Service charges, settled without the arithmetic
Collect a monthly advance and reconcile it annually against the actual costs, with sub-meters, allocation keys and linked purchase invoices. Protiva produces the settlement invoices and watches the statutory deadline.
From a single tenant to a multi-let business park
Not every building calls for the same approach. Protiva therefore has two systems for settling fixed costs with your tenants. You switch on whichever fits, per property.
| Service charge module | Reconcilable advance per lease | |
|---|---|---|
| Intended for | Multiple units, (sub-)meters, allocation across tenants | One building, one tenant, one advance (energy or owners' association, say) |
| Advance | A monthly service charge field on the lease | A reconcilable line on the monthly invoice |
| Allocation across units | ✓ Yes, with allocation keys | — A single tenant |
| Settlement | Automatic: settlement invoice or credit note | A correction invoice based on the advance built up |
From advance to final settlement
Monthly advance
Every month Protiva invoices the service charge advance along with the rent, and you can see it build up per lease.
Link the actual costs
You enter the cost items or link the purchase invoices. Sub-meter readings determine the actual consumption per unit.
Allocate & settle
Protiva allocates the costs using your key, shows the split per unit and, once finalised, produces the settlement invoice or credit note.
Every cost item split fairly
By consumption (sub-meter)
Metered units pay their actual consumption; the unmetered remainder goes by floor area.
By floor area
Split on the basis of each unit's square metres. This works well for communal costs.
Per unit
Equally across the number of units. This is the default for residential unless agreed otherwise.
Fixed percentage
A fixed share per unit, as recorded in the lease or the deed of division.
By ratio
A free weighting per unit, for example by headcount or intensity of use.
Fixed amount
A fixed amount per unit for items that don't vary with consumption or floor area.
Residential and commercial: each with its own rule
Residential
Settle within six months of the calendar year end (art. 7:259 Dutch Civil Code), on the basis of demonstrable invoices. The default allocation key is equally across the number of units, unless there is good reason otherwise. Protiva warns you as the deadline approaches.
Commercial
No statutory deadline, but an annual statement is mandatory and the terms of the lease govern. Separately metered energy has been a standalone supply since 2025 (21% VAT).
Indicative and based on the rules in force at the time (reference date 2026). This is not legal advice; check the provisions in your lease.
Service charge reconciliation is part of the full package for the property owner. Link your purchase invoices through AI document management, and see how it all fits together at how it works. Service charges are in every plan (see the pricing).
Frequently asked questions
When do I have to settle the service charges?
For self-contained residential property you must provide and settle a statement of the actual service charges within six months of the end of the calendar year (art. 7:259 Dutch Civil Code). Protiva shows a deadline warning on a draft settlement with a residential segment, so you don't miss it. Commercial premises have no statutory deadline, but an annual statement is still mandatory.
Can Protiva allocate the costs across several units?
Yes. For a multi-let building, Protiva splits each cost item using the key you choose: sub-meters (consumption), floor area, number of units, a fixed percentage, a free ratio or a fixed amount per unit. Each share is split pro rata over the occupied days of the leases; vacancy is for the owner's account.
Does it also work for one building with one tenant?
Yes. For a single tenant you use a reconcilable advance per lease: you invoice a monthly advance and produce a correction invoice at the end of the period based on the amount built up. For more complex buildings you switch on the service charge module, with automatic settlement invoices and credit notes.
Can I link purchase invoices to the settlement?
Yes. You link the actual purchase invoices (energy, cleaning, maintenance) to the cost items of the settlement, so the reconciliation is demonstrably based on real invoices. That is exactly what the rent tribunal may ask for.
Do the advances count as turnover?
No. A service charge advance is a prepayment, not income. Protiva tracks the advance built up per lease in real time and keeps it out of your turnover and return figures until it is reconciled at settlement.
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