Operating Costs — Create Utility Cost Statements

The Costi operativi page is where you create a Nebenkostenabrechnung and split a property’s running costs across its tenants for a chosen period. Open it under Gestione → Costi operativi.

Use this page to set up a statement, add and distribute cost items, calculate each tenant’s share, and finalise and download per-tenant statements and PDFs.

You can also start a statement directly from a tenant: on a tenant’s page, the operating-cost-statements action opens this page already filtered to that tenant’s property. When you arrive this way, the property is preselected and the earliest unbilled year is suggested for you, so you can create the statement in a couple of clicks.

Before you start

To create a usable statement, you need:

• A property in your portfolio.
• At least one tenant with an active lease covering the billing period.

If these are missing, add the property and lease first, then return to Operating costs.

1. Create the statement

Click Nuovo Rendiconto to start a new statement and enter:

• The Proprietà you are billing. Selecting a property prefills the total building area and number of units from that property when those figures are known.
• The Anno and the Tipo di periodo:

• Annuale (gennaio-dicembre),
• H1 (gennaio-giugno) or H2 (luglio-dicembre),
• 1° trimestre (gennaio-marzo) to 4° trimestre (ottobre-dicembre).
• The Superficie totale dell’edificio (m²), which is required.
• Optionally, the Numero di unità and Numero di persone.
• Optionally, a Descrizione for your own reference.

Click Creare e aggiungere elementi → to save. The statement is created in Bozza status and you go straight to the cost-items step.

2. Add cost items

Use Aggiungi voce di costo to add each running cost you want to allocate, for example:

• Riscaldamento
• Imposta sugli immobili
• Assicurazione
• Custode

For every cost item, enter:

• The amount.
• An Metodo di assegnazione that defines how the cost is split:

• Quota uguale per unità abitativa – by units.
• In base alla superficie (m²) – by living area.
• In base al numero di persone – by number of persons.
• Importo fisso per inquilino – by fixed amount.
• In base ai consumi / letture – by consumption.

If you already track this property’s costs as expenses, use Sincronizza da spese to pull matching expenses in as cost items automatically, then adjust them as needed.

Choose the allocation method that matches the agreement and the nature of the cost. When you have added every cost, continue with Calcolo dell'allocazione →.

3. Calculate

When all relevant cost items are entered, click Calcolare.

The system calculates for each tenant of the property:

• their share of each cost item,
• their total prepayments,
• the resulting balance.

The balance will show either a credit or an amount due. Only tenants whose lease covers the billing period are included, and their share is weighted by how much of the period they actually occupied the unit.

Review the results before moving on, and adjust cost items or allocation keys if something looks incorrect. After calculating, the statement moves to Calcolato status; you can still edit and recalculate until you finalise.

4. Finalise and send

Once you are satisfied with the calculation:

1. Click Finalizzare and confirm to lock the statement. Its status becomes Finalizzato.

2. Download PDFs if needed:

• the full statement, or
• a statement for an individual tenant (open the tenant’s statement and use its download button).

After finalisation, the statement becomes part of your billing history. Sending statements to tenants directly from the app is being rolled out separately; for now, download each tenant’s PDF and share it as you normally would.

Tenant statements

Open any tenant’s statement to see their detailed breakdown. Each per-tenant statement shows:

• cost types and total costs,
• La vostra quota (the tenant’s share in percent),
• Fattore tempo (the occupancy time factor),
• Il vostro importo (the tenant’s amount),
• the tenant’s prepayments, and
• the result as either:

• Credito all'inquilino, or
• Pagamento supplementare dovuto.

Tenants can see clearly how their share was calculated and whether they receive a refund or must pay extra. Use the download button on this page to save that tenant’s statement as a PDF.

Status flow

Each statement moves through these stages:

• Bozza – created, still editable.
• Calcolato – costs and tenant shares have been calculated; still editable, and you can recalculate.
• Finalizzato – locked and confirmed.
• Inviato – sent to tenants.

Use the status to quickly see where a statement is in the process, from initial setup to completed delivery.