How Do Property Managers Track Utility Charges Per Property?
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Attorney · Salt Lake City, UT · Member since 2025 · 144 posts · 180 votes
1yWhat you're experiencing is a very common challenge when managing multiple properties and using a single credit card to pay for utilities across them. When the credit card statement simply shows generic charges like “SCE” or “SoCalGas,” without indicating which property each charge is for, it creates a manual and error-prone reconciliation process. Professional property managers have developed systems to handle this more efficiently and accurately.
Top-tier operators typically ensure that each property has its own dedicated utility account. Even if all accounts are paid using a single credit card, having a unique account number tied to each property allows for easier matching of charges to addresses. Many property managers also request that utility providers send monthly PDF bills to a centralized email address, which can then be uploaded into property management software like AppFolio or Buildium.
In fact, property management platforms like AppFolio, Buildium, and Propertyware often support utility billing workflows. These platforms allow you to upload bills and assign expenses directly to the correct unit or property. Some even integrate with third-party utility billing services like Conservice or SimpleBills. These services automatically retrieve bills from providers, match them to the correct property via account numbers, and sync the charges into your accounting software. While they do charge a fee, they save significant time and reduce the risk of mistakes—especially helpful during audits or year-end accounting.
For those who don’t use integrated software, some managers add internal job codes or property numbers in the memo field when making payments via online portals or bill pay systems. This creates a reference trail that simplifies matching expenses during reconciliation. While this method doesn’t fully automate the process, it adds a layer of clarity that saves time down the line.
When no automation is in place, managers often fall back on downloading all utility bills each month and manually logging them into a spreadsheet or accounting system. Each charge is assigned to a property based on the utility account number. This process can work if your team is organized and follows a clear set of procedures—many property managers delegate this task to a virtual assistant or bookkeeper.
Note: This information is for educational and informational purposes only and does not constitute legal, tax, financial, or investment advice. No attorney-client, fiduciary, or professional relationship is established through this communication.
8 Replies
- Attorney · Salt Lake City, UT · Member since 2025 · 144 posts · 180 votes1y
What you're experiencing is a very common challenge when managing multiple properties and using a single credit card to pay for utilities across them. When the credit card statement simply shows generic charges like “SCE” or “SoCalGas,” without indicating which property each charge is for, it creates a manual and error-prone reconciliation process. Professional property managers have developed systems to handle this more efficiently and accurately.
Top-tier operators typically ensure that each property has its own dedicated utility account. Even if all accounts are paid using a single credit card, having a unique account number tied to each property allows for easier matching of charges to addresses. Many property managers also request that utility providers send monthly PDF bills to a centralized email address, which can then be uploaded into property management software like AppFolio or Buildium.
In fact, property management platforms like AppFolio, Buildium, and Propertyware often support utility billing workflows. These platforms allow you to upload bills and assign expenses directly to the correct unit or property. Some even integrate with third-party utility billing services like Conservice or SimpleBills. These services automatically retrieve bills from providers, match them to the correct property via account numbers, and sync the charges into your accounting software. While they do charge a fee, they save significant time and reduce the risk of mistakes—especially helpful during audits or year-end accounting.
For those who don’t use integrated software, some managers add internal job codes or property numbers in the memo field when making payments via online portals or bill pay systems. This creates a reference trail that simplifies matching expenses during reconciliation. While this method doesn’t fully automate the process, it adds a layer of clarity that saves time down the line.
When no automation is in place, managers often fall back on downloading all utility bills each month and manually logging them into a spreadsheet or accounting system. Each charge is assigned to a property based on the utility account number. This process can work if your team is organized and follows a clear set of procedures—many property managers delegate this task to a virtual assistant or bookkeeper.
Note: This information is for educational and informational purposes only and does not constitute legal, tax, financial, or investment advice. No attorney-client, fiduciary, or professional relationship is established through this communication.Quote from @Lauren Robins:
What you're experiencing is a very common challenge when managing multiple properties and using a single credit card to pay for utilities across them. When the credit card statement simply shows generic charges like “SCE” or “SoCalGas,” without indicating which property each charge is for, it creates a manual and error-prone reconciliation process. Professional property managers have developed systems to handle this more efficiently and accurately.
Top-tier operators typically ensure that each property has its own dedicated utility account. Even if all accounts are paid using a single credit card, having a unique account number tied to each property allows for easier matching of charges to addresses. Many property managers also request that utility providers send monthly PDF bills to a centralized email address, which can then be uploaded into property management software like AppFolio or Buildium.
In fact, property management platforms like AppFolio, Buildium, and Propertyware often support utility billing workflows. These platforms allow you to upload bills and assign expenses directly to the correct unit or property. Some even integrate with third-party utility billing services like Conservice or SimpleBills. These services automatically retrieve bills from providers, match them to the correct property via account numbers, and sync the charges into your accounting software. While they do charge a fee, they save significant time and reduce the risk of mistakes—especially helpful during audits or year-end accounting.
For those who don’t use integrated software, some managers add internal job codes or property numbers in the memo field when making payments via online portals or bill pay systems. This creates a reference trail that simplifies matching expenses during reconciliation. While this method doesn’t fully automate the process, it adds a layer of clarity that saves time down the line.
When no automation is in place, managers often fall back on downloading all utility bills each month and manually logging them into a spreadsheet or accounting system. Each charge is assigned to a property based on the utility account number. This process can work if your team is organized and follows a clear set of procedures—many property managers delegate this task to a virtual assistant or bookkeeper.
Note: This information is for educational and informational purposes only and does not constitute legal, tax, financial, or investment advice. No attorney-client, fiduciary, or professional relationship is established through this communication.Ah, that clarifies things. So theoretically, if a single company card is used to pay all the bills, the property manager could provide an email intake system that parses the utility account number and matches it to the correct property. That property would then show an outstanding invoice until the utility charge hits the credit card. After that, the property manager could bill the property or owner as a reimbursable expense.
- Real Estate Broker · Cody, WY · Member since 2010 · 28k+ posts · 41k+ votes1y
I'll second what Lauren said. You need to analyze the situation, identify key indicators for each address, and develop a tracking system that is accurate and easy to follow. This could be your PM software or even a simple spreadsheet.
The DIY Landlord Book4.7247 Reviews - 1yDrew SygitBusiness MemberProperty Manager · Royal Oak, MI · Member since 2012 · 12k+ posts · 9k+ votes
Most PM specific software has GL codes for utilites that would address this.
You can also set up GL utility codes in Quickbooks and other accounting software.
Logical Property Management4.9460 Reviews - 1yMatthew CatesBusiness MemberInvestor · Germantown, TN · Member since 2017 · 548 posts · 103 votes
Hi Chris,
Tracking utility charges for multiple properties can be challenging, especially when using a single company credit card...if they are not reconciling with monthly invoices/statements. There's not really any way to get around that. If reconciling isn't being done or they can't show proof it's being done...you need to find a new PM who is transparent.
- Attorney · Salt Lake City, UT · Member since 2025 · 144 posts · 180 votes1y
Yes, exactly! Let me know if you have any other questions. I LOVE talking about this stuff.
Quote from @Lauren Robins:
Yes, exactly! Let me know if you have any other questions. I LOVE talking about this stuff.
Same, automation FTW. Thank you for the detailed info!
@Chris F., @Lauren Robins is spot on. And, if there is absolutely nothing indicating which charge from the utility company is associated with each property, we've had luck in the past contacting the utility company and asking them to structure things differently so we can tell what is what.
Each utility company operates differently so it's key to ask them "how" we can accomplish what we're trying to accomplish rather than asking them if they can change something super specific that may not fit their system or processes.
Once you have this figured out, then you can automate this month to month using software as long as what comes from the utility company is consistent every month.
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