Costs and service charges

Recording a cost

A cost belongs to a building, and often to a unit. Attach it to the work order it came from where there is one, because that is what makes a repair traceable from the tenant's first message to the invoice that closed it.

Mark whether it is recoverable from tenants when you record it, not at settlement time. Deciding in December what was recoverable in March is how a settlement turns into an argument.

Supplier invoices

Drop the invoice in and Dardaris reads it: supplier, date, amount, VAT, and the building it belongs to. It shows you what it read and what it could not read. A scanned invoice with no text layer is a photograph of a page, and it says so rather than inventing fields.

Payment above your spend cap waits for approval. Below it, and from a supplier you have paid before, it goes out and tells you. See autonomy tiers and spend caps.

Service charges

Charges are settled per building per period, and allocated with one of six keys: floor area, occupancy, unit count, consumption, fixed share, or a share you set by hand. The key is a property of the charge, so heating can follow consumption while the lift follows unit count.

The settlement is prepared as a draft with every line visible before anything reaches a tenant. Advance payments already collected are netted off, and what is left is either an invoice or a refund.

What comes out of it

Costs are half of every figure in reports, and the building they hang off came from your first building.