Billing of services to tenants - downloadable template
A complete service bill template for landlords. Download the template and learn how to correctly fill in all the required information.
TL;DR – Quick Answer
The service billing form must include identification of parties, period, summary of services with costs, billing method, advances paid, and resulting overpayment/underpayment. Below you will find a complete template to edit and use.
Why you need the right template
A utility bill is not just a formality – it is a legal document. If there is something missing or wrong in it, you may have problems:
- The tenant can claim it
- You will not be able to recover the arrears
- You may be fined for late delivery
That is why it is important to have a quality template that contains all the essentials. And we'll give it to you now.
Complete model of service billing
BILLING FOR SERVICES CONNECTED WITH THE USE OF THE APARTMENT
for the period from 1/1/2024 to 12/31. 2024
LANDLORD: Name/Title: Jan Novák Address: Hlavní třída 123, 110 00 Praha 1 ID: 12345678 (if you run a business) Contact: jan.novak@email.cz, +420 777 888 999
TENANT: Name: Marie Svobodová Address of apartment: Vedlejší 456/12, apartment no. 8, 120 00 Prague 2 Lease agreement dated: 15/03/2020
DATA ON APARTMENT UNIT: Floor area: 65 m² Number of persons in the billing period: 2
OVERVIEW OF COSTS FOR SERVICES:
| No. | Service | Total cost of the house | Method of settlement | Unit | Your share | Apartment costs |
|---|---|---|---|---|---|---|
| 1 | Heat - basic component (40%) | 72,000 Kč | floor area | 65/500 m² | 13.0% | 9,360 Kč |
| 2 | Heat – consumption component (60%) | 108,000 Kč | measured values | 147/980 pieces | 15.0% | Kč 16,200 |
| 3 | Hot water – basic component (30%) | 10,500 Kč | number of people | 2/24 | 8.3% | 875 Kč |
| 4 | Hot water – consumption component (70%) | 24,500 Kč | meter | 28/245 m³ | 11.4% | 2,800 Kč |
| 5 | Cold water and sewage | 45,000 Kč | water meter | 45/450 m³ | 10.0% | 4,500 Kč |
| 6 | Electricity of common areas | 12,000 Kč | floor area | 65/500 m² | 13.0% | 1,560 Kč |
| 7 | Cleaning of common areas | 18,000 Kč | in equal parts | 1/12 flats | 8.3% | 1,500 Kč |
| 8 | Removal of municipal waste | Kč 8,000 | number of people | 2/24 | 8.3% | Kč 667 |
TOTAL COSTS FOR SERVICES: Kč 37,462
ADVANCE PAID:
| Moon | Deposit | Paid |
|---|---|---|
| January | 3,200 Kč | ✓ |
| February | 3,200 Kč | ✓ |
| March | 3,200 Kč | ✓ |
| April | 3,200 Kč | ✓ |
| May | 3,200 Kč | ✓ |
| June | 3,200 Kč | ✓ |
| July | 3,200 Kč | ✓ |
| August | 3,200 Kč | ✓ |
| September | 3,200 Kč | ✓ |
| October | 3,200 Kč | ✓ |
| November | 3,200 Kč | ✓ |
| December | 3,200 Kč | ✓ |
| TOTAL | Kč 38,400 |
BILLING RESULT:
| Amount | |
|---|---|
| Actual cost of services | Kč 37,462 |
| Advances Paid | Kč 38,400 |
| OVERPAYMENT | 938 Kč |
METHOD OF SETTLEMENT (sample wording):
The overpayment in the amount of 938 Kč will be transferred to the tenant's account within the agreed or legally applicable settlement period. The 30-day date and account details in a real bill must be checked and completed for the parties and current rules.
Any arrears are payable within 4 months from receipt of the invoice to the lessor's account no. 987654321/0800, variable symbol: apartment number.
INSTRUCTIONS:
The tenant has the right to submit written objections to this invoice within 30 days of its delivery. The lessor is obliged to respond to the objections within 30 days of their delivery.
The lessee has the right to inspect the supporting documents for billing (supplier invoices, meter readings) after prior agreement with the lessor.
In Prague on 15/03/2025
_________________________ Jan Newbie Landlord
Delivered to tenant on: _____________
Tenant signature: _____________
How to use the pattern
1. Download and edit
Copy the pattern into Word or another editor. Replace:
- Landlord data (your data)
- Tenant data
- Billing period
- Numbers in the table (your actual costs)
2. Check the calculations
Add up all the costs of the apartment. Must agree with the "Total cost of services" line.
3. Verify billing methods
Heat and hot water have statutory rules. Other services according to the rental agreement.
4. Complete the deposits
Indicate the actually paid deposits. If one has not been paid, state it.
5. Calculate the result
Deposits minus costs = overpayment (positive) or underpayment (negative).
6. Sign and send
Ideally recommended with delivery, or in person against signature.
What to edit in the template according to situation
Moving in during the year
If the tenant moved in, for example, on 1/7, edit:
- Period: 1/7/2024 – 31/12/2024
- Deposits: only for the housing period
- Costs: proportional part (6/12 for services according to area)
Change in number of persons
If the number of persons has changed during the year:
- State the average number or
- Bill according to reality for individual periods
More meters
If you have separate heat, hot and cold water meters, list each one separately with the initial and final status.
Most frequent billing errors
1. The billing method
"Heat: Kč 25,000" is missing without indicating how you calculated it. The tenant has a right to know.
Solution: Always include the key (area, persons, meter) and share.
2. Incorrect total
Calculator error or typo. The sum of the items does not add up to the total.
Solution: Double check. Use Excel.
3. Missing signature and date
A document without a signature looks unofficial. The date is important for deadlines.
Solution: Always sign and date.
4. Clumsy form
Billing as one paragraph of text. The tenant does not know this.
Solution: Use tables, clear formatting.
5. Missing account number for return/repayment
The tenant wants to pay the arrears, but does not know where.
Solution: Always state the account number and variable symbol.
Digital vs. paper form
Paper form
Advantages:
- Traditional, everyone knows
- Signature on the spot
- Archive in file
Disadvantages:
- Slow delivery
- Risk of loss
- Takes up space
Digital form (PDF, e-mail)
Advantages:
- Fast delivery
- Easy archiving
- Ecological
Disadvantages:
- Necessary consent of the tenant (in the lease)
- Need confirmation of acceptance
- Technical problems
Tip: Digital invoicing is modern and practical. Just make sure you have proof of delivery.
How Grento handles it
Filling out patterns by hand is tedious. Grento offers:
- Automatic generation – The system creates a bill from recorded data
- PDF export – Professional look, ready to print
- Digital delivery – Through the client portal with confirmation
- Archive – All bills saved
- No errors – The system monitors the correctness of calculations
Instead of hours with Word, you have billing per minutes.
Download
Use the sample structure above to create a Word or PDF service-settlement template for your property.
Summary
Proper billing includes:
- ✅ Identification of landlord and tenant
- ✅ Period and apartment details
- ✅ Overview of services with costs and billing method
- ✅ Advances paid
- ✅ Resulting overpayment or underpayment
- ✅ Method of settlement and account number
- ✅ Instruction on objections
- ✅ Date and signature
Use our template as a base and adjust to your needs. And most importantly – bill on time!
> Czech-law scope and editorial note: Legal, tax, accounting, tenancy, service-charge, condominium, metrology, insurance and data-protection statements in this article refer to the Czech Republic and the rules effective for the relevant date. Figures and examples are illustrative, not legal or tax advice. Verify current rules with the relevant Czech authority or a qualified adviser.
> Service-accounting clarification: Under Czech Act No. 67/2013 Coll., distinguish delivery of the settlement within four months after the accounting period, financial settlement generally within four months after delivery, and the separate 30-day periods for supporting documents or objections under § 8. A statutory per-day penalty under § 13 is conditional; verify the current amount and cap rather than applying a universal figure.