Frequently Asked Questions

Last updated: May 30, 2026

This FAQ covers common questions about using the inbilit platform. Please read these carefully, as they contain important information about your responsibilities when using our software for property management, billing, and cost allocation.

General

What is inbilit?

inbilit is a cloud-based property management platform for commercial building owners and managers. It provides tools for tenant management, invoice processing, cost allocation, energy analytics, and tenant communication. The platform is designed to streamline administrative workflows — it does not replace your professional judgment or legal obligations as a property manager.

Who is inbilit designed for?

inbilit is built for commercial property managers, building owners, and facilities managers who need to manage tenants, track costs, process invoices, and communicate with building occupants. It is not intended for residential landlords managing single-family homes, nor is it designed to handle regulatory compliance specific to residential tenancy law.

inbilit is offered exclusively to businesses, sole traders, and organizations acting in a commercial capacity — not to consumers. By signing up you confirm you are using inbilit for business purposes. See Terms of Service Section 1a for the binding terms.

Account & Trial

How does the free trial work?

We offer a 7-day free trial with no credit card required. You get full access to all features of your selected plan. At the end of the trial, you will not be automatically charged. You must actively choose to subscribe to continue using the service. Your data is retained for 30 days after trial expiration.

Can I cancel my subscription at any time?

Yes. You can cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period. After cancellation, your data is retained for 30 days, during which you can export it. See our Billing & Refunds page for full details.

What happens to my data if I stop using inbilit?

After cancellation or trial expiration, your data is retained for 30 days. During this period, you can export all your data in CSV or Excel format. After 30 days, your account is deactivated and data is scheduled for deletion. You can request immediate deletion at any time by contacting support@inbilit.com.

Billing & Cost Allocation

How does cost allocation work?

inbilit allows you to define custom allocation rules per building, cost category, and tenant. You can allocate costs based on area (square meters), fixed percentages, consumption data, unit count, or custom formulas. The platform calculates amounts based on the rules you configure. You are responsible for ensuring these rules match your lease agreements and local regulations.

Are the bills generated by inbilit legally binding?

inbilit generates billing documents based on the data and rules you provide. Whether these documents constitute legally binding invoices depends on your jurisdiction and the terms of your lease agreements. inbilit does not guarantee that generated bills comply with any specific legal requirements. You should consult with a legal professional to ensure your billing practices meet local regulations (e.g., Betriebskostenverordnung in Germany, or equivalent regulations in your jurisdiction).

What if I configure an allocation rule incorrectly?

If you configure an incorrect allocation rule (e.g., wrong percentage, wrong cost category, wrong tenant assignment), the resulting calculations and bills will reflect that error. inbilit is not liable for incorrect bills resulting from user-configured rules. We strongly recommend reviewing all allocation configurations and previewing bills before sending them to tenants. You can use the bill preview feature to verify amounts before distribution.

Can I correct a bill after sending it?

Yes. You can cancel a sent bill and issue a corrected version. However, inbilit does not automatically notify tenants of corrections, nor does it handle dispute resolution. Managing tenant communications about billing corrections is your responsibility.

Invoice Processing & OCR

How does invoice processing work?

You can upload invoices (PDF, images) and our system uses AI-powered OCR (optical character recognition) to extract key data such as amounts, dates, vendor names, and line items. Extracted data is presented for your review and confirmation before being saved.

Is the OCR extraction always accurate?

No. OCR technology is not perfect. Extraction accuracy depends on document quality, formatting, and language. You must always review and verify extracted data before confirming it. inbilit is not responsible for errors caused by incorrect OCR extraction that you did not catch during review. Always compare extracted values against the original document.

What happens to uploaded invoices?

Uploaded invoices are stored securely in encrypted cloud storage within the EU. They are associated with your account and accessible only to authorized users in your organization. Invoices are processed for data extraction and then retained for your records. See our Data Processing Agreement for details on how we handle your data.

Analytics & Energy Data

What is the Analytics add-on?

Analytics is an optional add-on that allows you to upload, store, and visualize meter data from your buildings. It provides dashboards, trend analysis, and consumption tracking for electricity, water, gas, and other utilities. Analytics requires separate consent and can be activated from your account settings.

Is the energy data in inbilit official or certified?

No. The energy data displayed in inbilit is based on data you upload or connect via external APIs. inbilit does not certify, validate, or guarantee the accuracy of energy readings. The data is presented "as-is" based on your input. For official energy reporting, audits, or regulatory compliance, you must use certified measurement instruments and follow the procedures required by your local energy authority.

Can I use inbilit data for energy performance certificates?

inbilit data may be useful as a reference, but it should not be used as the sole basis for official energy performance certificates (EPCs) or regulatory filings. EPCs must be prepared by certified assessors using approved methodologies. inbilit is a management tool, not a certification system.

What is the Auto-Fix feature for meter data?

Auto-Fix is an optional feature that detects and corrects potential data quality issues in meter readings (e.g., gaps, spikes, or obvious errors). It requires separate consent and operates with full transparency — all corrections are logged and you can review what was changed. Auto-Fix does not replace your obligation to maintain accurate metering equipment. It is a convenience feature for data quality improvement only.

Spot Price Surcharge Analysis

What is the Spot Price Surcharge Analysis?

The Spot Price Surcharge Analysis is an optional feature available to users with the Analytics add-on activated. It compares hourly wholesale electricity spot prices — sourced from public market data providers (ENTSO-E for Europe, EIA for the United States) — against the unit rates on your uploaded invoices, to estimate the margin your electricity supplier may be charging above the raw spot price.

This is a calculation tool only. It does not confirm, certify, or validate any pricing arrangement. The result is an estimate to help you understand your electricity costs and formulate questions for your energy provider. You must verify the results yourself before taking any action.

Can I use this to dispute my energy bill or take legal action against my supplier?

Is this available in all countries?

The analysis is available where hourly spot price data can be matched to your uploaded invoices. We source spot price data for European electricity markets (via ENTSO-E) and US markets (via EIA). Coverage and accuracy vary by country and market. Markets with simpler tariff structures — such as the Nordic countries (Norway, Sweden, Finland, Denmark) — tend to yield more meaningful estimates. Markets with complex regulated components — such as the UK, Germany, and many US states — carry a higher risk of misinterpretation due to charges embedded in the unit rate that are not supplier margin. The tool displays a data coverage indicator for the analysis period.

How accurate is the surcharge calculation?

Accuracy depends on: the completeness of your uploaded invoice data, the availability of hourly spot price data for your market and billing period, and how closely your invoice unit rate reflects commodity-only pricing. The tool displays a data coverage indicator showing what percentage of hours in the analysis period were successfully matched. Lower coverage means lower confidence in the result.

inbilit makes no warranty as to the accuracy of surcharge estimates. Software errors, data gaps, API failures from external price providers, timezone mismatches, and differences in how suppliers calculate pricing can all cause the estimate to differ from your actual supplier margin.

What should I do if the result seems wrong or unusually high?

Treat it as a starting point for your own investigation, not a final answer. First, check that your invoice data is complete and correctly uploaded. Then contact your energy provider directly and ask them to explain how your unit rate is calculated and what components it includes. Do not make financial, legal, or contractual decisions based solely on this estimate.

Who is responsible if I act on this information and it turns out to be wrong?

You are. By using this feature, you accept sole responsibility for any decisions, communications, contractual changes, or other actions you take based on its output. inbilit provides the calculation; what you do with it is entirely your decision. We strongly recommend verifying figures independently and reviewing your contract terms before contacting your energy provider. See our Terms of Service (Section 6a) for the full liability terms covering this feature.

CO₂ & Emission Calculations

How does CO₂ calculation work in inbilit?

inbilit calculates estimated CO₂ emissions using the formula: Consumption × Emission Factor = kg CO₂e. The platform follows the GHG Protocol framework and separates emissions into Scope 1 (direct on-site combustion), Scope 2 (purchased electricity and heat), and Scope 3 (water treatment, waste management). These calculations are performed based on the emission factors and consumption data you configure.

Where do the emission factors come from?

inbilit provides predefined emission factors based on publicly available data from the GHG Protocol, regional grid mix averages, and standard fuel emission rates. These include factors for electricity (by source and regional grid mix), heating (natural gas, oil, district heating, heat pumps), water, and waste. These predefined values are general reference points and may not reflect the exact emission factors applicable to your specific energy supplier, fuel source, or local conditions.

Can I set my own custom emission factors?

Yes. For each category (electricity, heating, water, waste), you can choose "Custom" and enter your own emission factor value. This is useful if you have supplier-specific data or certified emission factors from your energy provider. When you use custom emission factors, you are fully responsible for the accuracy of the resulting calculations. inbilit does not validate whether your custom values are correct, current, or appropriate for your use case.

Are the predefined emission factors guaranteed to be accurate?

No. The predefined emission factors are based on publicly available reference data at the time they were included in the platform. Emission factors change over time as energy grids evolve, regulations update, and measurement methodologies improve. inbilit does not guarantee that predefined emission factors are current, accurate for your specific location, or suitable for any particular reporting purpose. If you need precise emission factors for official reporting, consult your energy supplier or a qualified environmental consultant.

Can I use inbilit CO₂ reports for regulatory compliance?

No. inbilit CO₂ reports are for internal management and informational purposes only. They are not suitable for regulatory compliance, official carbon reporting, ESG disclosures, energy performance certificates, or any filing that requires certified or audited emission data. Official reporting typically requires certified measurement instruments, audited emission factors from recognized bodies, and verification by accredited assessors. inbilit provides none of these.

Who is responsible if my CO₂ report is wrong?

You are. The accuracy of CO₂ calculations depends entirely on (1) the consumption data you provide or import, and (2) the emission factors you select or configure. If either input is incorrect, the output will be incorrect. inbilit is not liable for any consequences arising from inaccurate emission calculations, whether caused by incorrect input data, outdated emission factors, software bugs, or any other reason.

Tenant Hub & Communication

What is the Tenant Hub?

The Tenant Hub is a portal where your building tenants can view their bills, access shared documents, read announcements, and submit maintenance issues. You control what content is visible to tenants and which tenants have access.

Am I responsible for the content shown to tenants?

Yes. You are fully responsible for all content you publish through the Tenant Hub, including announcements, documents, billing information, and responses to tenant issues. inbilit provides the delivery mechanism but does not review, moderate, or verify the content you share with tenants.

Does inbilit handle tenant disputes?

No. inbilit provides tools for communication and issue tracking, but dispute resolution between you and your tenants is entirely your responsibility. We do not mediate, arbitrate, or intervene in landlord-tenant disputes.

Data & Security

Where is my data stored?

All data is stored within the European Union. Our infrastructure is hosted on EU-based servers with encryption at rest (AES-256) and in transit (TLS 1.3). We use Supabase (hosted in Germany) for database and authentication services. See our Privacy Policy and Data Processing Agreement for full details.

Is my data shared with third parties?

We never sell your data. We only share data with sub-processors necessary to provide the service (e.g., database hosting, file storage). All sub-processors are listed in our Data Processing Agreement. We do not use your data for training AI models or for any purpose other than providing the service to you.

Can I export my data?

Yes. You can export your data at any time in CSV or Excel format. This includes tenant data, billing records, invoices, and energy readings. We support your right to data portability under GDPR.

What happens if there is a data breach?

In the event of a personal data breach, we will notify you within 72 hours as required by GDPR. We will provide details about the nature of the breach, likely consequences, and mitigation measures taken. See our Data Processing Agreement for our full breach notification procedure.

Reports & Generated Documents

Are inbilit reports suitable for official or regulatory purposes?

inbilit reports (including portfolio reports, energy reports, CO₂ reports, tenant billing statements, and financial summaries) are management tools for your internal use. They are not designed to meet the requirements of any specific regulatory framework, accounting standard, or legal filing. If you need reports for tax authorities, regulatory bodies, auditors, or legal proceedings, you should have the data verified by a qualified professional.

Can I rely on inbilit for financial decision-making?

inbilit provides data visualization and calculation tools to assist your decision-making, but it is not financial advisory software. Any financial decisions you make based on data from inbilit — including investment decisions, pricing changes, cost projections, or budget allocations — are entirely your responsibility. We recommend consulting a qualified financial advisor for significant financial decisions.

What about scheduled/automated reports?

inbilit allows you to schedule reports for automatic generation and delivery. Automated reports are generated using the same data and configuration as manual reports. You are responsible for reviewing the configuration of automated reports and ensuring the recipients are appropriate. inbilit does not review the content of automated reports before delivery.

Legal & Liability

Is inbilit a replacement for professional advice?

No. inbilit is a software tool that helps you manage properties more efficiently. It is not a substitute for professional legal, tax, financial, or accounting advice. You should always consult qualified professionals for matters relating to lease law, tax obligations, regulatory compliance, and financial reporting. Decisions made based on data or calculations in inbilit are your responsibility.

Am I responsible for the accuracy of data I enter?

Yes. You are solely responsible for the accuracy, completeness, and legality of all data you enter into the platform, including tenant information, building details, lease terms, cost allocations, meter readings, and invoice data. inbilit processes and displays data based on your input — if the input is incorrect, the output will be incorrect.

What if a calculation in inbilit is wrong?

While we strive for accuracy in all calculations, software may contain bugs. You are responsible for verifying all calculations before relying on them, especially for billing, financial reporting, and tenant communications. If you discover a calculation error, please report it to support@inbilit.com and we will investigate and fix it. However, inbilit is not liable for financial losses or disputes arising from calculation errors that were not caught during your review.

Does inbilit comply with local property management regulations?

inbilit is a general-purpose property management tool. It is not designed to enforce compliance with any specific jurisdiction's property management regulations (e.g., Mietrecht, Betriebskostenverordnung, local tenancy acts, or building codes). You are responsible for ensuring that your use of the platform complies with all laws and regulations applicable to your properties and jurisdiction.

Can I hold inbilit liable if a tenant sues me over a bill?

No. inbilit provides tools to help you create and manage bills, but the billing relationship is between you and your tenant. You are responsible for ensuring your bills are accurate, lawful, and consistent with your lease agreements. inbilit does not assume any liability for disputes between property managers and their tenants, regardless of whether inbilit tools were used in preparing the disputed bill.

What are my obligations when using inbilit?

As a user, you agree to:

• Enter accurate and complete data into the platform
• Review and verify all calculations, bills, and reports before relying on them
• Comply with all applicable laws and regulations in your jurisdiction
• Not use the platform for unlawful purposes or to generate fraudulent documents
• Maintain the confidentiality of your account credentials
• Ensure that your use of tenant data complies with data protection laws (GDPR)
• Seek professional legal or financial advice for matters requiring expert judgment
• Report any suspected bugs, errors, or security issues to us promptly

Service & Uptime

What uptime does inbilit guarantee?

We strive for 99.9% uptime, but we do not guarantee uninterrupted service. Scheduled maintenance windows will be communicated in advance. We are not liable for any damages, losses, or missed deadlines resulting from service interruptions, whether planned or unplanned.

What if inbilit is down when I need to send bills?

While we make every effort to minimize downtime, you should not rely solely on inbilit for time-critical operations. We recommend maintaining backup copies of critical data and allowing buffer time for important deadlines. inbilit is not responsible for missed deadlines or late billing due to service unavailability.

What if a software bug causes incorrect data or data loss?

While we take every reasonable precaution to prevent bugs and data loss, no software is bug-free. Errors in calculations, data processing, storage, or display may occur. You are responsible for maintaining your own records and backups of critical data. inbilit is not liable for any financial losses, legal disputes, regulatory penalties, or business damages resulting from software bugs, data corruption, or data loss, whether caused by defects in our code, infrastructure failures, third-party service outages, or any other reason. See our Terms of Service (Sections 11 and 12) for full warranty and liability terms.

What if an external data integration or API connection fails?

inbilit connects to external systems (meter APIs, energy providers, file storage, etc.) to import data. These connections depend on third-party services that are outside our control. If an external API changes its format, goes offline, returns incorrect data, or revokes access, data imports may fail, produce incomplete results, or contain errors. You are responsible for monitoring your data imports and verifying that imported data is correct. inbilit is not liable for data quality issues caused by third-party service failures or changes.

What if email notifications or tenant communications fail to deliver?

inbilit sends emails (bill notifications, announcements, system alerts) through third-party email delivery services. Email delivery depends on factors outside our control, including recipient spam filters, email provider policies, DNS configuration, and internet connectivity. We do not guarantee that emails will be delivered, received, or read. You should not rely solely on inbilit email notifications for legally required communications (e.g., formal billing notices, lease termination notices). For legally required notices, always use delivery methods that comply with your local legal requirements.

What if I import data using the Data Import Builder and the data is wrong?

The Data Import Builder allows you to connect external data sources and configure import rules. The accuracy of imported data depends on the source data quality, the configuration rules you set up, and the stability of the external API. inbilit does not validate the correctness of imported data against real-world values. If source data is wrong, or if import rules are misconfigured, the resulting data in inbilit will be wrong. You must review imported data for accuracy, especially before using it in calculations, bills, or reports.

Still Have Questions?

If your question is not answered here, please contact us:

• Email: support@inbilit.com
• In-app: Use the "Report a Problem" feature in Settings > Support