How to track utility bills and energy consumption
How to use ...?
“Track your energy and utility costs in one place with our Utility Bill Tracker.”
“Upload invoices and monitor usage across properties using the Utility Expenses Log.”
“Use the Utility Bill Management Register to stay on top of consumption and contracts.”
To help your business stay on top of utility expenses (electricity, gas, water, etc.), identify abnormal usage, and track consumption trends for smarter operational decisions.
How to Use the Utility Bill Tracker in Aptien
Stay on top of utility costs and usage across your buildings
What is the Utility Bill Tracker?
The Utility Bill Tracker in Aptien helps you record, organize, and monitor:
- Utility bills (electricity, gas, water, etc.)
- Meter readings and consumption
- Costs per building or property
- Contract and supplier info
It's designed especially for small property managers, facility managers, and office admins who want a clear overview of utility expenses without spreadsheets.
What Can You Track?
Use one record per bill (not per supplier or contract). You can track:
- Utility Type Electricity / Water / Gas
- Supplier E.ON, Veolia, British Gas
- Invoice Number 2025-003582
- Invoice Date May 2, 2025
- Billing Period April 1–April 30, 2025
- Meter Number EM-987654
- Meter Location Main Building - Basement
- Amount Billed $420.60
- Consumption 1,250 kWh / 21 m³
- Unit Price $0.336 per kWh
- Property Building A - Office Tower
- Notes Higher usage due to HVAC repairs
- Invoice File [Upload PDF]
💡 You can customize fields in Aptien to fit your needs.
Organizing Your Bills
Each utility bill record is linked
- The building or property.
- A meter (optional, if tracked separately)
- A supplier (you can link from your supplier organizer)
- Uploaded PDF invoices
You can filter or group bills by:
- Utility type
- Property/building
- Supplier
- Year or month
Typical Use Cases
- Track and compare monthly energy usage
- Spot unusual spikes in costs or consumption
- Keep invoices ready for audits or accounting
- Monitor contract terms and renewal dates
- Allocate utility costs across tenants or departments
Suggested Workflow
- Create a record when a new bill arrives (email, mail, or system)
- Enter usage and cost data from the bill
- Attach the PDF invoice
- Link to the property or department (for internal cost allocation)
- (Optional) Set a reminder for contract renewal or next meter reading
Want More Automation?
- Add a custom table for monthly meter readings
- Link the tracker to budget tracking
- Use the Task feature to remind you of contract renewals