Meter readings — settling consumption with the security deposit
Updated on 2026-10-28
Settings → Meters
Does your holiday home charge electricity, water, gas or heating oil separately? Then you fill in the meter reading at arrival and departure, and BedFlow settles the consumption with the security deposit:
security deposit − consumption − tourist tax (if still outstanding) − other deductions = to refund
Setting up meters
Go to Settings → Meters and click Add meter. For each meter:
| Field | Explanation |
|---|---|
| Unit | The unit where the meter is |
| Type | Electricity, water, gas, heating oil or heating. The unit of measurement (kWh, m³, l) fills itself in |
| Own name | Optional, e.g. Electricity day and Electricity night for a dual-rate meter |
| Price per unit (incl. VAT) | Up to four decimals, e.g. 0.3450 |
| VAT rate | The rate on the invoice line, e.g. 21% for electricity, 6% for water |
| Included per night | Optional. E.g. 10 kWh per night is included in the price; only what goes above it is charged |
The Meters menu appears as soon as the security deposit is turned on (Settings → Security deposit).
Fixed amount without meter readings
Would you rather charge water or heating oil as a fixed amount, e.g. € 2 per person per night? That is off by default. Switch it on in Settings → Security deposit → Consumption as a fixed amount. Then, under Add meter, choose under Charge:
| Charge | Calculation |
|---|---|
| With meter readings | As above (default) |
| Fixed amount per person per night | Amount × persons × nights. Persons = adults and children of that unit in the booking, not babies |
| Fixed amount per stay | The amount once per booked unit |
For a fixed amount you only enter the amount (incl. VAT) and the VAT rate; unit and included quantity drop away, and nobody has to enter a reading. At settlement the amount goes on the invoice as a line and is deducted from the deposit, just like a meter's consumption. Example: Heating oil: 4 pers. × 3 nights × € 2.00 = € 24.00.
A fixed amount can also be set on a combined unit (whole estate). When a group books the whole estate, only the fixed amounts of that combined unit itself count, not those of the cottages under it, so nobody pays twice. If you switch the setting off again later, fixed amounts no longer count.
Filling in readings
- On the booking: in the Security deposit block, click Meter readings and fill in the reading at arrival and at departure. A comma or a dot both work.
- In the housekeeper portal: if a unit has a departure or arrival today, your housekeeper sees the Meter readings block at the bottom. They fill in the reading and can add a photo. They only see the unit and the meter, never the guest's name or details. See Housekeeper portal.
If a group books the whole estate (a combined unit), the meters of all units under it count.
Settling
After departure the security deposit is on To settle. Click Settle and check the overview:
| Line | Example |
|---|---|
| Security deposit | €250.00 |
| Electricity: 123.456 kWh × €0.3450 | −€42.59 |
| Water: 2.5 m³ × €5.2000 | −€13.00 |
| Tourist tax (not yet paid) | −€30.00 |
| Shower door glass (deduction) | −€40.00 |
| To refund | €124.41 |
Each line is rounded to the cent. If a reading is missing, or the departure reading is lower than the arrival reading, you see a warning. Only after Confirm and refund does the following happen:
- the consumption goes on the invoice, as a line with VAT. If the booking's invoice is still open (proforma), it goes on that one. If it is already final, BedFlow creates a separate proforma Consumption settlement for the same guest, which you finalise like any other;
- whatever the security deposit covers of consumption and tourist tax goes on that invoice as a payment settled with security deposit;
- the tourist tax is only deducted if the invoice still has an outstanding balance, and never more than that balance;
- the guest receives the settlement by email, with the calculation;
- the refund starts: by card to the same card, otherwise by bank transfer to the guest's IBAN.
After that, the meter readings are locked.
Overview per unit
In Daily → Meter readings you see, per unit and per meter, every booking with its reading at arrival and departure, the consumption and the amount settled with the security deposit. Above each meter you find the total consumption and total amount over the chosen period, and the last known reading. Choose a unit and a period at the top (by default the previous and the current year). A missing reading, or a departure reading lower than the arrival reading, stands out right away. Click a booking to open it.
The page appears in the menu as soon as you have at least one meter with readings.
Is the consumption higher than the security deposit?
Then nothing goes back and the shortfall is an outstanding balance on the invoice. The guest can pay it with the usual payment link, and you see it on the booking. Deductions for damage are covered first; whatever of that is not covered, you charge yourself.
Frequently asked questions
Does the housekeeper's photo count in the calculation? No, the photo is proof for yourself. The calculation uses the reading that was filled in.
Does automatic refunding work with meters? Yes, if all readings are filled in and the guest paid by card. If a reading is missing, you get a notification and settle it yourself.
Is consumption revenue? Yes. That's why it is on the invoice as a line with VAT. The security deposit itself is not revenue.