Part 2: Enhanced Billing: Creating and Sending Invoices Through the Web App

If you’ve enabled Enhanced Billing and connected your Stripe account, you can now send invoices directly to tenants through the SimpleSUB Web App. This feature streamlines billing by allowing you to generate, deliver, and manage invoices in one place

Step 1: Add Tenants

SimpleSUB automatically links their water usage to their profile, so they’re billed only for what they use.

Navigate to Tenants in the dashboard. 

• You can import a spreadsheet using the template provided in the app or manually add tenants.
• For each tenant, input:
  • Associated unit
  • Email address
  • Phone number
  • First and last name

Step 2: Enter Water Bill Details

SimpleSUB will automatically split the total based on each tenant’s actual usage, ensuring fair and transparent billing.

1. Go to the Billing section.
2. Click Add Bill.

Fill in the utility bill information:

• Billing period (look for "read dates" on your water bill)
   
• Water usage in thousands of gallons or CCF
  • The Web App uses units of 1,000 gallons.
    • If your utility bills in gallons, move the decimal three spaces to the left.
    • Example: 34,000 gallons → enter 34
       
• Total cost of the bill
  • If the bill includes only water and sewer, enter the full total on this page. If the bill also includes additional fees (such as stormwater or trash), enter only the water and sewer charges by adding the two totals together. You’ll add any fixed fees on the next page.
     
• The rate method is automatically selected based on how the property was set up:
  • SimpleSUB Effective → Entire property is metered
  • Utility Effective → Not all lines are metered (e.g., irrigation, common area usage)
    
    

Step 3: Add Additional Fees (Optional)

You can include:

• Convenience Fee (e.g., $6 flat fee) - Some customers choose to bill their tenants to cover the cost of SimpleSUB’s service fee.
   
• Other recurring charges (e.g., sewer, trash)
   
• Always verify local and state regulations related to water submetering.
   

1. Click Add Fee
   

2. Select fee type (flat, split, or unit flat), name the fee, and enter the amount

   a. Flat: Single, fixed charge billed to all of your tenants regardless of the number of units, residents, or the total amount collected. Examples include billing or convenience fees, trash fees, etc.

   b, Split: Divides the total fee between your tenants. Each party pays a portion of the billing or service fee. Examples include fixed sewer fees, infrastructure costs, or other fixed-line items from your utility bill.

   c. Unit Flat: One-time charge applied to a single unit. Examples include late fees or excessive water usage fees.

Step 4: Send Bills

1. Review the generated invoice summary to confirm accuracy by clicking View Bill.

 

2. Click Send Invoices.

 

• Invoices will be emailed to tenants.
  
   
• Each tenant receives a bill with their share of the water and any additional fees.
  
   

Step 5: View Invoice Status & Download

Once your water bill is entered, SimpleSUB generates and sends detailed invoices directly to each tenant’s email. Each invoice clearly shows their usage and due date, reducing billing confusion and disputes.

• Access View Bill from the menu.
  
   
• View payment statuses:
  
   
  • “Paid” or “Pending”
    
     
• Download options:
  
   
  • PDF: For tenants who require paper bills
    
     
  • CSV: For integration with accounting or property management software

Step 6: Collect Payment

Tenants have 21 days to pay, and SimpleSUB makes it easy with built-in online payments.
From your dashboard, you can:

• Track payment status in real-time
  
   
• Send reminders to tenants who haven’t paid
  
   
• Manage delinquencies with tools for follow-up and documentation