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Landlord data guide

How to prepare service-charge statement data

Reliable calculation starts before the formula. Keep the accounting period, property, tenancies, evidence and allocation decisions explicit and reviewable.

From guidance to a reviewable result

Use the method when it fits. Use the tool when repetition begins.

  1. The problemPeriods, units, evidence, readings and prepayments become inconsistent across separate files.
  2. Concrete exampleBuild the property structure first and keep every allocation choice tied to its source evidence.
  3. Matching toolLandlord Service Charge Calculator (test phase) previews each tenant's share to the cent with synthetic data; statements are not produced yet.
Review a synthetic property project

Published by WoluTools · Updated 29 August 2026

Preparation guidance onlyThis guide does not determine whether a cost is legally recoverable and does not replace country-specific legal or tax advice.

Keep one country and one period per project

Choose the country explicitly and record the exact start and end date. Do not reuse a calculation after changing countries: cost categories, information duties, heating rules and review requirements need separate versioned rule packages.

Build the property structure first

List every residential unit, its relevant area or other confirmed allocation base and any vacancy period. Add each tenancy with exact move-in and move-out dates. A person name alone is not enough to allocate a period correctly.

Record prepayments separately

Keep tenant prepayments as dated amounts or a confirmed period total. Do not subtract them from invoices during data entry. The calculation should show allocated costs, confirmed prepayments and the resulting credit or additional payment as separate steps.

Create one evidence line per cost

For each invoice or cost line, record supplier, date, gross amount, cost category, evidence reference and selected allocation key. OCR may suggest these fields, but every suggestion requires confirmation. A low-confidence value should stay empty rather than becoming a guessed amount.

Treat heating and warm water as their own data set

Collect energy costs, reading dates, meter identifiers, consumption values, unit changes and the confirmed base/consumption split. Missing readings or percentages should block finalisation until the chosen country rule provides a reviewed treatment.

Run consistency checks before statements

  • All tenant and landlord shares add exactly to each cost total.
  • Every occupied day belongs to the correct tenancy or vacancy.
  • Every allocation denominator is greater than zero and supported by data.
  • Cent remainders are distributed deterministically.
  • Each result is stored with its rule version and confirmed input snapshot.

The prepared examples are synthetic. The workspace is a technical test: use synthetic data only. Every country-specific result remains technical guidance that requires appropriate legal or tax review.

See the synthetic country examples

Review the prepared project flow and its confirmation boundaries without uploading tenant data.

Open the service-charge demo