Preparing an annual statement for collective heating and cooling often ends up being a time-consuming and complex process. But it doesn’t have to be. We’ve put together a few handy tips to ensure a smooth and efficient process. Please don’t hesitate to contact one of our specialists for more information or if you have any questions.

Tip 1: Make sure that consumption data can be read automatically and reliably

To prepare your annual statement effectively and reliably, it is essential that you have accurate consumption data. The best way to obtain this is from remotely readable meters. It is also possible to read meters manually or using other systems, but this is less efficient. In addition, remote reading ensures that you comply with the European legislation that requires that all meters be remotely readable by the year 2027.

Tip 2: Read consumption data frequently in order to identify hardware problems as early as possible

We recommend reading 24-hour measurement data from remotely readable meters at least once a day. Do you still have meters that are not remotely readable? Ask to receive the meter readings on a monthly basis. Retrieving the data frequently lets you detect any irregular data or problems with your hardware systems more quickly and resolve them immediately. This way, when the time comes to prepare the annual statement, you know that your data is accurate and reliable.

Tip 3: Spread the invoicing process across the entire year

If an automatic, streamlined payment process throughout the year is possible, this ensures more efficient cash flow management and workload distribution. This can be achieved by using a billing system with a smart approach to rate switches and that automates an immediate settlement when tenants move and interim settlements. This lets you avoid any peak periods in customer service and invoice validation.

Tip 4: Automate the invoicing process as much as possible

By automating the invoicing process as much as possible, you not only reduce the risk of (manual) errors, but also save considerable time. There are various ways to introduce automation to the invoicing process. Zero Friction, for example, offers an online invoicing platform that lets you automatically generate invoices, process connections and disconnections, detect technical issues, and carry out payment monitoring.

Tip 5: Communicate heat consumption to residents online

Give your residents real-time insight into their consumption, costs, and invoices. Using an online customer portal where residents can access their data at any time minimises the chances of unpleasant surprises. An online customer portal also lets you automatically comply with the legal obligation to communicate consumption data and costs clearly and understandably. Moreover, thanks to clear and frequent customer communication, you prevent a deluge of resident questions following the annual statement and achieve a higher level of overall customer satisfaction.

Want to learn more about how to prepare the perfect annual statement? Zero Friction can help you with this through its automated invoicing platform and customer portal. 

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