
Figure 1. Complete Utilities lifecycle
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Stage |
Business outcome |
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Setup |
The utility is linked to the correct property, unit, provider, account and meter. |
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Configure |
Billing method, rate, grace period, allocation and alerts are defined. |
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Invoice |
Manual or automated UtilityInvoice records are created for the billing period. |
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Consume |
Usage and meter data feed analytics, alerts and billing. |
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Pay |
The company or Client pays through gateway, wallet or verified bank transfer. |
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Reconcile |
Actual costs are compared with Client advances to determine additional payment or refund. |
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Optimise |
AI-assisted cost, consumption, allocation and rate recommendations are reviewed. |
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Sustain |
Targets, certifications, procurement and risks are managed. |
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Report |
Exports, scheduled reports, compliance and audit records are produced. |
3 Roles, Permissions and Segregation of Duties
|
Role |
Responsibility |
Control |
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Utility Administrator |
Creates utility records, providers, meter and billing details. |
Should not approve their own high-value adjustments without review. |
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Property Manager |
Confirms property, unit, lease and occupancy context. |
Should not change provider statements or verified meter evidence. |
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Finance User |
Reviews invoices, payments, balances and reconciliation. |
Should maintain evidence for manual corrections. |
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Billing Approver |
Approves billing rules and automated-billing outputs. |
Should be independent for material allocation changes. |
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Commercial Utilities Manager |
Manages multi-building, contracts, procurement and rate optimisation. |
Contract and AI recommendations require authorised approval. |
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Sustainability Manager |
Sets targets and reviews progress. |
Public claims require evidence and approval. |
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Client / Corporate Client |
Views usage, invoices, payments, alerts and reports. |
Access is limited to linked leases and locations. |
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SuperAdmin |
Manages platform settings, plans, providers and compliance oversight. |
Actions must be audited and landlord-scoped. |
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Recommended financial control Use Maker -> Reviewer -> Approver for billing rules, allocation changes, bank-transfer confirmation, reconciliation statements and large commercial contract decisions. |
4 Before Using the Module
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☐ |
Properties, units, leases and Client records are complete. |
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☐ |
Utility types and supported units of measure are configured. |
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☐ |
Provider, account and meter details are available. |
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☐ |
Billing cycles and due-date rules are documented. |
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☐ |
Cost-allocation rules are approved. |
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☐ |
Gateway, wallet and bank-transfer processes are configured. |
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☐ |
Currency and exchange-rate settings are tested. |
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☐ |
Meter-reading, verification and document-retention procedures are documented. |
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☐ |
Reconciliation periods and jurisdiction-specific statement requirements are confirmed. |
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☐ |
User roles, approvals, exports and audit access are configured. |
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Start with one property and one utility type Pilot the complete create -> usage -> invoice -> payment -> reconciliation flow before enabling portfolio-wide automation. |
5 Phase 1 - Utilities Dashboard
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STEP |
Open the Utilities Dashboard Primary user: Utility Administrator / property manager |
Navigate to Utilities -> Dashboard. UtilityController@index provides the landlord view and uses CurrencyService, OpenAIService and CountryCurrencyService.
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Dashboard area |
Purpose |
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Utility records |
Utilities across all landlord properties. |
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Total cost |
Current utility cost by selected period and currency. |
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Outstanding balance |
Unpaid or partially paid amount. |
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Overdue bills |
Invoices or payments past due. |
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Consumption trends |
Usage over time by utility type. |
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Cost breakdown |
Property, unit, provider and utility categories. |
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Upcoming billing |
Next billing and due dates. |
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AI insights |
Advisory cost, pattern and anomaly observations. |
UtilitiesIndex provides a real-time utility table with filters. UtilitySubscriptionsIndex provides the real-time subscription view.
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Dashboard totals depend on period and currency Always display the reporting period, landlord scope, property scope and currency. Multi-currency conversions can cause differences from provider statements. |
6 Dashboard Review Routine
1. Select the reporting period and currency.
2. Review active and inactive utilities.
3. Review outstanding and overdue balances.
4. Check unusual consumption or cost changes.
5. Review upcoming billing dates.
6. Review failed invoice or payment processing.
7. Review properties with missing meter data.
8. Open AI insights and verify them against source records.
9. Assign corrective actions to authorised staff.
7 Create a Utility Record
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STEP |
Create the Property or Unit Utility Primary user: Utility Administrator |
Use UtilityController@create and @store.
|
Field |
How it is used |
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utility_type |
Electricity, water, gas, internet, waste, heating, cooling or another configured type. |
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property_id / unit_id |
Links the utility to the correct property and optional unit. |
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provider_name |
Utility service provider. |
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account_number |
Provider account reference. |
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meter_number |
Meter identifier where applicable. |
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billing_cycle |
Monthly, quarterly, bi-monthly or configured cycle. |
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estimated_amount |
Expected amount for budget and alert purposes. |
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currency |
Billing currency. |
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billing_start_date |
Start date for billing. |
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status |
Active or inactive. |
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Protect provider account and meter data Account numbers, meter numbers and bill documents should be available only to authorised staff and linked Clients where required. |
8 Utility Record Validation Checklist
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☐ |
The property and unit belong to the landlord. |
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☐ |
The utility type matches the provider service. |
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☐ |
The account and meter numbers are accurate. |
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☐ |
The billing cycle agrees with provider statements. |
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☐ |
The currency is correct. |
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☐ |
The billing start date is not before the relevant service or lease period. |
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☐ |
The utility is not duplicated for the same property, unit and meter. |
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☐ |
The status is Active only where the service is in use. |
Use @show to review a full record, @edit and @update to correct authorised details, and @destroy only when deletion is allowed by retention and financial rules.
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Prefer inactivation to deletion after billing activity A utility linked to invoices, payments, meter readings or reconciliation should normally be retained and marked inactive rather than deleted. |
9 Utility Relationships and Data Ownership
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Relationship |
Purpose |
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lease() |
Connects the utility to a lease. |
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landlord() |
Identifies owning real estate company. |
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property() |
Connects to the property. |
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tenant() |
Connects to the Client where applicable. |
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One source of truth Property, unit, lease and Client relationships should not be re-entered inconsistently across Utility, UtilityInvoice, UtilityPayment and reconciliation records. |
10 Configure Utility Billing Settings
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STEP |
Define Billing Rules Primary user: Utility Administrator / billing approver |
Use UtilityController@billingSettings and @updateBillingSettings. UtilityBillingRule stores landlord, property, utility type, billing method, rate, unit of measure, late fee and grace period.
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Billing method |
Meaning |
Typical evidence |
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Flat |
A fixed amount for the billing period. |
Approved contract or property rule. |
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Metered |
Amount is calculated from usage multiplied by a rate. |
Opening and closing readings plus rate. |
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Tiered |
Different rates apply to defined usage bands. |
Tariff table and verified readings. |
11 Billing Rule Fields and Controls
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Field |
Control question |
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landlord_id |
Does the rule belong to the correct company? |
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property_id |
Is the rule property-specific or portfolio-wide? |
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utility_type |
Does the rule apply to the correct service? |
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billing_method |
Flat, metered or tiered? |
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rate |
Is the rate current and approved? |
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unit_of_measure |
kWh, cubic metres, litres, unit, connection or other configured measure? |
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late_fee_percentage |
Is the fee permitted and approved? |
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grace_period_days |
When does an unpaid invoice become overdue? |
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Late fees require jurisdiction and contract review A configured late fee does not by itself establish that the fee is lawful or contractually enforceable. |
12 Cost Allocation Methods
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Method |
Use |
Review |
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Per unit |
Equal or defined share per unit. |
Confirm vacant and excluded units. |
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Per square foot / square metre |
Share based on area. |
Use verified area values and consistent units. |
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Per Client |
Share by occupancy or Client count. |
Confirm dates and occupancy changes. |
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Metered per unit |
Actual unit usage. |
Use verified meter readings. |
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Department allocation |
Commercial or corporate allocation. |
Confirm department ownership and basis. |
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Allocation must be explainable Every invoice and reconciliation should show the allocation basis, source figures and calculation method. |
13 AI Utility Insights at Setup
UtilityController@getAIUtilityInsights analyses utility data and proposes observations on costs, consumption patterns and anomalies.
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☐ |
The data period is sufficient and complete. |
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☐ |
The insight identifies the utility and property scope. |
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☐ |
Anomaly claims are checked against provider bills and readings. |
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☐ |
Recommendations do not change rates or billing automatically. |
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☐ |
The reviewer records accepted or rejected actions. |
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AI insight is advisory An unusual cost may be caused by tariff change, occupancy, weather, meter replacement, billing correction or missing data. Investigate before acting. |
14 Phase 2 - Utility Subscription Plans
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STEP |
Create Platform Utility Subscription Plans Primary user: SuperAdmin |
UtilitySubscriptionPlanController@index, @create and @store create platform-wide plans.
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Field |
Purpose |
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plan_name |
Client-facing or landlord-facing plan name. |
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description |
Plan explanation. |
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utility_type |
Utility service or management scope. |
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price |
Subscription charge. |
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billing_frequency |
Monthly, quarterly or annual. |
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features |
JSON list of included capabilities. |
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is_active |
Controls availability. |
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Plan features should match enabled functionality Do not advertise AI, provider integrations, exports or automation that are not configured for the relevant country or account. |
15 Landlord Utility Subscription
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STEP |
Subscribe Properties to a Utility Plan Primary user: Landlord / authorised administrator |
1. Open UtilitySubscriptionController@index.
2. Select an active UtilitySubscriptionPlan.
3. Review price, frequency and included features.
4. Select the properties covered by the subscription.
5. Confirm billing currency through CurrencyService.
6. Create the UtilitySubscription with Active status.
7. Review the subscription detail and next billing period.
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Operation |
Purpose |
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show |
View subscription detail. |
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edit / update |
Change authorised subscription settings. |
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toggleStatus |
Activate or deactivate. |
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generateInsights |
Create AI insights for the subscription. |
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exportReport |
Export one subscription report. |
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exportPDF / exportCSV |
Export subscription lists. |
UtilitySubscriptionCreated, UtilitySubscriptionUpdated and UtilitySubscriptionDeleted events are fired for lifecycle changes.
16 Subscription Management Controls
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☐ |
The plan is active and valid for the country or property type. |
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☐ |
The property list is correct. |
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☐ |
The currency and billing frequency are clear. |
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☐ |
Duplicate subscriptions are prevented. |
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☐ |
Deactivation behaviour is understood. |
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☐ |
Reports reflect only the landlord subscription scope. |
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☐ |
Events and audit logs record changes. |
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Confirm cancellation and billing behaviour The supplied scenario includes status toggling but does not define proration, refunds, notice periods or renewal treatment. Confirm these before production. |
17 Phase 3 - Full Utility Management
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STEP |
Manage Utilities Across the Portfolio Primary user: Utility Manager |
UtilityManagementController@index provides CRUD, analytics and AI cost prediction.
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Operation |
Purpose |
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create / store |
Create utility records. |
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show |
View utility detail. |
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edit / update |
Change authorised details. |
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destroy |
Delete under policy. |
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analytics |
Open utility analytics. |
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getAIUtilityInsights |
Generate AI management insights. |
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getAICostPrediction |
Predict future utility cost. |
18 Utility Analytics Dashboard
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STEP |
Analyse Revenue, Consumption and Efficiency Primary user: Utility Manager / finance analyst |
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UtilityAnalyticsController method |
Purpose |
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revenueAnalytics |
Utility billing revenue. |
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consumptionPatterns |
Consumption trends by type. |
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costEfficiency |
Cost efficiency by property. |
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predictiveAnalytics |
Future usage and cost predictions. |
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propertyAnalytics |
Property-specific analysis. |
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exportData |
Export filtered analytics. |
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Separate revenue from reimbursement Utility amounts collected from Clients may be reimbursements, pass-through charges or revenue depending on configuration and accounting treatment. Reports should label them correctly. |
19 Advanced Utility Analytics and AI
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Controller method |
Purpose |
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advancedAnalytics |
Advanced analytics view. |
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energyOptimization |
Energy optimisation recommendations. |
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getAIEnergyOptimizationInsights |
AI energy-reduction insights. |
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costAllocation |
Allocation analysis. |
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getAICostAllocationInsights |
AI allocation recommendations. |
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sustainabilityReport |
Sustainability metrics. |
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getAISustainabilityInsights |
AI sustainability insights. |
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aiCostPrediction |
Future cost prediction. |
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Do not apply AI allocation automatically Allocation changes affect Client charges. Require approved rules, evidence, notice and audit before applying them. |
20 Utility Analytics Review Procedure
1. Select the reporting period and property scope.
2. Review consumption by utility type.
3. Compare current and prior periods.
4. Review unit cost and total cost separately.
5. Identify missing readings or unusual invoices.
6. Review AI explanations and confidence where available.
7. Assign investigation actions.
8. Export the approved report.
21 Landlord Pays a Utility Bill
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STEP |
Pay a Provider Bill Primary user: Finance user / utility manager |
UtilityController@payUtilityBill uses UtilityPaymentGatewayService@payUtilityBill to route payment through a configured gateway. UtilityPaymentVerificationService verifies the payment after callback. A UtilityPayment record is created and UtilityPaymentProcessed is fired after successful processing.
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☐ |
The bill belongs to the correct utility and property. |
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☐ |
Amount, currency, period and provider reference are correct. |
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☐ |
The selected gateway is configured and healthy. |
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☐ |
The callback reference is unique. |
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☐ |
The payment is verified with the provider before marking Paid. |
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☐ |
A failed or pending payment is not duplicated. |
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Gateway initiation is not payment confirmation Mark a bill Paid only after provider or gateway verification succeeds. |
22 Phase 4 - Commercial Multi-Building Utilities
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STEP |
Open Commercial Utility Management Primary user: Commercial Utilities Manager |
Figure 2. Commercial and enterprise utilities map
CommercialUtilityController supports multi-building utilities, rate optimisation, automated billing, enterprise allocation, sustainability, procurement, risk and advanced reporting.
23 Multi-Building Management
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Method |
Purpose |
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multiBuildingManagement |
Manage utilities across buildings. |
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aiMultiBuildingInsights |
AI insights across buildings. |
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exportMultiBuildingReport |
Export multi-building report. |
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optimizeMultiBuilding |
AI usage optimisation. |
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consolidateServices |
Consolidate utility services. |
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☐ |
Building identifiers and utility types are consistent. |
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☐ |
Currencies and units of measure are normalised for comparison. |
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☐ |
Consolidation does not merge unrelated provider accounts. |
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☐ |
Vacancy and operating hours are considered. |
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☐ |
AI recommendations are reviewed by building managers. |
24 Rate Optimisation and Contract Negotiation
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Method |
Purpose |
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rateOptimization |
Analyse current rates. |
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rateOptimizationAiInsights |
AI recommendations. |
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applyRateOptimization |
Apply an approved optimisation. |
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negotiateContract |
AI-assisted provider negotiation support. |
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exportRateReport |
Export rate analysis. |
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AI cannot bind the company to a contract Generated negotiation points and rate recommendations require procurement, legal and financial approval. External providers control final terms. |
25 Commercial Automated Billing
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Method |
Purpose |
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automatedBilling |
Configure billing automation. |
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storeBillingRule |
Create a billing rule. |
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getBillingRule |
View rule detail. |
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updateBillingRule |
Update rule. |
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deleteBillingRule |
Delete unused rule. |
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reconcileBilling |
Reconcile generated billing. |
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getAutomatedBillingAIInsights |
AI billing insights. |
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exportAutomatedBillingReport |
Export billing report. |
Figure 3. Utility billing and invoice generation flow
26 Enterprise Cost Allocation
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Method |
Purpose |
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enterpriseCostAllocation |
Open allocation dashboard. |
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storeAllocation |
Create allocation. |
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updateAllocation / deleteAllocation |
Maintain allocation. |
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updateAllocationRules |
Change rule set. |
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bulkAction |
Bulk update. |
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inlineUpdate |
Inline update. |
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getAllocationHistory |
Review change history. |
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getTenantAllocations |
Client allocation view. |
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getDepartmentAllocations |
Department allocation view. |
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getTenantsByProperty / getUnitsByProperty |
Fetch allocation subjects. |
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getPropertyAllocationSummary |
Property summary. |
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exportAllocationReport |
Export allocation data. |
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generateAIInsights |
AI allocation insight. |
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Allocation history is essential A Client or department charge should be reproducible from the rule version, source cost, allocation basis, dates and affected units. |
27 Commercial Sustainability, Procurement and Risk
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Area |
Key methods |
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Sustainability |
enterpriseSustainability, aiSustainabilityInsights, exportSustainabilityReport, updateCertifications, setSustainabilityTargets. |
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Procurement |
utilityProcurement, storeContract, updateContract, deleteContract, generateRfp, exportProcurementReport. |
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Risk |
riskManagement, storeRiskStrategy, updateRiskStrategy, deleteRiskStrategy, getRiskSummary, generateRiskAIInsights, exportRiskReport. |
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Certifications and public commitments require evidence Do not mark a certification or public sustainability commitment as achieved without current supporting evidence and authorised approval. |
28 Advanced Reporting and Utility Import
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Method |
Purpose |
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advancedReporting |
Open reporting dashboard. |
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generateCustomReport |
Generate configured report. |
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scheduleReport |
Create scheduled delivery. |
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exportReport |
Export in selected format. |
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deleteSchedule |
Remove report schedule. |
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generateReportingAIInsights |
AI reporting recommendations. |
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importUtilities |
Bulk import CSV or Excel utility records. |
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☐ |
Import template uses approved columns and utility types. |
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☐ |
Property, unit, provider and meter references resolve correctly. |
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☐ |
Duplicate records are detected. |
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☐ |
Invalid rows are returned with reasons. |
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☐ |
A preview is reviewed before committing the import. |
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☐ |
The import is auditable and reversible under policy. |
29 Phase 5 - Utility Reconciliation (Betriebskosten)
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STEP |
Create a Lease Utility Reconciliation Primary user: Finance user / property manager |
UtilityReconciliationController uses BetriebskostenService for German-style operating-cost reconciliation. The supplied flow compares actual costs with Client advance payments and determines whether the Client owes an additional amount or the landlord owes a refund.
Figure 4. Utility reconciliation flow
30 Create the Reconciliation
1. Use @selectLease to choose the lease.
2. Confirm the reconciliation period.
3. Open @create($lease).
4. Collect provider bills, meter readings and allocation records.
5. Enter or generate UtilityReconciliationItem records.
6. Confirm Client advance payments for the period.
7. Run the Betriebskosten calculation.
8. Review whether tenantOwes() or landlordOwes() applies.
9. Approve and store the reconciliation.
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Legal timing and content are jurisdiction-specific The supplied service name indicates German Betriebskosten support, but this guide does not assert statutory deadlines, recoverable categories or notice requirements. Confirm them with authorised legal and accounting advisers. |
31 UtilityReconciliation Methods
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Method |
Purpose |
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tenantOwes |
Calculates additional amount due from Client. |
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landlordOwes |
Calculates refund or credit due. |
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getAbsoluteBalanceAttribute |
Returns absolute balance. |
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getCurrencySymbol |
Returns display symbol. |
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formatAmount |
Formats amount and currency. |
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items |
Returns reconciliation line items. |
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lease / landlord |
Returns linked records. |
32 Reconciliation Item Evidence
|
Relationship |
Purpose |
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utilityReconciliation |
Parent reconciliation. |
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lease / property / tenant |
Business context. |
|
payment |
Linked lease payment. |
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billDocument |
Supporting bill. |
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meterReader |
User who recorded meter reading. |
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verifier |
User who verified the reading. |
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creator |
User who created the item. |
Status methods include isPaid(), isPending(), isOverdue(), isDisputed() and exceedsThreshold().
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Evidence should support every line item A reconciliation amount should be traceable to provider cost, period, allocation rule, meter evidence, advance payment and approval. |
33 Generate and Deliver the Reconciliation
|
Operation |
Purpose |
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show |
Review full reconciliation. |
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getBreakdown |
Detailed cost breakdown. |
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generatePdf |
Create reconciliation statement. |
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emailToTenant |
Send UtilityReconciliationMail to Client. |
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getStatistics |
Review reconciliation totals and balances. |
|
☐ |
The Client and lease are correct. |
|
☐ |
The period is clearly stated. |
|
☐ |
All utility categories are itemised. |
|
☐ |
Advance payments are shown. |
|
☐ |
The balance direction is clear. |
|
☐ |
Supporting evidence and dispute route are available. |
|
☐ |
The PDF matches the approved record. |
|
☐ |
Email delivery is logged. |
34 Phase 6 - Client Utility Dashboard
|
STEP |
View Utilities Linked to the Active Lease Primary user: Client |
TenantUtilityController@index, the Tenant Shared UtilityController@index and API\Mobile\Tenant\UtilityController@index provide Client access.
|
Dashboard feature |
Purpose |
|
Utilities |
Linked utility types and providers. |
|
Current balances |
Outstanding and current amount. |
|
Due dates |
Next payment deadlines. |
|
Payment history |
Completed, pending and overdue payments. |
|
Consumption analytics |
Usage trends over time. |
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Smart alerts |
Threshold, due, overdue and meter alerts. |
|
Budget planning |
Expected utility cost planning. |
|
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Client access is lease-scoped A Client should see only utilities, invoices, payments, readings and reconciliation documents linked to their authorised lease or corporate location. |
35 Client Utility Features
|
Method |
Purpose |
|
show |
View one utility. |
|
usageTracking |
Track consumption. |
|
billManagement |
Manage utility bills. |
|
consumptionAnalytics |
Review trends. |
|
efficiencyInsights |
View efficiency recommendations. |
|
budgetPlanning |
Plan utility budget. |
|
smartAlerts |
View alerts. |
|
updateSmartAlertPreferences / updateAlertPreferences |
Set alert thresholds. |
|
report |
Generate usage report. |
|
exportReportCSV / exportReportPDF |
Export report. |
|
exportAnalytics |
Export analytics. |
|
getPaymentDetails |
View payment detail. |
36 Client Utility Invoices
|
Method |
Purpose |
|
invoices |
List Client utility invoices. |
|
showInvoice |
View invoice detail. |
|
payInvoice |
Pay the selected invoice. |
|
☐ |
Invoice number is visible. |
|
☐ |
Billing period is clear. |
|
☐ |
Utility type and property or unit are correct. |
|
☐ |
Amount, currency, due date and status are shown. |
|
☐ |
Usage and allocation evidence are available where applicable. |
|
☐ |
Payment options are limited to configured methods. |
37 Phase 6 - Client Pays a Utility Bill
|
STEP |
Pay the Utility Invoice Primary user: Client |
Figure 5. Utility payment flow
TenantUtilityController@payUtilityBill, UtilityPaymentController@payUtility and @pay, and API\Mobile\Tenant\UtilityController@payUtility support utility payment.
38 Payment Method A - Payment Gateway
1. Select the invoice or utility bill.
2. Choose an available gateway.
3. UtilityPaymentGatewayService creates the payment session.
4. A unique transaction reference is generated.
5. The Client completes payment at the gateway.
6. UtilityPaymentController@handleGatewayCallback receives the return.
7. UtilityPaymentVerificationService verifies the payment with the gateway API.
8. A UtilityPayment record is marked Paid only after verification.
9. UtilityPaymentProcessed is fired.
|
|
Supported gateways depend on configuration The supplied scenario lists Flutterwave, Stripe, Revolut, Paystack and Squad. Availability depends on country, account, currency and active integration. |
39 Payment Method B - Wallet
1. Confirm the Client wallet has sufficient balance.
2. Convert currency where wallet and invoice currencies differ.
3. Calculate the platform service fee through FeeCalculationService.
4. Display amount, fee and exchange-rate information before confirmation.
5. Debit the wallet using wallet->deductFunds().
6. Create the utility payment and fee records.
7. Create LandlordPayout and dispatch ProcessLandlordPayout.
8. Update the invoice only after the wallet transaction succeeds.
|
|
FX and fees must be disclosed before confirmation The Client should see the invoice currency, wallet currency, converted amount, rate, markup or fee and total debit. |
40 Payment Method C - Bank Transfer
1. Display approved bank-transfer instructions.
2. The Client completes the transfer outside the platform.
3. The Client uploads proof with the correct invoice reference.
4. The payment remains Pending.
5. The landlord or finance team verifies cleared funds independently.
6. The authorised user confirms or rejects the proof.
7. Only confirmed cleared funds update the invoice to Paid.
|
|
Proof is not settlement A receipt image or transfer slip can be false, duplicated, reversed or unrelated. Verify the bank account before confirmation. |
41 UtilityPayment Record and Status
|
Relationship / method |
Purpose |
|
lease / property / tenant |
Business context. |
|
payment |
Linked lease payment where applicable. |
|
billDocument |
Supporting bill. |
|
meterReader / verifier |
Reading evidence. |
|
isPaid |
Payment completed. |
|
isPending |
Awaiting confirmation. |
|
isOverdue |
Past due. |
|
isDisputed |
Under dispute. |
|
exceedsThreshold |
Amount or usage exceeds configured threshold. |
42 Client Payment History and Reports
|
STEP |
Review Payment and Usage History Primary user: Client / property manager |
|
Method |
Purpose |
|
TenantUtilityController@history |
Filtered payment history. |
|
UtilityPaymentController@paymentReport |
Payment report. |
|
UtilityPaymentController@usageTracking |
Usage over time. |
|
UtilityPaymentController@consumptionAnalytics |
Consumption trends. |
|
☐ |
Filters include period, utility, property and status. |
|
☐ |
Amounts display the correct currency. |
|
☐ |
Pending and disputed payments are separate from paid. |
|
☐ |
Reports state the period and data source. |
|
☐ |
Exports exclude unnecessary sensitive data. |
43 Phase 7 - Utility Invoice Generation
|
STEP |
Generate Utility Invoices Primary user: System / billing team |
UtilityInvoiceService@generateInvoicesForLease($lease, $listing) creates UtilityInvoice records for a lease. @generateUpcomingInvoices creates upcoming invoices for active leases and is called by ProcessMonthlyUtilityBilling.
|
UtilityInvoice field |
Purpose |
|
lease_id / property_id / tenant_id / landlord_id |
Business ownership and access. |
|
utility_type |
Billed service. |
|
billing_period_start / end |
Invoice period. |
|
amount / currency |
Charge and currency. |
|
due_date |
Payment deadline. |
|
status |
Draft, sent, paid, overdue or cancelled. |
|
invoice_number |
Unique invoice reference. |
44 Automated Monthly Billing
ProcessMonthlyUtilityBilling runs on the configured billing cycle and calls UtilityInvoiceService@generateUpcomingInvoices.
|
☐ |
The command runs in the intended time zone. |
|
☐ |
Only active leases and eligible utilities are included. |
|
☐ |
A billing period is not generated twice. |
|
☐ |
The correct billing rule version is used. |
|
☐ |
Usage and readings are available where required. |
|
☐ |
Draft invoices are reviewed before sending if configured. |
|
☐ |
Failures are logged and retried safely. |
|
☐ |
The generated count is reconciled with expected leases. |
|
|
Idempotency is essential A rerun of ProcessMonthlyUtilityBilling should not create duplicate invoices for the same lease, utility and period. |
45 Invoice Status Lifecycle
|
Status |
Meaning |
Control |
|
Draft |
Generated but not issued. |
Review amount, period and allocation. |
|
Sent |
Delivered or made available to Client. |
Delivery event should be logged. |
|
Paid |
Verified payment completed. |
Payment reference required. |
|
Overdue |
Past due and unpaid. |
Grace and late-fee rules apply as configured. |
|
Cancelled |
Voided under approved reason. |
Original record should remain auditable. |
46 Phase 8 - Smart Utility Alerts
|
STEP |
Configure and Receive Smart Alerts Primary user: Client / property manager |
|
Alert type |
Purpose |
|
Consumption threshold exceeded |
Usage passed the configured limit. |
|
Unusual usage spike |
Possible anomaly or leak. |
|
Bill due reminder |
Upcoming invoice due date. |
|
Overdue payment |
Invoice past due. |
|
Budget limit approaching |
Estimated spend near limit. |
|
Meter reading required |
Reading is due or missing. |
UtilityAlert supports dismiss(), isCritical() and isHigh(), and links to lease and landlord.
|
|
Alerts are prompts, not diagnoses A usage spike may be caused by occupancy, weather, tariff, estimate or meter error. Investigate before alleging misuse or damage. |
47 Alert Preference Controls
|
☐ |
The threshold uses the correct unit of measure. |
|
☐ |
The alert applies to the correct property or lease. |
|
☐ |
The Client can change non-mandatory preferences. |
|
☐ |
Critical operational alerts remain available to authorised staff. |
|
☐ |
Dismissal is logged and does not delete the underlying event. |
|
☐ |
Repeated alerts use frequency limits. |
48 Phase 9 - Sustainability Targets
|
STEP |
Create and Track Sustainability Targets Primary user: Sustainability manager |
|
Scope / method |
Purpose |
|
scopeByType / scopeByStatus |
Filter targets. |
|
scopeInProgress |
Active progress targets. |
|
scopeAchieved |
Completed targets. |
|
scopeOverdue |
Past-deadline targets. |
|
scopePublicCommitments |
Publicly declared commitments. |
|
isAchieved / isOverdue |
Status checks. |
|
daysRemaining |
Time to target deadline. |
|
calculateProgress |
Progress percentage. |
|
|
Public sustainability claims require evidence A target record or AI insight is not proof of environmental performance. Use verified baselines, methods, measurements and certification evidence. |
49 Landlord and Enterprise Sustainability
|
Controller method |
Purpose |
|
UtilityController@sustainabilityReport |
Landlord sustainability report. |
|
getAISustainabilityInsights |
AI sustainability insight. |
|
CommercialUtilityController@enterpriseSustainability |
Enterprise dashboard. |
|
setSustainabilityTargets |
Create targets. |
|
updateCertifications |
Maintain certification records. |
|
CorporateUtilityController@sustainabilityReporting |
Corporate ESG reporting. |
|
CorporateUtilityController@sustainability |
Corporate sustainability dashboard. |
50 Phase 10 - Corporate Client Utilities
|
STEP |
Manage Utilities Across Corporate Locations Primary user: Corporate Client utility manager |
|
Method |
Purpose |
|
multiLocationTracking / multiLocation |
Track all locations. |
|
energyConsumptionOptimization / optimization |
Optimisation tools. |
|
sustainabilityReporting / sustainability |
ESG and sustainability. |
|
budgetManagement / costManagement |
Utility budgets and costs. |
|
complianceReporting |
Regulatory reporting. |
|
executiveReporting |
Executive dashboard. |
|
smartBuildingIntegration |
IoT and smart-building data. |
|
vendorManagement |
Provider management. |
|
dataExportIntegration |
ERP or accounting export. |
|
generateCorporateReport |
Comprehensive report. |
|
reporting |
Reporting dashboard. |
|
|
Corporate location access must be scoped A corporate Client user should see only authorised entities, locations, departments and reports. |
51 Phase 11 - Utility Risk Strategies
|
STEP |
Create and Review Utility Risk Strategies Primary user: Commercial utilities manager / risk team |
|
Scope / method |
Purpose |
|
scopeByPriority / scopeHighPriority |
Filter material risks. |
|
scopeByStatus / scopeActive |
Filter status. |
|
scopeByRiskType |
Filter risk category. |
|
scopeNeedsReview |
Find strategies due for review. |
|
getRiskLevelAttribute |
Computed risk level. |
|
isOverdueForReview |
Review deadline passed. |
|
daysUntilReview |
Days to review. |
|
isImplemented |
Strategy implementation status. |
|
☐ |
Risk has a clear owner. |
|
☐ |
Likelihood and impact are documented. |
|
☐ |
Mitigation actions are specific. |
|
☐ |
Review date is configured. |
|
☐ |
Implementation evidence is attached or referenced. |
|
☐ |
AI risk insights are reviewed by authorised staff. |
52 Phase 12 - Automated Report Scheduling
|
STEP |
Schedule Utility Reports Primary user: Utility manager / analyst |
|
Scope / method |
Purpose |
|
scopeActive |
Active report schedules. |
|
scopeByType |
Filter report type. |
|
scopeByFrequency |
Filter frequency. |
|
scopeDueToRun |
Schedules due now. |
|
scopeOverdue |
Missed schedules. |
|
isDueToRun / isOverdue |
Execution checks. |
|
hoursUntilNextRun |
Time until next run. |
|
getRecipientCountAttribute / hasRecipients |
Recipient controls. |
|
☐ |
Report type and filters are correct. |
|
☐ |
Frequency and time zone are clear. |
|
☐ |
Recipients are authorised. |
|
☐ |
The report excludes unnecessary personal data. |
|
☐ |
Delivery failures are logged. |
|
☐ |
Schedules are removed when no longer needed. |
53 Phase 13 - SuperAdmin Utility Oversight
|
STEP |
Use Platform-Wide Utility Management Primary user: SuperAdmin |
|
Controller |
Purpose |
|
SuperAdmin\Core\UtilityController |
Platform utility CRUD, payments and invoices. |
|
UtilityServiceController |
Utility provider catalogue. |
|
UtilitySubscriptionPlanController |
Subscription plan catalogue. |
|
UtilitySystemController |
Global utility types, fees and billing settings. |
|
UtilityComplianceController |
Risk, regulatory, policy, vendor, audit and violation oversight. |
|
|
SuperAdmin changes require audit Record the administrator, reason, previous value, new value, affected landlord and timestamp. |
54 Utility Compliance Oversight
|
Method |
Purpose |
|
riskAssessment |
Platform utility risk assessment. |
|
regulatoryReporting |
Regulatory report. |
|
policyManagement |
Utility policy management. |
|
vendorCompliance |
Provider compliance monitoring. |
|
complianceMonitoring |
Ongoing compliance dashboard. |
|
generateComplianceReport |
Generate report. |
|
updateComplianceSettings |
Change compliance settings. |
|
regulatoryOversight |
Oversight dashboard. |
|
auditTrails |
Full action history. |
|
violationMonitoring |
Compliance violation monitoring. |
|
|
Compliance tools support oversight, not certification A dashboard or AI flag does not establish legal compliance. Authorised compliance professionals must review the applicable rules and evidence. |
55 Phase 14 - Lease Utility Usage Tracking
|
STEP |
Record Utility Usage Per Lease Primary user: Meter reader / verifier / utility administrator |
LeaseUtilityUsage tracks actual meter readings and consumption for a lease period and feeds invoice generation and reconciliation.
|
Relationship |
Purpose |
|
lease / property / tenant |
Business context. |
|
payment |
Linked lease payment. |
|
billDocument |
Supporting bill. |
|
meterReader |
User who recorded the reading. |
|
verifier |
User who verified the reading. |
|
creator |
User who created the record. |
Status methods include isPaid(), isPending(), isOverdue(), isDisputed() and exceedsThreshold().
|
|
Meter reading controls Record reading date, value, unit, meter number, reader, verification and evidence. A corrected reading should retain the original history. |
56 Usage and Meter Reading Procedure
1. Select the lease and utility.
2. Confirm meter number and unit of measure.
3. Record opening or prior reading.
4. Record current reading and date.
5. Attach photo or provider evidence where configured.
6. Calculate consumption.
7. Have an authorised user verify the reading.
8. Flag disputed or threshold-exceeding usage.
9. Release verified data to billing or reconciliation.
57 AI, Sustainability and Risk Feature Map
Figure 6. AI, sustainability and risk intelligence
|
|
AI governance AI output should identify the data period, property scope and recommendation basis. High-impact changes to Client charges, contracts, risk or public claims require human approval. |
58 AI Feature Reference
|
AI feature |
Controller / service |
Purpose |
|
Utility insights |
UtilityController@getAIUtilityInsights |
Cost, anomaly and pattern insight. |
|
Energy optimisation |
getAIEnergyOptimizationInsights |
Reduction recommendations. |
|
Cost allocation |
getAICostAllocationInsights |
Allocation recommendations. |
|
Sustainability |
getAISustainabilityInsights |
Sustainability analysis. |
|
Cost prediction |
aiCostPrediction |
Future utility cost. |
|
Management insights |
UtilityManagementController@getAIUtilityInsights |
Operational insight. |
|
Management prediction |
getAICostPrediction |
Utility-level prediction. |
|
Subscription insights |
UtilitySubscriptionController@generateInsights |
Subscription performance. |
|
Predictive analytics |
UtilityAnalyticsController@predictiveAnalytics |
Future consumption and cost. |
|
Multi-building insights |
CommercialUtilityController@aiMultiBuildingInsights |
Portfolio insight. |
|
Multi-building optimisation |
optimizeMultiBuilding |
Portfolio optimisation. |
|
Rate optimisation |
rateOptimizationAiInsights |
Rate recommendation. |
|
Contract negotiation |
negotiateContract |
Negotiation support. |
|
Automated billing |
getAutomatedBillingAIInsights |
Billing insight. |
|
Enterprise sustainability |
aiSustainabilityInsights |
Portfolio sustainability. |
|
Allocation insights |
generateAIInsights |
Enterprise allocation. |
|
Risk insights |
generateRiskAIInsights |
Risk recommendation. |
|
Reporting insights |
generateReportingAIInsights |
Report recommendations. |
|
RFP generation |
generateRfp |
Draft provider RFP. |
59 Events, Notifications, Mail and Scheduled Processing
|
Component |
Trigger / purpose |
|
UtilityPaymentProcessed |
Successful utility payment. |
|
UtilitySubscriptionCreated |
New subscription. |
|
UtilitySubscriptionUpdated |
Subscription changed. |
|
UtilitySubscriptionDeleted |
Subscription removed. |
|
UtilityReconciliationMail |
Reconciliation statement emailed to Client. |
|
ProcessMonthlyUtilityBilling |
Scheduled invoice generation. |
|
UtilityAllocationExport |
Cost allocation export. |
|
|
Event consumers need idempotency A repeated payment callback or command retry should not create duplicate payments, invoices, emails or downstream ledger entries. |
60 Backend Models Reference
|
Model |
Purpose |
|
Utility |
Core utility type, provider, meter, billing cycle and status. |
|
UtilityInvoice |
Lease billing-period invoice. |
|
UtilityPayment |
Gateway, wallet or bank-transfer payment. |
|
UtilitySubscription |
Landlord utility-management subscription. |
|
UtilitySubscriptionPlan |
Platform plan catalogue. |
|
UtilityService |
Registered provider. |
|
UtilityBillingRule |
Flat, metered or tiered billing rule. |
|
UtilityContract |
Provider contract. |
|
UtilityAlert |
Smart alert. |
|
UtilityReconciliation |
Lease cost reconciliation. |
|
UtilityReconciliationItem |
Reconciliation line item. |
|
LeaseUtilityUsage |
Meter and consumption record. |
|
UtilityRiskStrategy |
Risk mitigation and review. |
|
UtilitySustainabilityTarget |
Target and progress. |
|
UtilityReportSchedule |
Automated report schedule. |
61 Controllers Reference
|
Controller |
Purpose |
|
UtilityController (Landlord) |
Utility CRUD, billing, analytics, AI, sustainability and payment. |
|
UtilityManagementController |
Utility management and AI cost prediction. |
|
UtilitySubscriptionController |
Subscription lifecycle and exports. |
|
UtilityAnalyticsController |
Revenue, consumption, efficiency and prediction. |
|
UtilityReconciliationController |
Betriebskosten reconciliation. |
|
CommercialUtilityController |
Enterprise multi-building operations. |
|
TenantUtilityController |
Client utilities, invoices, payment, alerts and reports. |
|
UtilityPaymentController |
Client payment, callback and reports. |
|
CorporateUtilityController |
Corporate multi-location utilities. |
|
SuperAdmin Utility Controllers |
Platform configuration, providers, plans and compliance. |
|
API\Mobile\Tenant\UtilityController |
Mobile utility view and payment. |
62 Services and Technical Components Reference
|
Component |
Purpose |
|
CurrencyService |
Currency display and conversion support. |
|
CountryCurrencyService |
Country-based currency context. |
|
OpenAIService |
AI utility analysis. |
|
UtilityInvoiceService |
Lease and upcoming invoice generation. |
|
UtilityPaymentGatewayService |
Gateway utility payments. |
|
UtilityPaymentVerificationService |
Callback verification. |
|
UtilityErrorHandlerService |
Utility payment error handling. |
|
BetriebskostenService |
German-style utility reconciliation logic. |
|
FeeCalculationService |
Wallet payment fee calculation. |
|
ProcessLandlordPayout |
Landlord payout after Client wallet payment. |
|
UtilitiesIndex |
Livewire utility table. |
|
UtilitySubscriptionsIndex |
Livewire subscription table. |
|
UtilityPolicy |
Authorisation policy. |
63 Worked Example 1 - Metered Electricity Billing
|
|
Scenario A residential apartment is billed monthly for electricity using verified meter readings. |
|
Stage |
What happens |
|
1. Utility |
Electricity utility is linked to property, unit, provider and meter. |
|
2. Rule |
Metered billing rule uses the approved rate per kWh. |
|
3. Usage |
Opening and closing readings are recorded and verified. |
|
4. Invoice |
UtilityInvoiceService calculates the amount for the period. |
|
5. Review |
Billing team validates reading, rate, amount and due date. |
|
6. Send |
Invoice status moves from Draft to Sent. |
|
7. Pay |
Client pays through wallet. |
|
8. Payout |
LandlordPayout is processed. |
|
9. Report |
Usage and payment appear in the dashboard. |
64 Worked Example 2 - Gateway Utility Payment
|
|
Scenario A Client pays a quarterly water invoice using an available gateway. |
|
Stage |
What happens |
|
1. Select |
Client opens the Water UtilityInvoice. |
|
2. Initiate |
UtilityPaymentGatewayService creates a session. |
|
3. Complete |
Client pays at the gateway. |
|
4. Callback |
UtilityPaymentController receives the return. |
|
5. Verify |
UtilityPaymentVerificationService verifies the reference. |
|
6. Record |
UtilityPayment becomes Paid. |
|
7. Event |
UtilityPaymentProcessed fires. |
|
8. Update |
Invoice and dashboard balances are updated. |
65 Worked Example 3 - Annual Betriebskosten Reconciliation
|
|
Scenario A landlord reconciles annual operating costs against monthly Client advance payments. |
|
Stage |
What happens |
|
1. Select |
Finance selects the lease and annual period. |
|
2. Costs |
Provider bills and allocation evidence become reconciliation items. |
|
3. Advances |
Client advance payments are totalled. |
|
4. Calculate |
BetriebskostenService compares actual cost and advances. |
|
5. Balance |
The Client owes an additional amount or the landlord owes a refund. |
|
6. Review |
Finance verifies every line and calculation. |
|
7. PDF |
generatePdf creates the statement. |
|
8. Email |
UtilityReconciliationMail sends it to the Client. |
|
9. Follow-up |
Payment, refund or dispute is tracked. |
66 Worked Example 4 - Commercial Multi-Building Optimisation
|
|
Scenario A real estate company compares electricity use across five office buildings. |
|
Stage |
What happens |
|
1. Consolidate |
Buildings and utility data are normalised. |
|
2. Analyse |
multiBuildingManagement compares cost and usage. |
|
3. AI insight |
aiMultiBuildingInsights highlights anomalies. |
|
4. Rate review |
rateOptimization compares tariffs and contracts. |
|
5. Action |
Approved changes are applied through procurement or operations. |
|
6. Target |
Sustainability targets are set. |
|
7. Report |
A scheduled executive report is configured. |
|
8. Review |
Savings and target progress are reviewed monthly. |
67 Daily, Weekly and Monthly Operating Procedures
|
Frequency |
Recommended activities |
|
Daily |
Review failed billing or payments, urgent alerts, overdue invoices, missing meter readings and gateway verification issues. |
|
Weekly |
Review cost anomalies, upcoming invoices, bank-transfer proofs, subscription changes, open disputes and commercial risks. |
|
Monthly |
Run or validate monthly billing, reconcile invoice counts, review cost predictions, update sustainability progress and deliver reports. |
|
Quarterly |
Review rates, contracts, allocation rules, provider compliance, report recipients, platform settings and risk strategies. |
|
Annually |
Complete applicable reconciliations, archive evidence, review targets, contracts and long-term consumption performance. |
68 Implementation and Onboarding Checklist
Data setup
|
☐ |
Utility types, units of measure and currencies are configured. |
|
☐ |
Properties, units, leases and Clients are clean and linked. |
|
☐ |
Providers, accounts, meters and billing cycles are available. |
|
☐ |
Opening readings and historical bills are migrated where required. |
Financial setup
|
☐ |
Billing rules and allocation methods are approved. |
|
☐ |
Invoice numbers, due dates, grace periods and late-fee rules are configured. |
|
☐ |
Payment gateways, wallet, bank-transfer and payout flows are tested. |
|
☐ |
Reconciliation and refund procedures are documented. |
Enterprise and governance setup
|
☐ |
Commercial contracts, departments and building structures are configured. |
|
☐ |
Sustainability, risk and report ownership is assigned. |
|
☐ |
SuperAdmin, compliance, import and export permissions are configured. |
|
☐ |
Audit, privacy and retention policies are documented. |
69 User Acceptance Testing and Go-Live
|
Test area |
Acceptance test |
|
Dashboard |
Totals, filters, currencies, alerts and upcoming bills. |
|
Utility create |
Each type, property and unit combination. |
|
Duplicate control |
Duplicate meter and account detection. |
|
Billing rule |
Flat, metered and tiered calculations. |
|
Allocation |
Unit, area, Client and department methods. |
|
Late fee |
Grace and permitted fee behaviour. |
|
Subscription |
Create, update, toggle, events and export. |
|
Analytics |
Revenue, consumption, efficiency and property filters. |
|
AI insights |
Incomplete data, anomaly and approval handling. |
|
Landlord payment |
Gateway initiation, callback and verification. |
|
Commercial buildings |
Multi-building and consolidation. |
|
Rate optimisation |
Recommendation and approval. |
|
Automated billing |
Rule create, reconcile and export. |
|
Enterprise allocation |
History, inline and bulk updates. |
|
Procurement |
Contract, RFP and export. |
|
Risk |
Priority, review and implementation. |
|
Import |
Valid, invalid, duplicate and rollback cases. |
|
Reconciliation |
Client owes, landlord owes and zero balance. |
|
Reconciliation PDF |
Amounts, breakdown and email delivery. |
|
Client dashboard |
Lease scope and mobile access. |
|
Invoice generation |
One invoice per utility period. |
|
Monthly command |
Rerun without duplicate invoices. |
|
Gateway payment |
Success, failure and pending callback. |
|
Wallet payment |
FX, fee, debit and payout. |
|
Bank transfer |
Proof, approve, reject and duplicate proof. |
|
Alerts |
Threshold, critical, dismiss and preference. |
|
Sustainability |
Progress, overdue and public commitment. |
|
Corporate |
Location and department scope. |
|
Scheduled reports |
Due, overdue, recipient and delivery failure. |
|
SuperAdmin |
Platform changes and audit. |
|
Security |
Landlord, Client, corporate and export scope. |
|
|
Go live in stages Enable utilities, invoices, Client payment and reconciliation for a small pilot portfolio before commercial optimisation, automated billing and corporate reporting. |
70 Common Issues and Troubleshooting
|
Issue |
Recommended action |
|
Utility not visible |
Check landlord, property, unit, lease and status. |
|
Duplicate utility |
Review account, meter and property combination. |
|
Wrong currency |
Check utility, property, country and CurrencyService settings. |
|
Invoice amount is wrong |
Review billing rule, usage, rate, tier and allocation. |
|
Monthly command duplicates invoices |
Add period-based idempotency checks. |
|
Invoice remains Draft |
Check review or send workflow. |
|
Gateway says paid but Leaseora is pending |
Run verification and inspect callback logs. |
|
Wallet payment failed |
Check balance, FX, fee and transaction rollback. |
|
Bank proof is uploaded but unpaid |
Verify cleared funds and authorised approval. |
|
Consumption spike alert is false |
Check estimated reading, tariff, unit and meter replacement. |
|
Reconciliation balance reversed |
Check sign convention and advance-payment totals. |
|
Reconciliation item lacks evidence |
Attach bill, reading, verifier and allocation basis. |
|
Commercial allocation is disputed |
Review rule history and source cost. |
|
AI cost prediction is unrealistic |
Check missing periods, occupancy and tariff changes. |
|
Sustainability target shows achieved incorrectly |
Review baseline, formula and evidence. |
|
Scheduled report did not run |
Check active status, next run, scheduler and recipients. |
|
Import failed |
Review template, identifiers, types and validation errors. |
|
Wrong Client sees a bill |
Review lease and policy scope immediately. |
71 Frequently Asked Questions
Can Leaseora manage different utility types?
Yes. Electricity, water, gas, internet, waste, heating, cooling and configured types are supported by the supplied scenario.
Can billing be flat or metered?
Yes. UtilityBillingRule supports flat, metered and tiered methods.
Can invoices be generated automatically?
Yes. ProcessMonthlyUtilityBilling calls UtilityInvoiceService@generateUpcomingInvoices.
Can Clients pay through a wallet?
Yes, subject to configured wallet balance, FX, fees and payout processing.
Can a Client pay by bank transfer?
Yes, but proof must be independently verified before the invoice is marked Paid.
What is Betriebskosten reconciliation?
The supplied flow compares actual utility or operating costs with Client advances to calculate an additional amount or refund.
Does Leaseora guarantee German legal compliance?
No. The workflow must be configured and reviewed for applicable legal requirements.
Can commercial companies allocate costs by department?
Yes. The supplied CommercialUtilityController supports department allocations.
Can AI negotiate a provider contract?
AI can assist with recommendations or drafting, but authorised staff make the decision.
Can utility alerts detect leaks?
An unusual spike can be flagged, but it is not a diagnosis. Investigation is required.
Can sustainability targets be public?
The model supports public commitments, but claims require evidence and approval.
Can reports be scheduled?
Yes. UtilityReportSchedule supports active, frequency, due, overdue and recipient controls.
Can corporate Clients manage multiple locations?
Yes. CorporateUtilityController supports multi-location, budgets, ESG, compliance and exports.
Are analytics exportable?
Yes. Utility, subscription, allocation and reporting exports are included in the supplied scenario.
72 Technical Matters to Confirm Before Production
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Area |
Confirmation required |
|
Utility types |
Confirm configured catalogue and units of measure. |
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Statuses |
Confirm exact enums for utility, subscription, invoice, payment, alert and reconciliation. |
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Billing cycles |
Confirm bi-monthly meaning, dates and time zone. |
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Billing rules |
Confirm flat, metered and tiered formulas. |
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Allocation |
Confirm vacant units, shared areas, rounding and change history. |
|
Late fees |
Confirm legal, contractual and approval rules. |
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Currency |
Confirm storage currency, display currency, FX source and rounding. |
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Subscriptions |
Confirm billing, renewal, cancellation, proration and refund. |
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Invoice numbering |
Confirm uniqueness and reset rules. |
|
Monthly command |
Confirm schedule, idempotency, review and retry. |
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Gateway payment |
Confirm callback signatures and verification. |
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Wallet payment |
Confirm fee types, FX, payout and rollback. |
|
Bank transfer |
Confirm proof model, verification, rejection and notifications. |
|
Reconciliation |
Confirm recoverable categories, deadlines, notice and dispute workflow. |
|
BetriebskostenService |
Confirm jurisdiction, formula and tests. |
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Meter readings |
Confirm units, correction, verification and photo evidence. |
|
Thresholds |
Confirm UtilityAlert and exceedsThreshold logic. |
|
AI insights |
Confirm data sources, prompt controls and human approval. |
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Commercial contracts |
Confirm approvals, versioning and document storage. |
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Sustainability |
Confirm baseline, method, certifications and public claims. |
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Risk |
Confirm score, review schedule and evidence. |
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Scheduled reports |
Confirm runner, formats, recipients and retention. |
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Imports |
Confirm template, dry run, error handling and rollback. |
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Policies |
Confirm landlord, Client, corporate and SuperAdmin access. |
|
Deletion |
Confirm cascading restrictions for invoices, payments and reconciliation. |
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Specification basis This guide preserves the terminology and workflow supplied for Leaseora's Utilities module. Undefined production behaviour is listed for confirmation rather than silently assumed. |
73 Quick Reference - 38-Step Utilities Operating Flow
1. Open the Utilities dashboard.
2. Confirm property, unit, lease and Client data.
3. Create the Utility record.
4. Enter provider, account, meter and billing cycle.
5. Configure billing method and rate.
6. Configure allocation, grace and late-fee rules.
7. Review AI utility insights.
8. Create or select a subscription plan where applicable.
9. Activate the landlord UtilitySubscription.
10. Record or import utility data.
11. Track meter readings through LeaseUtilityUsage.
12. Verify consumption and evidence.
13. Generate a manual or automated UtilityInvoice.
14. Review amount, currency, period and due date.
15. Send the invoice to the Client.
16. Configure smart alerts.
17. Allow Client usage and budget review.
18. Pay through gateway, wallet or bank transfer.
19. Verify the payment.
20. Fire UtilityPaymentProcessed and update balances.
21. Review payment history and reports.
22. Run multi-building analysis where applicable.
23. Review rates and provider contracts.
24. Manage enterprise allocations.
25. Run automated billing reconciliation.
26. Manage sustainability targets and certifications.
27. Manage procurement and AI-generated RFPs.
28. Create and review utility risk strategies.
29. Schedule custom and executive reports.
30. Create annual or periodic lease reconciliation.
31. Compare actual costs with Client advances.
32. Calculate Client amount due or landlord refund.
33. Generate and email the reconciliation PDF.
34. Handle payment, refund or dispute.
35. Review corporate multi-location data where applicable.
36. Maintain SuperAdmin compliance and audit oversight.
37. Export authorised analytics and allocation reports.
38. Review controls, AI recommendations and production confirmations regularly.
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Business value Leaseora's Utilities module gives a real estate company one connected workflow for utility setup, billing, invoicing, payment, Client usage, cost reconciliation, multi-building optimisation, sustainability, risk and compliance. |
LEASEORA
UTILITIES
Set up, bill, collect, reconcile, optimise and report property utilities from one connected platform.
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Support and onboarding For Utilities onboarding, billing configuration, Client invoicing, payment setup, Betriebskosten reconciliation, commercial allocation, sustainability, reports or compliance assistance, contact Leaseora through support@leaseora.com. |
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