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.
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 If any of this information is outdated in AppFolio, your allocations will reflect it.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.
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 and we will walk you through the full setup.
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