Every utility bill read by AI and split night by night
AI-powered invoice reader extracts data from utility bills automatically. Each bill is split day by day across the occupied rooms, so every tenant pays only for the days they lived there.
At a Glance
From the supplier's PDF to each tenant's share
Bill types: electricity, water, gas and internet
Tabs: Bills, Connections, Timeline, Allocations, Cost Map and Overview
Allocation statuses: Pending, Approved and Rejected
Charge times: Every Month or End of Booking
Features
What the Utilities module does
From the supplier's PDF to an approved charge on each tenant's payment plan, with every share worked out the same way.
AI Bill Reader
Upload the PDF bills and the AI bill reader extracts the supplier, bill number and date, billing period, total with VAT and contract ID, then files each bill on its property. Covers electricity, water, gas and internet.
Smart Cost Distribution
Split utility costs by occupancy days: each day of the bill is shared equally among the rooms occupied that day. With bills included, set a cap per booking and only the excess is charged.
Each Bill Filed by Contract ID
Save each property's supply contract IDs in Utilities > Connections, one per utility, plus Additional contract IDs for a second meter. Vivin matches the contract ID on each bill and files it on that property, or tells you when no property carries it. A contract shared by several properties is split across all their occupied units.
Approve Each Charge First
Each share above the cap waits as Pending in the Allocations tab, with its breakdown: the total bill, the nights calculated and the allowance for the period. Approve or reject one by one or in bulk, grouped by billing period, property or tenant. Only approved charges reach the tenant's payment plan, due on the deposit refund date, and an approval can be undone until the charge is invoiced.
Every Month, at the End or a Fixed Amount
Choose the Charge Time in Settings > Global Settings: Every Month or End of Booking. Prefer a fixed monthly amount? Add it as a recurring charge with Settle against the real bills at the deposit refund: Vivin compares what each tenant paid with their real share and settles the difference with the deposit, refunding it when the bills come in lower if you allow it.
Spend, Coverage and Missing Bills
Overview shows the monthly spend by utility, the monthly average, the average per unit and the properties that cost the most. Timeline shows which days of each property are covered by a bill, Cost Map shows each room's share day by day, and the Bills tab flags missing bills from each property's billing history, with the expected period and an estimated amount.
How it works
Upload the bills
In Utilities, click Add Bill and drop one or several PDFs. The AI bill reader reads the supplier, bill number, billing period, total and contract ID, and files each bill on its property. Duplicates are flagged, and a bill it cannot read, such as a scan, goes in through Manual Entry.
Split costs
Vivin splits each bill by occupancy days and calculates each tenant's share. You approve or reject each charge before it reaches the tenant.
Bill tenants
Approved charges go on each tenant's payment plan as their own line. In the tenant portal, the Utilities page lists the property's bills for the tenant's stay, each with its PDF, so tenants see the bills behind what they pay.
