> For the complete documentation index, see [llms.txt](https://help.immodio.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.immodio.app/en/anleitung/betriebskostenabrechnungen/betriebskostenabrechnung/betriebskostenabrechnung-bereitstellen.md).

# Providing the operating cost statement

This page explains what happens when you provide an operating cost statement and which details you should check beforehand.

{% hint style="warning" %}
**Providing** the statement completes it for the selected tenancies and hands it over to the tenants digitally. It can no longer be edited afterwards.
{% endhint %}

<figure><img src="https://152064692-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMmjaQ7ApHsdO9GrxyEiQ%2Fuploads%2Fgit-blob-1e89184d739cf72cd783733cdddf9d82b7637ba4%2Fimage%20(771).png?alt=media" alt=""><figcaption></figcaption></figure>

At the top of the respective statement you will find the **Provide operating cost statement** switch. This switch always applies to the tenancy currently selected.

Where the switch is enabled, Immodio provides that statement digitally. Where the switch is disabled, that individual tenant statement is not sent to the tenant when you click **Provide**.

Vacancies are shown in the last step for checking but cannot be provided to tenants.

{% hint style="info" %}
The "**Provide operating cost statement**" switch is enabled for all tenancies by default. Tenancies with a **flat rate for operating costs** are, however, **not** preselected automatically, because with a flat rate the actual operating costs are generally not billed to the tenant.
{% endhint %}

***

## What happens after you click Provide?

<figure><img src="https://152064692-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMmjaQ7ApHsdO9GrxyEiQ%2Fuploads%2Fgit-blob-59ef5a1487f584478c02c16a90f30acc0861cbc2%2Fimage%20(772).png?alt=media" alt=""><figcaption></figcaption></figure>

After confirmation Immodio marks the operating cost statement as completed. The respective statements are provided to the tenants for all selected tenancies. A distinction is made here:

{% stepper %}
{% step %}

### A) Tenants already registered in the tenant portal

Where the tenant is already linked to the tenant portal, Immodio transfers the operating cost statement directly into the tenant's tenant portal.

The tenant receives an email telling them that the operating cost statement is available in Immodio. They can log in to the tenant portal and view the statement there.
{% endstep %}

{% step %}

### B) Tenants not yet registered in the tenant portal

Where no tenant portal access is stored yet for one of the tenants involved, Immodio checks the email address saved for that party in the master data under "[**Contact**](/en/anleitung/beteiligte/mieter.md#contact)" and automatically sends the tenant an invitation to the tenant portal to the stored email address.

Using the link in this email, the tenant can register in the tenant portal and view the operating cost statement.

{% hint style="warning" %}
For this reason, check the tenant's contact details **before** providing the statement, to make sure a current email address is stored.
{% endhint %}
{% endstep %}
{% endstepper %}

## Several tenants in one tenancy

Where there are several tenants, Immodio checks every party stored as a tenant. Registered tenants are notified through their tenant portal. Unregistered tenants with a stored email address receive an invitation to the tenant portal.

It is important that the parties' email addresses are current and belong to the right person. That is particularly relevant with tenants who have moved out, separated households or contact details changed subsequently.

## What you should check before providing the statement

Before clicking **Provide**, check at least the following points:

* Is the **Provide operating cost statement** switch enabled only for the tenancies that are to be sent digitally?
* Are the names of the tenants involved correct?
* Is a current email address stored for tenants not registered in the tenant portal?
* Do the settlement period and the period of use match?
* Are advance payments, cost shares, credit balances or additional payments plausible?
* Are additional notes to the tenant complete and understandable?
* Are the attached files complete and intended for the tenant?

{% hint style="warning" %}
**Providing** the statement completes the operating cost statement. It can no longer be edited afterwards. If in doubt, correct unclear amounts, incorrect parties, missing email addresses or wrong attachments **beforehand**.
{% endhint %}

### Evidence of whether the tenant has viewed the statement

<figure><img src="https://152064692-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMmjaQ7ApHsdO9GrxyEiQ%2Fuploads%2Fgit-blob-242a55afb2cdacd4beaed90f1fd1b492a74f80cb%2Fimage%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1)%20(1).png?alt=media" alt=""><figcaption></figcaption></figure>

Immodio automatically checks whether the tenant has opened or viewed the operating cost statement provided in the tenant portal. As long as this has not yet happened, the note **"Not yet seen by the tenant"** is shown to you in the statement.

<figure><img src="https://152064692-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMmjaQ7ApHsdO9GrxyEiQ%2Fuploads%2Fgit-blob-60c8016491fc183f48bcfe6b5ea390c34ae2b226%2Fimage%20(773).png?alt=media" alt=""><figcaption></figcaption></figure>

As soon as the tenant has opened the operating cost statement in the tenant portal, this status is updated in Immodio. This lets you document comprehensibly whether and when the digitally provided statement was retrieved by the tenant.

{% hint style="warning" %}
This display does not replace an individual legal assessment of effective service in the specific case, but it helps you to follow and document the digital provision and viewing transparently.
{% endhint %}