Guides · utilities and charges
Community utility billing: from invoices and readings to a traceable result
How can a community organise invoices, readings and utility cost allocation rules? Information to check before choosing a tool and implementing the process.
Author: Piotr Adamski · · Reviewed by: Brillnet C-Team — operational and security review · · Updated:
Process guidance and feature availability
This guide describes how to organise billing and the information it needs. It does not confirm that a ready-to-use utility billing module is available in WM Administrator by Brillnet. Before deciding to deploy, ask about the current scope and check the product’s service status page.
Confirm the period and complete the source set
Every calculation starts with a period, supplier invoices, main and unit meter readings, and a unit register. Flag missing sources or readings before calculation instead of hiding them in the result.
Version the allocation rule
Floor area, ownership share, meter readings, occupancy and a flat rate produce different results. Record the parameters, effective period and the resolution, rules or other basis used by the community.
Reconcile control totals
The report should show input costs, allocated costs, shared costs, measurement differences and rounding. Mismatched totals block publication until explained or explicitly corrected.
Handle missing readings and complaints
The fallback rule must be known before calculation. A complaint retains the original result, supporting data, decision and correction; it does not overwrite history without a trace.
Show the owner how the result was calculated
A clear statement traces the amount to the period, consumption, rate, allocation rule and source document. Limit other units’ data to what is needed for explanation and checking.
Sources and scope
- Polish Act of 24 June 1994 on Ownership of Premises — ELI
- Polish Energy Law Act of 10 April 1997 — ELI
- Regulation on selecting a method for allocating heat purchase costs — ELI
For information only. This is not legal, tax or accounting advice; adapt the procedure to the documents and circumstances of the specific housing community.