Best Practices for Superintendents Managing Submetered Properties
May 16, 2025
Navigating Submetering and Utility Billing Challenges Around the 4th of July Holiday
The 4th of July is a time of celebration—fireworks, cookouts, and patriotic gatherings bring communities together. But for property managers, the holiday can introduce unique challenges when it comes to submetering and utility billing. From usage spikes to staff availability, it's important to stay ahead of potential disruptions to maintain accurate billing and avoid resident complaints.
Increased Utility Usage
Independence Day often means residents are hosting guests, grilling outdoors, and cranking up the air conditioning to beat the summer heat. This can lead to:
Water surges from pool use or frequent bathroom visits.
Electricity spikes from appliances, lighting, and air conditioning running longer hours.
Gas usage increases from outdoor cooking or extended use of stoves.
Submetering systems must be prepared to handle these fluctuations accurately. If systems are outdated or poorly maintained, readings could be skewed, leading to billing disputes.
Delayed Meter Reads and Billing Cycles
The holiday typically includes time off for staff and vendors, which can affect:
Manual meter reads (if not automated) are getting pushed back.
Billing schedule delays, especially if the 4th falls near the end of a billing cycle.
Mail or system processing backups, causing late bill delivery or resident confusion.
To stay on track, consider automating meter readings or preparing your team for a compressed schedule.
Resident Inquiries and Complaints
Increased utility usage often results in higher bills, which can trigger complaints:
“Why is my water bill so high this month?”
“I wasn’t even home—how did I use this much energy?”
Clear communication is key. Proactively notify residents about potential usage increases during the holiday and offer tips on conservation.
Maintenance and Emergency Response
With many staff off for the holiday, it's important to have:
Emergency protocols in place for leaks, meter malfunctions, or utility outages.
Clear lines of communication with your submetering partner or utility billing provider.
Having backup contacts and remote monitoring tools can help you avoid costly delays or property damage.
Post-Holiday Billing Accuracy
Once the holiday is over, ensure your billing process captures any holiday-related surges without penalizing residents unfairly. Review:
Any unusual spikes that may need to be explained or flagged?
Submeter data integrity to catch anomalies early.
Billing communication to clarify that increased usage may be temporary and expected.
While the 4th of July brings joy and celebration, it can also stress submetering systems and utility billing operations. By preparing ahead, leveraging technology, and maintaining open communication with residents, property managers can avoid headaches and keep operations running smoothly.
Need help managing submetering during the holidays? Contact Think Utility Services to ensure your systems are ready for seasonal surges and your residents stay informed and satisfied.
4. Coordinate with Utility Billing Partners
Maintain an open line of communication with your submetering and utility billing provider. Promptly report any issues with meter performance or resident concerns. Your billing partner can also assist in:
Troubleshooting technical problems
Providing consumption reports
Training staff on system updates or best practices
A strong partnership supports accuracy and transparency.
5. Educate and Engage Residents
Residents benefit from knowing how submetering works and how they can control their utility usage. As a superintendent, you can:
Share educational materials during move-in
Provide tips on water and energy conservation
Answer common questions about meter reading and billing
An informed resident is more likely to participate in conservation efforts and less likely to dispute bills.
6. Stay Proactive with Maintenance
Submetering systems require periodic maintenance. Work with your service provider to:
Schedule meter calibration or replacement as needed
Replace outdated equipment with newer, more efficient models
Upgrade software or hardware to ensure compatibility with new technologies
Proactive maintenance helps avoid costly repairs and resident dissatisfaction.
7. Document Everything
Keep detailed records of:
Meter installation dates and serial numbers
Inspection logs
Maintenance or repair activities
Resident complaints or service calls
Thorough documentation supports compliance, transparency, and helps resolve disputes quickly.
Final Thoughts
Superintendents play a vital role in the successful operation of submetered properties. By following these best practices—rooted in communication, maintenance, and resident engagement—superintendents can ensure their submetering systems run smoothly, residents are billed fairly, and the property continues to operate efficiently.
Need help managing your submetered systems? Think Utility Services offers turnkey solutions and expert support for multifamily communities. Contact us today to learn more.
