Guide
What to do when a maintenance bill is wrong
Every society issues a wrong bill sometimes. What matters is how you fix it. The rule is simple: never change the old bill in secret, add a correction that everyone can see.
Why not just edit the bill?
If a bill is changed quietly, nobody can tell later what was originally charged or why it changed. That is exactly how disputes start. Even an honest change looks suspicious when there is no record of it.
The clean way to correct a bill
- Confirm the mistake with the resident and agree what the right amount is.
- Leave the original bill as it is.
- Add a correction (a credit or a debit) with a short reason, such as "Charged twice for November".
- Tell the resident what changed and what they now owe, if anything.
- Note it for the monthly summary so the committee knows how many corrections were needed.
If the resident has already paid
Agree with the resident how to settle the difference, for example a credit against the next bill or a refund. Record whatever you agree as its own entry, with the date and reason.
Cut mistakes at the source
Most wrong bills come from a wrong flat size, an old rate, or a charge added to the wrong flat. Check the rates once a year and look at the first month's bills before sending them.
How LaFlaunt helps
In LaFlaunt, issued bills are never quietly changed. A correction is added as an adjustment with a reason, and the full history stays visible.
This guide is general information, not legal or accounting advice. Your building's own rules, bye-laws or agreements, and the law of your country, come first.