Use case
White-label utility billing software for service providers
You take in supplier documents and meter readings for buildings you do not own, and you send out statements that have to survive being questioned. This is the machinery for the middle.
- Compound supplier invoices cover one supplier document spanning several utilities or several periods
- Batch reading entry screens are built for walking a building meter by meter, not for opening one record per meter
- Allocation formulas are configurable expressions evaluated per rebilling entry, including custom keys
- Invoice preview before batch issue, so a period is checked once and released once
- Private Cloud is a dedicated EU deployment with white labelling, mirrored backups and an SLA
The shape of the work
Billing for buildings you do not own
A rebilling provider has a different problem from a landlord. The landlord runs one portfolio and knows it. You run many, none of them yours, each with its own supplier arrangements, its own meter fleet, its own agreed keys, and its own idea of when the period closes.
The hierarchy gives you the separation you need without a separate installation per client: Property Group at the top, then Property, then Housing Unit, then Rooms and Common Spaces. A property group per client keeps their buildings together, with per-group statistics and revenue timelines grouped by property group.
Where you issue documents yourself, several legal entities can live under one account, and contracts and invoices are assigned to the entity that actually issues them. Where a client needs its own isolated environment or your service needs to run under your own brand, that is what Private Cloud is for.
Everything is scoped per account, with per-entity security scoping inside it. A user's credentials are only ever valid inside their own workspace, and signing in requires the Workspace ID as well as the email and password.
Intake
Getting supplier reality into the system
Suppliers do not send one clean invoice per utility per period per building. The intake side has to absorb what actually arrives.
Supplier invoices
Book the document that has to be reallocated, with the scan attached and the period recorded. This is the amount the reconciliation must distribute in full, and it stays visible throughout.
Compound supplier invoices
One supplier document covering several utilities or several periods is recorded as a compound invoice and split into the components each reconciliation needs, instead of being re-keyed by hand into parts.
Supply contracts and price schedules
Utility suppliers, supply contracts and price schedules are recorded per consumption site with the periods each price applies to, so rates are looked up rather than retyped every period.
Supplier meter readings
Readings the supplier took are recorded separately from readings you took. The difference between the two — the part every dispute starts from — is visible instead of reconciled silently.
Unmetered positions
Standing charges, basic fees and flat components are recorded as unmetered consumption positions and allocated on their own key, keeping the fixed part of a bill out of the consumption arithmetic.
Consumption sites
Meters are grouped by the site they measure, so several supply points in one building, or several buildings on one contract, stay legible when a period closes.
Fieldwork
Batch meter reading, in the order you walk the building
Reading collection is where a provider's margin is won or lost. The screens are built for a route, not for a record.
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Take the building as a list
Open the batch reading screen for a consumption site and enter values down the list in the order the meters are physically encountered, rather than searching for one meter record at a time.
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Record mains and sub-meters
Main meters and the sub-meters beneath them are entered in the same pass. Measured consumption is later deducted before any remainder is distributed to unmetered occupants.
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Keep the series
Readings are dated entries in a series, not a current value that gets overwritten. Meter-reading timelines keep the history that a challenged figure has to be defended from.
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Compare against the supplier
Supplier meter readings sit alongside yours for the same period, so a gap between the supplier's total and the sum of your sub-meters is found before invoices are issued rather than after.
Logic
Allocation formulas you configure, not features you request
Every client arrives with a key that is almost standard. Per square metre, but heated area only. Per person, but the shop counts as three. Per unit, except the ground floor. A provider cannot run a business where each of those needs a release.
Rebilling entries are grouped by utility type and by rebilling mode, and each entry carries its own allocation formula. The formula engine evaluates configurable expressions, so a key can be per square metre, per person, per unit, per consumption share, or an expression written for the case in front of you.
The formula is stored with the entry it produced. A statement issued three periods ago still explains itself under the rules that applied then, which is what you need when a client's auditor arrives with a question about a period you have already closed.
The rebilling dashboard shows the state of every cost group across the work in progress: complete, waiting on a reading, waiting on a supplier invoice, or ready to issue.
Throughput
Preview the period, then issue it in one pass
Control and volume usually pull against each other. The sequence below is designed so the check happens once, at the point where mistakes are still cheap.
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Close the period on the dashboard
The rebilling dashboard reports which entries are complete and which are blocked. Nothing needs to be tracked in a parallel spreadsheet of what is still outstanding.
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Preview the invoices
The invoice preview shows what each occupant would receive before anything is issued. Corrections are made against the rebilling entry, not against a document that has already been sent.
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Issue in batch
Release the whole period at once. Issuing runs through the connected invoicing platform, with document types and numbering scheme prefixes and suffixes applied as configured.
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Attach the derivation
Each client can receive a per-client rebilling sheet as a branded PDF showing how every figure was derived — the document that answers the first round of questions without a phone call.
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Hand off to accounting
The accounting connector posts over GraphQL on a connection authenticated with client SSL certificates. Per-user credentials mean documents are issued under the account of the person entitled to issue them.
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Export what you need
Contracts export to CSV, and consumption and revenue reports back the reconciliation summary a client expects with their statements at the end of a billing round.
Operations
Running it as a service, not as a side task
Volume work fails on the operational edges more often than on the arithmetic. These are the parts that matter once you are doing this for a living.
- Background job processing — issuing, notifications and cache work run as background jobs on a queue, so a large batch does not hold a browser window hostage while it completes
- Caching for large portfolios — model caching and cached chart dashboards keep heavy portfolios responsive, and cache invalidation runs in the background when the underlying records change
- Roles and support switching — admin, supervisor, read-only and a support role, with supervised user switching so your support staff can work in a user's context with an audit trail of the switch
- Per-account SMTP — outgoing mail can be sent through your own SMTP configuration, so statements and reminders reach occupants from your domain rather than from a platform they have never heard of
- Branding on generated PDFs — logo, colour scheme and font sizes on generated documents are set per account, so the rebilling sheet arrives looking like your service rather than like our software
- Three interface languages — English, German and Romanian, which matters when your reading staff, your billing staff and your clients do not share one language
Providers who take on the administration as well as the billing — contracts, deadlines, owner reporting — sit closer to the neighbouring use case, where rebilling is one task among several rather than the whole service.
Deployment
Private Cloud, white labelled, in the EU
Public Cloud is shared, EU-hosted SaaS on the standard plans, and it is enough to start a service on. Once the service is the business, most providers want the deployment to be theirs.
Private Cloud is a dedicated single-tenant deployment in a secure EU data centre, with dedicated resources including backup and failover infrastructure. Database and storage backups are mirrored to your own site or office, so a copy of your clients' data is somewhere you control. High availability and redundancy, 24/7 monitoring, and an SLA with a maximum four-hour intervention during working hours and 24 hours outside them.
White labelling is available on Private Cloud. Access controls and user management are customisable, and the deployment comes with its own user and storage allowances and unlimited data transfer, all published on the Private Cloud page.
All prices exclude VAT. Public Cloud plans, optional modules and overage rates are listed on the pricing page; Private Cloud terms are described in full on the Private Cloud page.
Getting started
Onboarding, then support at an hourly rate
Starting a billing service on the system means bringing across buildings, meters and supplier arrangements that already exist. Onboarding is a one-off; everything after it is billed by the hour.
Onboarding package
€ 400
Account setup, four hours of on-site staff training, travel to your location, and up to five phone consultations and ten email exchanges in the first six weeks.
Support, consulting and training
€ 75 /hour
Support, consulting and training after onboarding, delivered on a best-effort basis.
All prices are net and exclude VAT.
Questions
Asked by providers evaluating the platform
Can a utility billing provider run several clients' buildings in one workspace?
Yes. A property group per client keeps their buildings, units, meters and contracts together, with per-group statistics and revenue timelines grouped by property group. Where a client requires an isolated environment, or where the service must run under your own brand, Private Cloud provides a dedicated single-tenant deployment.
How are compound supplier invoices handled?
A compound supplier invoice records one supplier document that covers several utilities or several billing periods. It is booked once, with the scan attached, and split into the components each reconciliation needs. The full supplier amount stays visible, so the sum of what you allocate can always be checked against what was actually invoiced.
Can allocation keys be customised per client?
Yes. Each rebilling entry carries its own allocation formula, evaluated by a formula engine that accepts configurable expressions. Keys can be per square metre, per person, per unit, per consumption share, or a custom expression. The formula is stored with the entry it produced, so closed periods remain reproducible under the rules that applied then.
Is there a way to check a batch before invoices go out?
Yes. The rebilling dashboard shows which cost groups are complete and which are blocked, and the invoice preview shows what each occupant would receive before anything is issued. Corrections are made against the rebilling entry. Once the period is checked, the whole batch is issued in one pass.
Is white labelling available?
White labelling is available on Private Cloud, a dedicated EU deployment with its own published monthly rate, user allowance and storage allowance. On Public Cloud, per-account branding still applies to generated PDFs — logo, colour scheme and font sizes — and per-account SMTP sends mail from your own domain.
Next step
Run the billing round on machinery built for it
Compound invoices in, batch readings taken on the route, formulas you configure yourself, and one preview before the whole period is released.
All prices exclude VAT and are published in full on the pricing and Private Cloud pages.