> 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/heiz-und-warmwasserverbrauch/abrechnung-von-wg-mietverhaltnissen.md).

# Billing for shared apartment tenancies

This page explains how to prepare an operating cost statement for a shared flat and what has to be taken into account with individually let rooms in a shared flat.

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### The basic principle of shared flat billing

With a shared flat, the whole apartment is generally not let to a single tenant party. Instead there are several separate tenancies for individual rooms within the same unit.

With shared flat billing, the costs are usually allocated in two steps:

1. First the operating costs are determined at the level of the property and the unit.
2. The share of the shared flat unit is then allocated to the individual shared flat tenancies.

Most operating costs are not incurred for a single room but for the entire building or the entire apartment. These include, for example, property tax, insurance, refuse charges, communal electricity, water costs or heating costs.

{% hint style="warning" %}
Particular attention has to be paid to reading the meters where a shared flat occupant changes during the year. To be able to bill a shared flat tenancy in Immodio, you have to read all the shared flat's meters after a change of tenant and record them digitally in Immodio.
{% endhint %}

### The data needed for the statement

Before you create the operating cost statement, the following data should be maintained in full:

* the settlement period (for example 01/01/2025 to 31/12/2025)
* all recoverable operating costs of the billing year
* the agreed operating cost advance payments of the individual tenants
* the type of operating cost payments (flat rate or individual statement)
* the start and end of the respective shared flat tenancies
* the sizes of the rooms let, where costs are allocated by living space
* the number of people or occupancy periods, where allocation is per capita
* meter readings, where consumption values are taken into account
* separate heating and hot water data, where available

### Taking a change of occupant during the settlement period into account

In shared flats it often happens that individual tenants move in or out during the year. In that case the share of the respective tenant has to be calculated pro rata by time.

It is therefore important that the tenancy periods of the individual shared flat tenants are stored correctly, so that Immodio can allocate all costs to the respective periods automatically. Always record a notice of termination accordingly in Immodio under [Changes to the tenancy](/en/anleitung/mietverhaltnisse/mietverhaltnis-ubersicht/anderungen-mietverhaltnis.md#recording-a-termination).

**Example:**\
A tenant lives in the shared flat from 01/01 to 30/06. They therefore have to be taken into account for six months of the settlement period. If a new tenant moves in on 01/07, their share is calculated from that date, provided the termination was recorded under [Changes to the tenancy](/en/anleitung/mietverhaltnisse/mietverhaltnis-ubersicht/anderungen-mietverhaltnis.md#recording-a-termination).

{% hint style="info" %}
With consumption-based costs, any interim readings or meter readings available should be taken into account. Where an interim reading is not possible, the calculation can be made pro rata by time.
{% endhint %}

### A special feature: heating and hot water costs

Heating and hot water costs are subject to special requirements. As a rule these costs are to be billed by consumption, as far as recording consumption is possible and prescribed.

With rooms in a shared flat, allocating them in practice is often difficult, because several tenants use the same heated rooms and hot water connections. Frequently consumption values are only available for the entire unit and not for the individual rooms.

{% hint style="warning" %}
With flat rate arrangements for heating and hot water costs, it should be checked particularly carefully whether these are permissible in the specific case. You can find further information on this [**here**](/en/anleitung/mietverhaltnisse/mietverhaltnis-anlegen/betriebskosten/betriebskosten-und-heizkosten-wg-vermietung.md).
{% endhint %}

### A flat rate instead of advance payments

Where a flat rate for operating costs was agreed, there is generally no annual statement of the actual operating costs. The tenant then pays a fixed amount which settles the agreed operating costs.

A flat rate can simplify administration, but it also means that additional costs generally remain with the landlord and that credit balances are generally not paid out. Particular care is needed with heating and hot water costs, as special billing requirements regularly apply to them.

{% hint style="info" %}
You can find further information on this [**here**](/en/anleitung/mietverhaltnisse/mietverhaltnis-anlegen/betriebskosten/betriebskosten-und-heizkosten-wg-vermietung.md).
{% endhint %}