How-to MeterEase blog
How to split a utility bill that covers two or three months
Not every utility bills monthly. Some water and sewer providers bill every two months, and some read meters only every three months. San Jose Water, for example, publishes separate monthly and bimonthly usage tiers, and Miami-Dade Water and Sewer says its meters are read every three months. If you bill tenants back, a long billing period raises three practical questions: when to bill, how to handle tenants who were not there for the whole period, and how to keep the amounts from feeling like a surprise.
Short answer: split the bill the same way you would split a monthly one, then prorate by days for any unit that was occupied for only part of the period. If the lump sum is hard on tenants, you can let them pay it in installments, but keep the math tied to the actual bill and its dates.
Step 1: Read the dates, not the month
A bimonthly bill does not usually line up with calendar months. Look for the service period on the bill (for example, “Service from 07/12 to 09/10”) and count the days. That day count is what you will prorate against, not “two months.” In this example, July 12 through September 10 is 61 days, counting both ends.
If your lease says tenants pay a share of “each bill,” a long bill is still one bill. If it says “monthly,” check with your attorney whether you should be splitting the period into months. This is one reason to write the lease around the billing period rather than the calendar. Our RUBS lease clause post covers the wording to discuss.
Step 2: Split the full bill with your usual method
Use the same method, inputs and vacancy rule you always use. Example (made-up numbers): a $930 bimonthly water and sewer bill for a three-unit building split by square footage.
| Unit | Sq ft | Share | Amount |
|---|---|---|---|
| A | 700 | 700 ÷ 2,800 = 25% | $232.50 |
| B | 900 | 900 ÷ 2,800 = 32.14% | $298.93 |
| C | 1,200 | 1,200 ÷ 2,800 = 42.86% | $398.57 |
The three amounts add up to $930.00. Always check that the shares add back to the bill total before you send anything.
Step 3: Prorate anyone who was not there the whole time
Long periods make partial occupancy more likely. Suppose Unit B’s tenant moved out on August 20 and a new tenant moved in on September 1.
- The outgoing tenant was there from July 12 through August 20: 40 days. Their share is 40 ÷ 61 × $298.93 = $196.02.
- The incoming tenant was there from September 1 through September 10: 10 days. Their share is 10 ÷ 61 × $298.93 = $49.00.
- The 11 days the unit sat empty (August 21 through August 31) are vacant days: 11 ÷ 61 × $298.93 = $53.91. Under an owner-pays-vacancy rule, that is yours.
Those three pieces add up to $298.93. The move-out proration calculator does this math for you, and our post on mid-month move-outs covers the final-bill timing problem in more detail.
Step 4: Decide how tenants pay a larger amount
A $398.57 share arriving all at once feels different from two bills of about $200. Some options:
- Bill the whole share when the bill arrives. Simple and tied to the source document.
- Split it into equal installments over the next two or three rent cycles. Say so in writing, and keep the statement showing the full calculation.
- Estimate monthly and true up. Charge a monthly estimate, then reconcile to the actual bill when it arrives. This is more work, and if you do it, show both the estimates and the true-up clearly. Check your lease and local rules before you start collecting estimates.
Whichever you choose, use it every time so tenants know what to expect.
Step 5: Explain the period on the statement
Add one line to the tenant’s statement: “This bill covers 61 days (July 12 to September 10), so it is about twice a typical monthly amount.” That one sentence answers the most likely question before it is asked. Attach the bill so the tenant can see the dates. The tenant utility bill template has room for the period and the day count.
Check your state’s rules
Some states regulate how landlords bill for water in master-metered buildings. Start with our state guides and the Useful links directory of official state resources, then check your city and your water utility.
Where MeterEase fits
MeterEase reads the period and total from the bill PDF for you to confirm, applies your method and vacancy rule, and on Growth and Portfolio prorates mid-period move-ins and move-outs. Each tenant gets their share with the math and the bill attached, after you review it, unless you turn on auto-send for a property. See how it works or pricing.
Split the bill and email every tenant in minutes
MeterEase reads the master bill PDF, applies your method and vacancy rule, and emails each tenant their share with the math shown and the source bill attached, after you check the numbers, unless you turn on auto-send for a property. Plans start at $14/month.
Related
- Move-out proration calculator
- Free RUBS calculator
- Utilities when a tenant moves out mid-month
- Utility billing rules by state
- How to figure your utility cost per unit
- How to keep records for utility bill-backs
- How to read a master water bill before you split it
- All blog posts