If the tenant has paid more into the utilities budget than the cost of the utilities, we offer the tenant a choice to a) keep the balance in the account in anticipation of future usage ( i.e. colder weather in winter); b) apply the balance towards the next month's rent or c) {if at the end of the tenancy} refund the remainder.If there is a deficit at the time we reconcile, we invoice the tenant and the balance is due the first day of the next month.  

Thus, one way to give Dan his 'piece of the pie' is to have him bill you with a fair profit margin included in his invoices.

They can also log into their owner portal 24/7 where all invoices are attached.

dang BT,  I think you have some competition for Ben's affection! 

As a reasonably intelligent non- accountant I was able to get set up and running, along with customized invoices, in a week. 

All deductions on the security deposits should be supported by photos, contractor invoices, etc.I have not implemented and have the following questions:a.

First invoice total for me is $2480.00 then second invoice hasn't been executed yet, for sunken area, so not known if further tenants kids items might be in there or not.Question is: The reality is they are excellent tenants and i don't want to burn any "relationship". 

However, the cost such as plumbing, ductwork, electrical, and lumber have to be capitalized and added to the basis of your house unless you meet any of these: 1)  The total cost is less than 2500. ( not just plumbing or electrical- total ) De minimis safe harborThe safe harbor applies to amounts paid during the tax year to acquire or produce what the regs call a “unit of property” (UOP), you must meet these requirements: (1) at the beginning of the tax year, the taxpayer has written accounting procedures treating as an expense for non-tax purposes amounts paid for property costing less than a specified dollar amount (which will be 2500 for you), or with an economic useful life of 12 months or less;.(2) the taxpayer treats the amount paid for the property as an expense on its books and records in accordance with its accounting procedures. ( do this on your bookkeeping software or whatever you utilize)(3) the amount paid for the UOP doesn't exceed $2,500. as substantiated by invoiceNote: The cost for the Unit of Property includes l additional costs (for example, delivery fees, installation services, or similar costs) if these additional costs are included on the same invoice with the tangible property. 

If you have an applicable financial statement (AFS), you may use this safe harbor to deduct amounts paid for tangible property up to $5,000 per invoice or item (as substantiated by invoice).

The invoices haven't arrived yet but I suspect the final bill will be in the neighborhood of $1,000 and the tenant will have to pay it all.I hope this proves helpful to others.