Utility settlement

Annual or partial reconciliation of advances vs. actual costs — allocation keys, editing, and the lifecycle with an informative overview of statutory deadlines.

7 min readAdvancedUpdated Jul 22, 2026

The settlement compares a tenant's paid advances for the period against actual costs (see Consumption costs) and allocates the difference proportionally. It's usually annual, or partial — which can only be created for a lease that has already ended.

Provoz › Settlement › Create settlement

Pick a property, unit and year

The tenant is derived from the selected lease.

Choose a type

Annual, or Partial (only if the lease has ended).

Adjust the period

The default range is derived from the year and the lease term, but the from–to dates can be edited manually in the dialog.

Check the live preview

Najato immediately calculates the allocation and shows the result — an overpayment or an underpayment.

Create settlement

A snapshot (advances, categories, actuals) is saved — from then on it has its own lifecycle.

Allocation keys

Category	Key for a partial period	Key for a whole-property cost
Heating	seasonal curve (degree-days, decree 269/2015 Sb.)	with heat meters, two-component (base by area + consumption by meters); otherwise simplified by floor area
Gas	seasonal curve (degree-days)	by floor area
Hot water	by days — a separate category from heat	by measured consumption, if every unit meters it
Water/sewage, electricity	by days	by measured consumption, if every unit meters it
Waste, HOA, other	by days	by floor area

Heat and gas aren't split evenly by days for a partial period — a seasonal climate curve applies instead, so the heating season carries much more than summer months. For commodities metered by every unit (typically water, hot water, electricity), a whole-property cost is split by the ratio of measured consumption rather than floor area; when a unit lacks a meter, the floor-area fallback applies.

Good to know

Heating: if every unit meters it (heat meters or cost allocators — RTN) and readings are filled in, it's allocated in two components under Decree 269/2015 Coll. (40% base by floor area + 60% consumption by meters) and the statutory correction band of −20% / +100% of the cost per m² is enforced (§ 3(2)) — if a unit's cost falls outside it, it's clamped to the limit and the difference redistributed. Without heat metering it's split by floor area (simplified) — fine for buildings without RTN; with RTN, watch the two-component split and add the heat readings.

Tip

Computed actual costs can be edited manually in the dialog and in the detail view, and custom line items added — an “i” icon next to each figure shows exactly how it was calculated (supplier, amount, key, days or seasonal share).

Lifecycle and deadlines

A settlement moves through Ready → Delivered → Settled, or Past due. Sending it to the tenant (Delivered) starts statutory clocks: 30 days to object and 4 months to pay the balance. An unsettled settlement past the 4-month mark moves to Past due.

An overpayment is refunded by the landlord to the tenant; an underpayment is paid by the tenant to the landlord — the direction is shown in the detail view.
The detail view offers contextual actions per phase: Send, Mark overpayment as refunded / underpayment as paid, Send reminder (once past due).
“Download PDF” currently works via the browser's print function.
Only a settlement in the Ready phase can be edited — once sent, it can only be deleted.

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Consumption costs Meter readings