Utility Charges

Utility charges are calculated from meter readings and applied to tenant invoices. Generate invoices automatically for all outstanding charges.

Utility charges table

Table features

The utility charges table gives you full control over how you view and manage all utility charges.

Filtering

Filter utility charges using any column with advanced filter options:

Filter type	Description
Contains	Field contains the specified text
Not contains	Field does NOT contain the specified text
Is	Field exactly matches the specified value
Is not	Field does NOT match the specified value
Is empty	Field has no value
Is not empty	Field has a value

How to filter: Click the filter icon then click Add filter button , select your filter type, and enter the value.

Filter examples:

Charge Number contains “UC”
Unit contains “g-3”
Status is “Pending”
Amount is greater than 1000

Column customization

Click the View Settings button to customize your table:

Setting	Description
Row height	Compact / Standard / Comfortable
Toggle columns	Show/hide any column

Toggle columns available:

Column	Description
Charge Number	Unique charge identifier
Unit	Unit number
Utility	Water / Electricity / Gas / Other
Units Consumed	Number of units consumed
Rate per unit	Cost per unit
Amount	Total charge amount
Status	Pending / Invoiced / Void
Invoice	Linked invoice number
Period Start	Start date of billing period
Period End	End date of billing period
Estimated	Yes / No (whether reading was estimated)
Void Reason	Reason if charge was voided
Notes	Additional information
Created At	Timestamp of creation

Pin columns

Pin important columns to keep them at the table:

Click the pin icon on any column
Pinned column stay fixed while scrolling
Click the pin icon again to unpin

Refresh button

Click the Refresh button to reload the latest utility charge data.

Export

Export utility charge data as CSV or Excel:

Click Export button
Select format: CSV or Excel
Choose which columns to export (all or selected)
Click Download

Export options image here

Generate invoices

Generate invoices for utility charges

Click the Generate invoices button to create invoices for all pending utility charges.

How it works

System collects all charges with status “Pending”
Charges are grouped by tenant and unit
One invoice is created per tenant (or per unit, based on settings)
Invoice includes all pending utility charges for that tenant
Invoice status is set to “Sent” or “Draft” based on settings

Generation result

After generation, the system shows:

Result	Description
Invoices created	Number of invoices generated
Charges invoiced	Number of charges now marked as “Invoiced”
Failed charges	Any charges that could not be invoiced (with reasons)

Charge overview

Clicking a charge number

Click on a charge number in the table to open its detailed overview.

Charge overview navigation image here

Charge header

Field	Value (example)
Charge Number	Charge id
Status badge	Pending / Invoiced / Void
Actions button	Edit, Void, Delete

Charge details

Field	Value
Unit	Unit number
Property	Property name
Utility	Utility type
Reading source	Meter reading ID

Consumption details

Field	Value (example)
Current reading	12750
Previous reading	12450
Units Consumed	300 units
Rate per unit	Ksh 50.00
Amount	Ksh 15,000.00

Period details

Field	Value
Period Start	Date
Period End	Date
Estimated	No

Invoice information (if invoiced)

Field	Value
Invoice number	Invoice id
Invoice date	Date
Due date	Date
Payment status	Paid / Unpaid

Void information (if voided)

Field	Value
Void reason	Incorrect reading, Duplicate charge
Voided by	Staff
Voided at	Date and time

Notes

Any additional notes added when creating the charge.

Created information

Field	Value
Created by	Staff
Created at	Date and time

Charge statuses

Status	Description
Pending	Charge created but not yet invoiced
Invoiced	Charge has been included in an invoice
Void	Charge has been voided (not billed)

Charge actions

From the charge overview, available actions include:

Action	Description
Edit charge	Update units consumed, rate, period, or notes (only if Pending)
Void charge	Cancel charge (requires reason)
Delete charge	Permanently delete (only if no invoice linked)
View invoice	Go to linked invoice (if Invoiced)

Bulk actions

Select multiple charges using checkboxes to perform bulk operations:

Bulk action	Description
Generate invoices	Create invoices for selected charges
Void selected	Void multiple charges (requires reason)
Delete selected	Delete multiple charges (requires confirmation)