How to bill rent, electricity, and water to tenants in the Philippines

1. Keep the tenant and unit details current

Before making a bill, check the tenant’s assigned unit, monthly rent, due day, and any other agreed charges. A change in rent or occupancy should be reflected in the right billing period. Keep the tenant name and unit identifier consistent across every statement and payment record.

2. Record the meter readings

For a metered charge, write down the previous and current readings along with their dates. Usage is the current reading minus the previous reading. If a meter was replaced, rolled over, or read incorrectly, resolve that before billing. A photo of the meter can help you answer later questions about the reading.

Example: if the previous water reading was 125 m³ and the current reading is 137 m³, usage is 12 m³. At an agreed rate of ₱35 per m³, the calculated water charge is ₱420. This is an illustration, not a recommended rate.

3. Add rent and other charges

List rent and each utility or extra charge as separate lines. That lets a tenant see how the total was formed. If you use a fixed water or electricity charge instead of submetering, label it as fixed. Review the agreed terms before adding any fee.

4. Review the statement before sending

Check the period, reading dates, usage, rates, line item totals, due date, and any previous balance. A useful statement should answer “what is this charge for?” without requiring the tenant to call you. Save a copy of the version you sent.

5. Record the payment against the bill

When money arrives, record its amount, date, method, and the bill it pays. A bank transfer screenshot or other proof is useful, but it should be reviewed against the actual payment before you mark a bill paid. If the tenant pays only part of the amount, keep the unpaid balance visible for follow-up.

Doing this in RentaDiary

RentaDiary lets an owner set up tenants and units, configure water and power rates, enter meter readings, create bills, record payments, and generate billing statements. Tenants can view their billing history in a separate portal. The Free plan includes the core billing workflow; check plan details for current limits and extra tools. For the step-by-step version, see electricity and water billing and rent billing, or the boarding house and apartment setups.

If you are moving from a spreadsheet, test one tenant first. Compare the calculated utility amounts and the resulting balance with your existing records before switching your monthly process.