Entering Monthly Utility Bills

First-time workspace setup

Monthly bill entry needs utility account IDs from property setup Listings — Step 2 or Utilities → Connections and Bills Included ceilings from Listings — Step 3 — finish Onboarding a New Property steps 2–3 on each building before the first bill cycle. Complete Getting Started — Recommended Setup Sequence steps 1–15 and Step 7 — Verify in Listings on new inventory. Lockout catch-up: Getting Started — Lockout catch-up after password recovery. Workflow pairing: Common Workflows — Setup sequence after go-live.

Finding your way in this guide

Collect statements in Step 1; enter rows in Step 2 — Enter bills in the Utilities module. Overages: Step 3 → Step 4 — Verify tenant overage charges / Step 4b. Month-end gaps: Step 5; blocked math: Step 6. Non-linear operator habits (Lockout catch-up, Payment alert to receivables triage, Pending manual receipt approval, Reject/revert mistaken receipts, Month-end invoicing (fixed date), Bulk Hostkit invoicing, Utility overage collections, Check-out final utilities handoff, Check-in to check-out handoff, Check-out collections before refund, Check-out ledger cleanup before refund, Finance debt receivables triage, Handling a Late Payment collections, Cancellation collections before void, Same-day turnover coordination, Occupancy KPI to block hygiene handoff, Deposit missing on Finance Deposits, Partly collected security deposit, Rent reduction after invoicing, Wrong tenant on a booking, Cancel Booking vs Delete Booking, Portfolio retirement decisions, Directory list load failures, Booking sidebar tab load failures, Confirmation alert triage, Portfolio segmentation by tenant category) have matching Related subsections below. Full pairing matrix: Entering Monthly Utility Bills section cross-reference · Common Workflows section cross-reference.

Entering utility bills each month is what enables accurate tenant overage calculations. Run this process at the start of each month for the previous month's bills.

Pair with other workflows

When tenant overage lines on Payment plan stay unpaid, continue with Handling a Late Payment. Step-to-module pairing: Entering Monthly Utility Bills section cross-reference. Full pairing matrix: Common Workflows — Workflow cross-reference.

Prerequisites

Before entering bills, ensure:

Utility account IDs are linked to each property (configured during property creation Step 2 or in the Utilities > Connections tab)
Bills Included ceilings are set on each property (property creation Step 3)
Utility types are enabled in Settings > Utilities

Step 1 — Collect your utility statements.

Pair with other Entering Monthly Utility Bills steps

Statement prep pairs with Utilities → Connections, Onboarding a New Property — Step 6, and list-bills on Landlord MCP for prior-period baseline. Downstream: Step 2 (upload or manual entry). Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Gather all utility bills for all properties for the previous month (electricity, gas, water, internet).

External automation on statement prep

Account-scoped Landlord MCP list-bills helps external clients confirm which properties already have Received rows for the target billing period before you upload PDFs in Step 2 — filter by period in your client and cross-check against Utilities → Connections account IDs from Onboarding a New Property — Step 6. AI Upload PDF extraction and bulk supplier filing remain management-UI-only.

Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Step 2 — Enter bills in the Utilities module.

Pair with other Entering Monthly Utility Bills steps

Bill entry pairs with Utilities → Bills, Create New — Upload Utility Bills, create-bill on Landlord MCP (prefer UI Upload PDF for AI extraction), and AI usage API (utility_bill_extraction on GET /ai-usage/summary when you audit PDF extraction volume at month-end). Upstream: Step 1. Downstream: Step 3 and Step 5. Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Navigate to Utilities > Bills and click + Add Bill (header shortcut on desktop, or the in-tab control).

On accounts with many buildings, use Select properties on the Bills, Overview, or Connections tab first so the ledger, missing-data charts, and export scope match the property batch you are entering this month — the control is a server-driven search picker (same paged pattern as Finance → Other filters → Property). Finish one building or region, then change chips before the next batch so Missing toggles and Days Missing Data stay actionable instead of mixing unrelated portfolios in one view.

Option A — Upload PDFs (AI invoice reader)

When you have supplier PDFs for the month, prefer the Upload PDF tab on Add Bill:

Open Add Bill and stay on Upload PDF.
Drag and drop one or more bill PDFs (or use the file picker).
Click Upload — Vivin extracts utility type, property match, billing period, and amount using your Connections account IDs. SIMAR (Loures e Odivelas) water PDFs match on Cód. Local — not the meter number (#2110); see Glossary — SIMAR water contract ID and FAQ — SIMAR water bill property match when a SIMAR bill lands on the wrong property.
Review any extraction errors in the results list, then fix gaps with Manual Entry on the same modal if needed.

Vivin internal operators can also use + Create New > Tools > Upload Utility Bills from any screen for the same batch upload dialog — see Create New Menu > Tools.

External automation on bill entry

Account-scoped Landlord MCP create-bill, list-bills, and get-bill mirror Utilities → Bills manual entry and the Received ledger — prefer the management UI Upload PDF tab when you need AI invoice extraction; MCP writes send JSON payloads that must match Core API bill schemas. list-bills pages the same portfolio scope as Select properties when your automation batches entries by building.

Utilities — Add Bill modal, Upload PDF tab with drag-and-drop for AI extraction

Option B — Manual entry

For a single statement without a PDF, or to correct AI output, switch to Manual Entry and fill in:

Property
Utility type (Electricity, Gas, Water, Internet)
Billing period — the month the bill covers (not the month you received it)
Amount and related dates

Utilities — Add Bill modal, Manual Entry tab with property, utility type, billing period, and amount

Utilities — Bills tab, Received ledger, filters, and Add Bill entry point

Walkthrough: Utilities → Bills → Add Bill (manual fields, cancel) → Overview for the billing period. For AI upload, use the Upload PDF tab shown above.

Walkthrough: Add Bill → Upload PDF (select a bill PDF, Upload) → Utilities → Overview → open a booking Payment Plan to spot-check overage lines.

Important

Bills must be assigned to the correct billing period. An electricity bill covering March must have March as its period — even if you enter it in April. Incorrect periods cause overages to be assigned to the wrong month and the wrong tenants.

Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Step 3 — Review calculated overages.

Pair with other Entering Monthly Utility Bills steps

Overage review pairs with Utilities → Overview, Utilities → Cost map when daily intensity looks wrong, and list-bills / get-bill on Landlord MCP. Upstream: Step 2. Downstream: Step 4. Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Open Utilities > Overview for the billing period. Confirm all bills appear and total amounts look correct.

When daily intensity on one building looks wrong, open Utilities → Cost map after Overview totals look sane. If Select properties includes only part of a portfolio that shares one physical meter (identical contract ID on the Connections grid), Vivin shows an amber Shared utility connections detected banner — sibling buildings still out of scope can skew cell colouring until you add every property on that contract (or clear the filter). See Glossary — Shared utility connection before you run Recalculate allocations or chase a single-unit outlier.

When Account Settings → Utilities → Charge Time is End of Booking, a departing tenant’s overage posts only after checkout — but still-staying roommates remain in the daily split denominator until they leave (#2111). If a leaver’s allocation looks too high for a coliving house, confirm whether a roommate was still occupying another room during the bill period before you escalate in Step 6. See Glossary — End-of-Booking cost split.

External automation on overage review

Account-scoped Landlord MCP list-bills and get-bill return the same Received ledger rows you spot-check on Overview — filter by billing period in your client before you open affected bookings in Step 4. get-property exposes per-building utility account IDs and Bills Included ceilings from property setup — cross-check totals on Overview against list-bills grouped by property before you chase a single outlier unit. The management UI Utilities → Cost map (GET /bills/cost-map) has no MCP equivalent; when daily intensity looks wrong for one listing, open Cost map after list-bills confirms the Received period amounts. External clients cannot read Cost map matrices from MCP. Booking-scoped Tenant MCP tools are the wrong surface for portfolio bill totals — reserve request-contract-data for per-tenant Bills Included context in Step 4. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Utilities — Overview tab with billing period context

Step 4 — Verify tenant overage charges were created.

Pair with other Entering Monthly Utility Bills steps

Overage verification pairs with Common Workflows — Check-out final utilities handoff (downstream Managing a Check-out — Step 6 / Step 5 before deposit release; Step 7 when End of Booking charge time defers posting — utilities-allocations-review-flow.mp4), FAQ — Entering Monthly Utility Bills hub, FAQ — Managing a Check-out hub, Bookings — Payment Plan, Tenant Portal — Utilities (Impersonate Tenant spot-check), and Handling a Late Payment — Step 1 when lines stay unpaid. Upstream: Step 3. Downstream: Step 4b when receipts stay pending. Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

For any bills that exceeded the property's Bills Included ceiling, the system automatically creates overage charges on affected tenants' payment schedules. Open one or two affected bookings and confirm the charge appears in their Payment Plan tab.

When Tenant Portal utilities access is enabled for the tenant's segment, they can also review consumption and overage context in the portal — spot-check one booking with Impersonate Tenant (under Contract Info → Method of payments) so operator-facing payment-plan rows match what the tenant sees before you chase arrears.

External automation on utility overages

Account-scoped Landlord MCP get-booking returns payment-schedule context when an external client spot-checks overage lines without opening the booking sidebar — pair with list-bills / get-bill from Step 3 when you already know the affected booking id, or with list-bookings when several tenants on one property received overage lines the same billing period. list-payments / get-payment surface Pending overage receipts after you record Add Payment in Step 4b; external clients cannot approve from MCP.

Tenant-facing utility overage contrast

Booking-scoped Tenant MCP get-payment-info surfaces the same overage lines tenants see on Tenant Portal — Utilities — pair with Impersonate Tenant spot-checks above when portal utilities access is enabled for the segment. notify-landlord alerts your team when a guest asks about a bill before you record Add Payment in Step 4b; it does not post bills or approve receipts. list-bookings-by-email resolves the booking id when a WhatsApp or email thread only shows the guest address after an overage line posts — pair with Notification triage — Step 4 when Inbox preceded the question. request-contract-data helps external assistants explain Bills Included ceilings when the tenant disputes the overage math — portfolio-wide bill entry stays on Landlord MCP list-bills / create-bill. For Vivin product defects (permissions, AI extraction failures, or MCP credential scope), file Using in-app support instead of routing tenant automation here. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

When a tenant's overage line is still Unpaid or Overdue after the due date, triage it the same way as rent arrears — hub matrix: Common Workflows — Utility overage collections (Step 4 / Step 4b → Handling a Late Payment — Steps 1–4; utilities-allocations-row-breakdown-expanded.png, bookings-detail-transactions-approve-payment-modal.png, utilities-allocations-review-flow.mp4). Start from Finance > Contract Values with In Debt filtered (scope Property in Other filters when the portfolio is large, then add Tenant → Tenant category when overages cluster on one segment — see Finance — Tenant category filter; mirror the same segment on Bookings → Other filters or Tenants — Tenant category filter when Finance cache parity lags — see Glossary — Tenant category and FAQ — Finance tenant category filter parity), or paste the unit internal name in Bookings toolbar Search. See Handling a Late Payment.

Approve before month-end close

When you record a tenant’s overage payment with Finance → Add Payment (or the booking Transactions tab), the receipt may stay pending until someone with Approve payments confirms it — until then, Payment Plan and In debt lines can still show unpaid. See Finance — Pending manual payments.

Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Step 4b — Approve overage receipts (when required)

Pair with other Entering Monthly Utility Bills steps

Overage approval pairs with Finance → Transactions, Payment Allocation — Correcting mistaken receipts, and Portfolio KPI review — Step 7 at month-end. Upstream: Step 4. Downstream: Step 5 once Payment Plan shows Paid. Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

External automation on overage approval

Account-scoped Landlord MCP list-payments / get-payment surface the same Pending ledger rows you approve below — external clients cannot Approve payment or Reject selected from MCP; operators finish on Finance → Transactions or the booking Transactions tab. Booking-scoped Tenant MCP get-payment-info helps tenant-facing assistants explain why a recorded overage payment still shows Unpaid until approval completes.

After you save Add Payment for an overage line but Payment Plan still shows Unpaid or Overdue:

Open Finance → Transactions (widen the date range if needed) or the booking Transactions tab and confirm Pending rows exist when you expect a manual approval queue.
On the ledger, click the amber Pending chip on the All type-summary card (or use the Pending status filter) — see Finance — Pending manual payments (finance-transactions-pending-pill.png).
Locate the manual row in the filtered table.
Click Approve payment (per-row check icon) or tick several rows and use Approve selected from the floating bar. For a mistaken duplicate on the ledger, use Reject selected (bulk-only on Finance — no per-row reject icon there). Reject selected shows the same red credit note warning as booking Transactions when accounting may already have invoiced the charge — see Finance — Reject payment and Bookings — Transactions row actions.
Re-open Payment Plan — the overage line should reflect Paid once allocations apply before you mark the month closed.

Finance Overview — Manual Payments KPI beside Total Debt (monthly manual total; triage pending rows on Transactions)

Booking detail Transactions — Approve payment confirmation before overage allocations apply

Finance Transactions — bulk selection bar with Approve selected and Reject selected

For a detailed explanation of how overages are calculated, see How Tenant Overage Charges Are Created.

Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Step 5 — Check for missing data.

Pair with other Entering Monthly Utility Bills steps

Missing-data chase pairs with Dashboard — Days Missing Data, Utilities → Bills Missing toggle, and Portfolio KPI review — Step 7 before month-end sign-off. Upstream: Steps 2–4. Downstream: Step 6 when gaps persist. Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Review the Days Missing Data chart in the Utilities Overview. Any bars indicate utility types or months with no bill entered.

External automation on missing bills

Account-scoped Landlord MCP list-bills helps external clients chase Missing gaps — compare returned periods against Connections account IDs on each property before you re-run Step 2. Pair get-property when you need the same utility account IDs the Connections tab shows per building, and get-bill when you already know a bill id from a prior list-bills page and want to confirm supplier metadata before re-uploading. The Dashboard — Days Missing Data chart and Utilities → Bills Missing toggle remain operator UI — MCP has no Cost map or chart equivalent. AI Upload PDF extraction remains management-UI-only; MCP create-bill is manual-schema entry.

For a row-level chase list, open Utilities > Bills, switch the Received / Missing toggle to Missing, and work through gaps before overage math drifts.

Utilities — Bills tab with Missing toggle showing expected-period gaps and days overdue

Fill in any gaps to maintain complete records.

Optional — Archive or download supplier PDFs in bulk. After the month’s bills are on the Received ledger, you can use row checkboxes (or the header checkbox for every row currently loaded) to select multiple entries and act from the floating bar at the bottom of the workspace:

Action	When to use it
Download selected	Pull stored supplier PDFs for owner packs, audits, or offline filing — rows without an attached file are skipped.
Delete selected	Remove duplicate or mistaken uploads (confirmation required; cannot be undone). Prefer narrowing Property and the date range first so you do not delete unrelated bills.

See Utilities > Bills — Bulk selection for screenshots and a short walkthrough. Bulk actions apply to the Received ledger only — not the Missing gap list.

tip

Set a monthly calendar reminder to run this process at the start of each month. Missing bill data means missing overage charges — use the Days Missing Data chart on Overview or the Missing toggle on Bills to catch gaps.

Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Step 6 — Escalate when bill entry or overage math is blocked (when needed)

Pair with other Entering Monthly Utility Bills steps

Bill-entry escalation pairs with Using in-app support, Onboarding a New Property — Step 6 (Connections IDs), and Cancelling a Booking — Step 6b for utility overage on Canceled stays. Finish Step 4b and Step 5 self-serve first. Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

When Upload PDF extraction, Connections property matching, or tenant overage lines on Payment plan still look wrong after Steps 1–5, document the billing period, property, and supplier PDF before you escalate.

Self-serve first:

AI extraction missed a field → switch to Manual Entry on the same Add Bill modal and correct the row — see Step 2.
Missing gaps on Bills → re-run Step 5 with Select properties scoped to one building.
Overage lines missing on Payment plan → confirm the bill period matches the stay and Bills Included ceilings on the property — see How Tenant Overage Charges Are Created.
Cost map daily intensity looks wrong for one listing → open Utilities → Cost map after list-bills confirms Received amounts — Cost map has no MCP equivalent.
Utility overage lines on Canceled stays still blocking alert cleanup → Cancelling a Booking — Step 6b and Step 4 before you file support
Overage receipts still pending at month-end → follow Step 4b and Portfolio KPI review — Step 7 before you file support — same Pending pill habit as Processing a New Booking — Step 6b, Handling a Late Payment — Step 6b, Managing a Check-in — Step 6b, Managing a Check-out — Step 6b, and Cancelling a Booking — Step 6b.
Unpaid utility overage lines on Payment plan after Steps 4–4b → continue collections in Handling a Late Payment — Step 1 before you escalate bill-entry defects — segment-wide arrears in Handling a Late Payment — Step 6 when overages cluster on one tenant category; mirror the same segment on Portfolio KPI review — Step 6 before you change Communication Rules audience account-wide.
Connections account IDs missing or mismatched on new buildings → re-run Onboarding a New Property — Step 6 before you file a support ticket — bill entry cannot match supplier PDFs without valid Utilities → Connections rows. For SIMAR water, confirm Cód. Local — not Nº de Contador (#2110) — see FAQ — SIMAR water bill property match.
Utility overage Payment received or balance alerts after bill posting → row-click from Notification triage — Step 4 before you approve receipts in Step 4b; clear remaining unread rows in Notification triage — Step 5 after overage math settles.
Final utility overages blocking Finance → Deposits release at month-end → Managing a Check-out — Step 6 and Managing a Check-out — Step 7 before you escalate bill-entry defects — overage lines must match departure-week settlement; lifecycle pill states (Ready to Refund, Refunded) in Glossary — Deposit lifecycle status.
Utility-related payment overdue rows still unread after overage math settles → Notification triage — Step 5; file Notification triage — Step 6 when row-click or read-state APIs fail.
Management lockout left the monthly bill cycle or overage approvals stale after you regained access → Resetting a Management User Password — Step 3, then rerun Step 5 and Step 4b before you file support — pair Notification triage — Step 5 when utility overage alerts piled up during lockout, and Portfolio KPI review — Step 7 when Missing bills or Pending overage receipts block month-end sign-off.

File Using in-app support when product behaviour blocks monthly bill entry despite correct operator steps:

Upload PDF consistently fails for readable supplier invoices on properties with valid Connections account IDs — attach one redacted PDF and the property id on the New Support Ticket modal (Utilities module).
Overage charges never post when Received bills exceed Bills Included and affected bookings are active for the billing period — attach the bill id, property id, and a sample booking id.
Landlord MCP create-bill or list-bills returns persistent 403 / schema errors after you refreshed the management JWT — see Using in-app support — When to use in-app support, Landlord MCP — Permissions and safety, and Resetting a Management User Password — Troubleshooting.

Use the Help & Support drawer from Utilities when screenshots should include the Bills ledger context — Deep Links — Support. If a management lockout delayed monthly bill entry, recover access with Resetting a Management User Password (Step 3) before you rerun Steps 2–5 and Step 4b — refresh Landlord MCP Bearer JWT after Step 3 there; catch up utility overage alerts in Notification triage — Step 5 and month-end Missing / Pending habits in Portfolio KPI review — Step 7.

External automation on utility escalation

Account-scoped Landlord MCP list-bills, get-bill, and get-property help external clients attach structured context before you file a support ticket — include billing period, utility type, and Connections account IDs from get-property. get-booking and list-bookings confirm which reservations should have received overage lines when math looks wrong on one unit. AI Upload PDF extraction and Cost map GET /bills/cost-map remain management-UI-only; MCP create-bill is manual-schema entry. External clients cannot approve overage receipts — operators finish on Finance → Transactions in Step 4b.

Tenant-facing utility escalation contrast

Booking-scoped Tenant MCP notify-landlord alerts your team when tenants dispute a posted overage through a chatbot — it does not replace operator bill entry in Steps 1–5 or a Vivin support ticket when AI extraction or overage posting fails account-wide. request-contract-data and get-payment-info remain the right tenant-scoped reads for one reservation's Bills Included context. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Full pairing matrix: Entering Monthly Utility Bills section cross-reference.

Entering Monthly Utility Bills section cross-reference

Use this table when one step in this workflow naturally leads into another module, concept page, or downstream workflow — each row links to the docs you should read before or after that step.

| Workflow step / section | Pair with these docs | | ---------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Step 1 — Collect your utility statements | Onboarding a New Property, Utilities — Connections tab, Settings > Owners, Landlord MCP — Extended account tools (list-bills — prior-period baseline before upload) | | Step 2 — Enter bills in the Utilities module | Utilities — Bills tab, Create New — Upload Utility Bills, Automation & AI, AI usage API (utility_bill_extraction), Landlord MCP — Extended account tools (create-bill, list-bills, get-bill; prefer UI Upload PDF for AI extraction) | | Step 3 — Review calculated overages | Utilities — Overview tab, Utilities — Cost map tab, Glossary — Shared utility connection, Listings — Step 3: Extra Payments, Automation & AI — Workflow pairing for surface choice, Landlord MCP — Bookings, properties, and listings (get-property for Bills Included ceilings and utility account IDs), Landlord MCP — Extended account tools (list-bills, get-bill; Cost map GET /bills/cost-map remains operator UI only) | | Step 4 — Verify tenant overage charges were created | Bookings — Payment Plan tab, Tenant Portal — Utilities tab, Landlord MCP — Bookings, properties, and listings (get-booking, list-bookings when several overage lines post on one property), Landlord MCP — Extended account tools (list-payments, get-payment when overage receipts stay pending in Step 4b), Tenant MCP — Booking and contract data (request-contract-data for Bills Included ceiling context; list-bookings-by-email when Inbox threads preceded overage questions), Tenant MCP — Property, payments, and portal tools (get-payment-info), Tenant MCP — Maintenance and escalation (notify-landlord), Notification triage — Step 4, Handling a Late Payment — Step 1, Notifications — Payment overdue alerts, Finance — Tenant category filter, Bookings — Other filters, Tenants — Tenant category filter, Glossary — Tenant category, FAQ — Finance tenant category filter parity, Using in-app support (AI extraction or MCP scope defects), Automation & AI — Workflow pairing for surface choice | | Step 4b — Approve overage receipts | Notification triage — Step 4, Notification triage — Step 5, Processing a New Booking — Step 5b, Handling a Late Payment — Step 4b, Managing a Check-in — Step 3b, Cancelling a Booking — Step 2a, Portfolio KPI review — Step 7, Finance > Transactions — Row actions, Finance — Pending manual payments, Payment Allocation — Correcting mistaken receipts, Glossary — Pending manual in-payment (Finance), Glossary — Credit note (payment reject/revert), FAQ — Manual receipt still pending, Landlord MCP — Extended account tools (list-payments, get-payment; approval remains operator UI), Tenant MCP — Property, payments, and portal tools (get-payment-info while overage receipts stay pending) | | Step 5 — Check for missing data | Dashboard — Days Missing Data, Utilities — Connections tab, Portfolio KPI review, Manual block hygiene (month-end pass), Landlord MCP — Bookings, properties, and listings (get-property for Connections utility account IDs), Landlord MCP — Extended account tools (list-bills, get-bill for gap reconciliation; Missing toggle and Days Missing Data chart remain operator UI) | | Optional — Archive or download supplier PDFs | Utilities — Bulk selection | | Step 6 — Escalate when bill entry or overage math is blocked | Using in-app support, Using in-app support — Help & Support drawer, Using in-app support — New Support Ticket modal, Onboarding a New Property — Step 6 (Connections IDs before AI extraction), Step 4b — Approve overage receipts, Portfolio KPI review — Step 6 (segment-wide overage triage), Portfolio KPI review — Step 7, Handling a Late Payment — Step 1 (unpaid overage on Payment plan), Handling a Late Payment — Step 6 (segment-wide overage collections), Handling a Late Payment — Step 6b (collections Pending mesh at month-end), Processing a New Booking — Step 6b, Managing a Check-in — Step 6b, Managing a Check-out — Step 6b, Cancelling a Booking — Step 6b, Managing a Check-out — Step 6 (final utility overages before deposit release), Managing a Check-out — Step 7 (deposit release after final overages), Notification triage — Step 4 (utility overage alert row-click), Notification triage — Step 5, Notification triage — Step 6, Notifications — Payment overdue alerts, Utilities — Cost map tab, How Tenant Overage Charges Are Created, Resetting a Management User Password — Step 3 (lockout-delayed bill cycle catch-up), Resetting a Management User Password — Troubleshooting, Deep Links — Support, Landlord MCP — Permissions and safety, Landlord MCP — Bookings, properties, and listings (get-property for Connections IDs), Landlord MCP — Extended account tools (list-bills, get-bill, get-booking, list-bookings, list-payments, get-payment; AI Upload PDF and Cost map remain operator UI), Tenant MCP — Maintenance and escalation (notify-landlord — contrast with Vivin support tickets), Automation & AI — Workflow pairing for surface choice | | Lockout catch-up after password recovery | Bill entry delayed by sign-in lockout | Common Workflows — Lockout catch-up, Step 5, Resetting a Management User Password — Step 3 | | Pending manual receipt approval | Overage receipts still pending | Common Workflows — Pending manual receipt approval, Step 4b, Finance — Pending manual payments | | Reject/revert mistaken receipts | Duplicate overage bank transfers | Common Workflows — Reject/revert mistaken receipts, Payment Allocation — Correcting mistaken receipts | | Month-end invoicing (fixed date) | Missing data + overage Pending before month-end bulk export | Common Workflows — Month-end invoicing (fixed date), Step 4b, Step 5, Managing a Check-out — Month-end invoicing (fixed date) | | Partly collected security deposit | Deposit shortfalls on the same month-end ledger queue | Common Workflows — Partly collected security deposit, Portfolio KPI review — Step 7, Finance — Deposits status summary cards, Managing a Check-in — Step 3 | | Wrong tenant on a booking | Utility overage on wrong guest booking | Common Workflows — Wrong tenant on a booking, Step 4 — Verify tenant overage charges were created, FAQ — Wrong tenant on a booking (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-flow.mp4) | | Cancel Booking vs Delete Booking | Overage Manual Transactions missing after Delete (#1897) | Common Workflows — Cancel Booking vs Delete Booking, Step 5 — Check for missing data, FAQ — Cancel Booking vs Delete Booking (bookings-cancel-booking-modal-refund-types.png, bookings-list-canceled-tab.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Portfolio retirement decisions | Month-end utility close before building Archive property | Common Workflows — Portfolio retirement decisions, Step 5 — Check for missing data, FAQ — Portfolio retirement decisions (listings-archived-populated-table.png, finance-transactions-type-summary-cards.png) | | Directory list load failures | Utilities tab first-fetch fails on bill entry | Common Workflows — Directory list load failures, Step 2 — Enter bills in the Utilities module, FAQ — Directory list load failures (notifications-module-load-failure.png, utilities-bills-load-failure.png) | | Booking sidebar tab load failures | Overage dispute thread fails on Step 4 | Common Workflows — Booking sidebar tab load failures, Step 4 — Verify tenant overage charges were created, FAQ — Communication or Tickets load failure (bookings-detail-communication-tab-whatsapp-thread.png, bookings-detail-tickets-tab.png) | | Confirmation alert triage | Month-end confirmation Pending during utility review | Common Workflows — Confirmation alert triage, Step 4b — Approve overage receipts, FAQ — Processing a New Booking hub (notifications-row-navigate-to-booking-detail.png, bookings-detail-transactions-approve-payment-modal.png) | | Portfolio segmentation by tenant category | Overage clusters on one tenant segment | Common Workflows — Portfolio segmentation, Step 4, Glossary — Tenant category | | Rent reduction after invoicing | Rent month already exported during bill-cycle sign-off | Common Workflows — Rent reduction after invoicing, Step 5, Glossary — Invoiced floor (rent) (bookings-detail-change-monthly-rent-modal.png) | | Bulk Hostkit invoicing | Finish Missing data + overage Pending before bulk export | Common Workflows — Bulk Hostkit invoicing, Step 5 — Check for missing data, FAQ — Bulk Hostkit invoicing slow (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png) | | Utility overage collections | Canonical overage posting after landlord bill entry | Common Workflows — Utility overage collections, Step 4 — Verify tenant overage charges were created (utilities-allocations-row-breakdown-expanded.png, utilities-allocations-review-flow.mp4) | | Check-out final utilities handoff | Canonical final overage posting before refund queue | Common Workflows — Check-out final utilities handoff, Step 4 — Verify tenant overage charges were created, Managing a Check-out — Step 6 (utilities-allocations-review-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) | | Check-in to check-out handoff | Missing bills on departing units during bill cycle | Common Workflows — Check-in to check-out handoff, Step 5 — Check for missing data, Managing a Check-out — Step 1 (operations-check-in-out-check-outs-next-7-days.png, bookings-timeline-view.png) | | Check-out collections before refund | Rent line on Payment Plan mistaken for utility overage | Common Workflows — Check-out collections before refund, Step 4 — Verify tenant overage charges were created, Managing a Check-out — Step 6 (workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png, finance-contract-values-in-debt-filter.png) | | Check-out ledger cleanup before refund | Duplicate overage transfer mistaken for unpaid utility on Step 4 | Common Workflows — Check-out ledger cleanup before refund, Step 4 — Verify tenant overage charges were created, Managing a Check-out — Step 6 (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png) | | Payment alert to receivables triage | Utility payment overdue after bill cycle on Step 4 | Common Workflows — Payment alert to receivables triage, Step 4 — Verify tenant overage charges were created, Common Workflows — Utility overage collections (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4) | | Finance debt receivables triage | Rent Top debtors vs utility overage In Debt on Step 4 | Common Workflows — Finance debt receivables triage, Step 4 — Verify tenant overage charges were created, Common Workflows — Utility overage collections (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-walkthrough-flow.mp4, finance-transactions-pending-pill.png) | | Handling a Late Payment collections | Utility overage In Debt → collections Steps 1–4 after Step 4 charge posts | | Finance Income status drill-down | Utility overage Contract Values → In Debt vs Income → In debt on Step 4 | Common Workflows — Finance Income status drill-down, Step 4 — Verify tenant overage charges were created, Finance debt receivables triage (finance-overview-income-status-in-debt-modal.png, finance-overview-income-drill-down-flow.mp4) | | Cash flow forecast drill-down | Utility overage collections on Cash flow forecast vs Income segments on Step 4 | Common Workflows — Cash flow forecast drill-down, Step 4 — Verify tenant overage charges were created, Finance Income status drill-down (finance-overview-cash-flow-all-payments-modal.png, finance-overview-cash-flow-day-view.png, finance-overview-cash-flow-drill-down-flow.mp4) | | Cancellation collections before void | Utility overage on Canceled stay — not rent pre-cancel mesh | Common Workflows — Cancellation collections before void, Step 4 — Verify tenant overage charges were created, Cancelling a Booking — Step 2 (finance-contract-values-in-debt-filter.png, bookings-detail-transactions-approve-payment-modal.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Same-day turnover coordination | Departure-week final overages on turnover unit (Step 4) | Common Workflows — Same-day turnover coordination, Step 4 — Verify tenant overage charges were created, FAQ — Same-day turnovers (operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4) | | Occupancy KPI to block hygiene handoff | Dashboard Vacant Units vs Analytics mismatch on Step 5 | Common Workflows — Occupancy KPI to block hygiene handoff, Step 5 — Check for missing data, FAQ — Analytics (KPI workspace) (analytics-kpi-occupancy-tab.png, audit-manual-blocks-filter-scroll.mp4) | | Deposit missing on Finance Deposits | Departure deposit release after utility month-end sign-off | Common Workflows — Deposit missing on Finance Deposits, Step 5 — Check for missing data, FAQ — Deposit missing on Finance Deposits (finance-deposits-date-range-toolbar-default.png, finance-deposits-date-range-clear-flow.mp4) |