---
title: How to Set Up Your First RUBS Billing Cycle Inside AppFolio With Livable
description: A step-by-step guide to setting up your first RUBS billing cycle inside AppFolio with Livable, from utility bills to resident statements.
image: https://blog.livable.com/hubfs/Blog%20Title%20(3).png
---

![](https://www.livable.com/wp-content/uploads/2021/02/LIVABLE_Logo_HI_RES_300px_Corporate.png)

SOLUTIONS

[PROPERTY MANAGER DASHBOARD](https://www.livable.com/property-manager-dashboard/) [TENANT CONNECT](https://www.livable.com/tenant-connect/) [UTILITY BILLING & COST RECOVERY](https://www.livable.com/utility-billing-cost-recovery/) 

[LIVABLE NOW BLOG](https://blog.livable.com/) [CONTACT US](https://www.livable.com/contact-us/)

SOLUTIONS

[PROPERTY MANAGER DASHBOARD](https://www.livable.com/property-manager-dashboard/) [TENANT CONNECT](https://www.livable.com/tenant-connect/) [UTILITY BILLING & COST RECOVERY](https://www.livable.com/utility-billing-cost-recovery/)

[LIVABLE NOW BLOG](https://blog.livable.com/) [CONTACT US](https://www.livable.com/contact-us/)

MANAGER LOGIN

RESIDENT LOGIN

### Posts by tags:

- [2021 taxes (1)](https://blog.livable.com/tag/2021-taxes)
- [amenities (2)](https://blog.livable.com/tag/amenities)
- [apartment industry (1)](https://blog.livable.com/tag/apartment-industry)
- [apartment industry (1)](https://blog.livable.com/tag/apartment-industry)
- [clean water (2)](https://blog.livable.com/tag/clean-water)
- [climate change (4)](https://blog.livable.com/tag/climate-change)
- [come and save with us (5)](https://blog.livable.com/tag/come-and-save-with-us)
- [conservation (25)](https://blog.livable.com/tag/conservation)
- [construction (1)](https://blog.livable.com/tag/construction)
- [cost recovery (11)](https://blog.livable.com/tag/cost-recovery)
- [Economic Recovery (1)](https://blog.livable.com/tag/economic-recovery)
- [economy (7)](https://blog.livable.com/tag/economy)
- [eviction moratorium (1)](https://blog.livable.com/tag/eviction-moratorium)
- [examples of conservation (2)](https://blog.livable.com/tag/examples-of-conservation)
- [financial impact (2)](https://blog.livable.com/tag/financial-impact)
- [homeowner (2)](https://blog.livable.com/tag/homeowner)
- [House’s HEROES Act (1)](https://blog.livable.com/tag/houses-heroes-act)
- [housing (8)](https://blog.livable.com/tag/housing)
- [Housing developers (5)](https://blog.livable.com/tag/housing-developers)
- [how to save money on utilities (19)](https://blog.livable.com/tag/how-to-save-money-on-utilities)
- [increase NOI (4)](https://blog.livable.com/tag/increase-noi)
- [investment (4)](https://blog.livable.com/tag/investment)
- [legislation (3)](https://blog.livable.com/tag/legislation)
- [livable (7)](https://blog.livable.com/tag/livable)
- [Livable staff (1)](https://blog.livable.com/tag/livable-staff)
- [Millennials (2)](https://blog.livable.com/tag/millennials)
- [multifamily properties (5)](https://blog.livable.com/tag/multifamily-properties)
- [natural resources (3)](https://blog.livable.com/tag/natural-resources)
- [new state laws (3)](https://blog.livable.com/tag/new-state-laws)
- [post-pandemic adjustments (1)](https://blog.livable.com/tag/post-pandemic-adjustments)
- [Property managers (2)](https://blog.livable.com/tag/property-managers)
- [property owners (11)](https://blog.livable.com/tag/property-owners)
- [ratio utility billing (10)](https://blog.livable.com/tag/ratio-utility-billing)
- [real estate (2)](https://blog.livable.com/tag/real-estate)
- [Rent control (4)](https://blog.livable.com/tag/rent-control)
- [rent policies (2)](https://blog.livable.com/tag/rent-policies)
- [rental (7)](https://blog.livable.com/tag/rental)
- [rental housing industry (1)](https://blog.livable.com/tag/rental-housing-industry)
- [renters (5)](https://blog.livable.com/tag/renters)
- [Republican lawmaker (1)](https://blog.livable.com/tag/republican-lawmaker)
- [rising costs (3)](https://blog.livable.com/tag/rising-costs)
- [roofing (1)](https://blog.livable.com/tag/roofing)
- [RUBS (25)](https://blog.livable.com/tag/rubs)
- [Single-family homes (1)](https://blog.livable.com/tag/single-family-homes)
- [smart utility (4)](https://blog.livable.com/tag/smart-utility)
- [smarter approach (1)](https://blog.livable.com/tag/smarter-approach)
- [solar (3)](https://blog.livable.com/tag/solar)
- [staying home (2)](https://blog.livable.com/tag/staying-home)
- [Staying Strong and Giving Back (1)](https://blog.livable.com/tag/staying-strong-and-giving-back)
- [tax credits (2)](https://blog.livable.com/tag/tax-credits)
- [technology (2)](https://blog.livable.com/tag/technology)
- [tenant protections (3)](https://blog.livable.com/tag/tenant-protections)
- [tenants (2)](https://blog.livable.com/tag/tenants)
- [unionofconcernedscientists (2)](https://blog.livable.com/tag/unionofconcernedscientists)
- [utility bill (10)](https://blog.livable.com/tag/utility-bill)
- [utility billing (10)](https://blog.livable.com/tag/utility-billing)
- [Utility savings (17)](https://blog.livable.com/tag/utility-savings)
- [we heal as one (1)](https://blog.livable.com/tag/we-heal-as-one)

See all

# How to Set Up Your First RUBS Billing Cycle Inside AppFolio With Livable

Posted by [Livable Content Team](https://blog.livable.com/author/written-with-love-by-the-livable-content-team) on Apr 21, 2026, 9:00:01 AM

![](https://blog.livable.com/hubfs/liv_favicon-1.png)

If you are using Livable inside your AppFolio workflow for the first time, setting up your first RUBS billing cycle can feel like a lot of moving parts. The good news is that when the setup is done correctly from the start, everything that follows runs smoothly. This guide walks you through exactly what to do before your first billing run goes out.  

<https://hubs.la/Q03Kzv0q0>

## **What to Configure Before You Start**

Before your first billing cycle runs, three things need to be in place inside your Livable and AppFolio workflow. 

First, confirm your property details are accurate. Unit count, square footage, and occupancy data all feed directly into your RUBS allocation formula. If any of this information is outdated in AppFolio, your allocations will reflect it. Pull a current unit report and verify before proceeding. 

Second, select your allocation methodology. RUBS allows you to divide utility costs based on square footage, number of occupants, number of bedrooms, or a blended formula. There is no single right answer. The right methodology depends on your property type, local regulations, and what feels fair and defensible to your residents. If you are unsure, the Livable team can help you choose. 

Third, confirm your utility data source. Livable pulls utility billing data automatically, but you need to confirm that your utility accounts are connected and that the billing period dates align with your intended charge cycle. 

**How to Communicate the Change to Residents**

The most common mistake new users make is sending the first RUBS statement without any advance notice to residents. Even when billing is compliant and the math is correct, an unexpected charge creates friction. 

Send a brief notice to residents at least two weeks before the first statement goes out. Explain what RUBS is, how their share is calculated, and what they can expect going forward. Residents who understand the methodology before they receive the bill are significantly less likely to dispute it. 

Inside your AppFolio workflow, you can send this notice directly through the resident communication tools you already use. Keep it clear, factual, and friendly.

## **Your First Billing Run**

When your first billing cycle is ready inside Livable, use the statement review step before approving. Confirm that all active units are included, that vacant units are excluded, and that the allocation totals match your master utility bill. Once approved, statements sync to AppFolio and residents are notified through their preferred delivery method. 

That is it. Your first cycle is complete and the foundation is in place for every billing run that follows. 

Ready to get your first RUBS cycle set up inside AppFolio?  **👉 [Schedule a Discovery Call](https://hubs.la/Q03zTWPK0)** and we will walk you through the full setup.

 **👉 [Download the full 2026 Utility Outlook](http://livable.com/2026)** to see how your markets are trending

#### Subscribe to join our monthly newsletter

Stay updated on real estate news, laws,  and monthly saving tips and tricks!

![Monthly-tip](https://blog.livable.com/hs-fs/hubfs/2020_assets/illustrations/Monthly-tip.png?width=180&height=165&name=Monthly-tip.png "Monthly-tip")

#### Smart saver tip of the month

Insulating water pipes is a quick and inexpensive way to lower water-heating costs. The easy upgrade reduces heat loss and allows you to lower your buildings’ water temperature setting by two to four degrees. Plus, since water doesn’t take as long to heat up, less of this precious resource is wasted waiting for faucets and showers to get to the appropriate temperature.

On smaller buildings, this is a definite DIY job that should take less than a day to complete. Check out the [U.S. Department of Energy’s website](https://www.energy.gov/energysaver/services/do-it-yourself-energy-savings-projects/savings-project-insulate-hot-water-pipes?utm_campaign=Newsletters&utm_source=hs_email&utm_medium=email&_hsenc=p2ANqtz-8yh5oCnhWhoNYxyWitSNwCQZKjwDza8YZ-_XqR_0bGeAJoJKUSlyuOiGT5Nuvpv6Yhcarj) for a comprehensive shopping list and step-by-step instructions.

### More Lively Livable

### Posts by Tag

- [RUBS (25)](https://blog.livable.com/tag/rubs)
- [conservation (25)](https://blog.livable.com/tag/conservation)
- [how to save money on utilities (19)](https://blog.livable.com/tag/how-to-save-money-on-utilities)
- [Utility savings (17)](https://blog.livable.com/tag/utility-savings)
- [cost recovery (11)](https://blog.livable.com/tag/cost-recovery)
- [property owners (11)](https://blog.livable.com/tag/property-owners)
- [ratio utility billing (10)](https://blog.livable.com/tag/ratio-utility-billing)
- [utility bill (10)](https://blog.livable.com/tag/utility-bill)
- [utility billing (10)](https://blog.livable.com/tag/utility-billing)
- [housing (8)](https://blog.livable.com/tag/housing)
- [economy (7)](https://blog.livable.com/tag/economy)
- [livable (7)](https://blog.livable.com/tag/livable)
- [rental (7)](https://blog.livable.com/tag/rental)
- [Housing developers (5)](https://blog.livable.com/tag/housing-developers)
- [come and save with us (5)](https://blog.livable.com/tag/come-and-save-with-us)
- [multifamily properties (5)](https://blog.livable.com/tag/multifamily-properties)
- [renters (5)](https://blog.livable.com/tag/renters)
- [Rent control (4)](https://blog.livable.com/tag/rent-control)
- [climate change (4)](https://blog.livable.com/tag/climate-change)
- [increase NOI (4)](https://blog.livable.com/tag/increase-noi)
- [investment (4)](https://blog.livable.com/tag/investment)
- [smart utility (4)](https://blog.livable.com/tag/smart-utility)
- [legislation (3)](https://blog.livable.com/tag/legislation)
- [natural resources (3)](https://blog.livable.com/tag/natural-resources)
- [new state laws (3)](https://blog.livable.com/tag/new-state-laws)
- [rising costs (3)](https://blog.livable.com/tag/rising-costs)
- [solar (3)](https://blog.livable.com/tag/solar)
- [tenant protections (3)](https://blog.livable.com/tag/tenant-protections)
- [Millennials (2)](https://blog.livable.com/tag/millennials)
- [Property managers (2)](https://blog.livable.com/tag/property-managers)
- [amenities (2)](https://blog.livable.com/tag/amenities)
- [clean water (2)](https://blog.livable.com/tag/clean-water)
- [examples of conservation (2)](https://blog.livable.com/tag/examples-of-conservation)
- [financial impact (2)](https://blog.livable.com/tag/financial-impact)
- [homeowner (2)](https://blog.livable.com/tag/homeowner)
- [real estate (2)](https://blog.livable.com/tag/real-estate)
- [rent policies (2)](https://blog.livable.com/tag/rent-policies)
- [staying home (2)](https://blog.livable.com/tag/staying-home)
- [tax credits (2)](https://blog.livable.com/tag/tax-credits)
- [technology (2)](https://blog.livable.com/tag/technology)
- [tenants (2)](https://blog.livable.com/tag/tenants)
- [unionofconcernedscientists (2)](https://blog.livable.com/tag/unionofconcernedscientists)
- [2021 taxes (1)](https://blog.livable.com/tag/2021-taxes)
- [Economic Recovery (1)](https://blog.livable.com/tag/economic-recovery)
- [House’s HEROES Act (1)](https://blog.livable.com/tag/houses-heroes-act)
- [Livable staff (1)](https://blog.livable.com/tag/livable-staff)
- [Republican lawmaker (1)](https://blog.livable.com/tag/republican-lawmaker)
- [Single-family homes (1)](https://blog.livable.com/tag/single-family-homes)
- [Staying Strong and Giving Back (1)](https://blog.livable.com/tag/staying-strong-and-giving-back)
- [apartment industry (1)](https://blog.livable.com/tag/apartment-industry)
- [apartment industry (1)](https://blog.livable.com/tag/apartment-industry)
- [construction (1)](https://blog.livable.com/tag/construction)
- [eviction moratorium (1)](https://blog.livable.com/tag/eviction-moratorium)
- [post-pandemic adjustments (1)](https://blog.livable.com/tag/post-pandemic-adjustments)
- [rental housing industry (1)](https://blog.livable.com/tag/rental-housing-industry)
- [roofing (1)](https://blog.livable.com/tag/roofing)
- [smarter approach (1)](https://blog.livable.com/tag/smarter-approach)
- [we heal as one (1)](https://blog.livable.com/tag/we-heal-as-one)

See all

[Home](https://www.livable.com/) | [Solutions](https://www.livable.com/#)| [Property Manager Dashboard](https://www.livable.com/property-manager-dashboard/)

[Utility Billing and Cost Recovery](https://www.livable.com/utility-billing-cost-recovery/) | [Contact Us](https://www.livable.com/contact-us/)

[Privacy Policy](https://www.livable.com/privacy/) / [Terms and Conditions](https://www.livable.com/privacy-policy/) 

[Manager Login](https://pm.livable.com/)

[Resident Login](https://resident.livable.com/)

Copyright © [Livable](https://www.livable.com/), Inc. All Rights Reserved.

```json
{
  "@context" : "https://schema.org",
  "@type" : "BlogPosting",
  "author" : {
    "@type" : "Person",
    "name" : "Livable Content Team",
    "url" : "https://blog.livable.com/author/written-with-love-by-the-livable-content-team"
  },
  "dateModified" : "2026-10-03T23:28:54.037Z",
  "datePublished" : "2026-04-21T16:00:01.000Z",
  "headline" : "How to Set Up Your First RUBS Billing Cycle Inside AppFolio With Livable",
  "image" : [ "https://blog.livable.com/hubfs/Blog%20Title%20(3).png" ],
  "mainEntityOfPage" : {
    "@id" : "https://blog.livable.com/how-to-set-up-your-first-rubs-billing-cycle-inside-appfolio-with-livable",
    "@type" : "WebPage"
  },
  "publisher" : {
    "@type" : "Organization",
    "logo" : {
      "@type" : "ImageObject",
      "url" : "https://blog.livable.com/hubfs/Livable_100h-1.png"
    },
    "name" : "Livable"
  }
}
```