Allocation and Reconciliation Bundle

Allocate unmetered electricity fairly and transparently—and reconcile back to the building total every time.

Leased AssetsBundleBundle60–90 min to 2–4 weeks

Disclaimer: Educational only. Allocation rules should be documented, applied consistently, and reviewed with stakeholders as appropriate.

Outcome

By the end of this bundle you will:

Compute the "unmetered remainder" (building total minus submetered usage)
Allocate the remainder to unmetered tenants using a documented basis (area by default)
Produce a reconciled table that sums back to the building total
Create an allocation memo and change log so the method is defensible
Establish a repeatable monthly cadence (so allocation doesn't drift)

Who this is for

•Sustainability teams — reporting leased asset energy/emissions
•Property/asset management — coordinating tenant data
•Operations teams — responsible for building totals and metering
•Finance teams — that need reconciliation and evidence discipline

Time to implement

60–90 minutes

One building for one period

2–4 weeks

Standardize across a portfolio (priority buildings first)

What you'll need

Minimum:

•Building total kWh for a defined period (with evidence)
•List of submetered tenants (if any) and their measured kWh (with evidence)
•List of unmetered tenants with an allocation basis value (usually leased area)

Recommended:

•Tenant utility responsibility view (tenant vs landlord)
•A standard approach for common areas (included/excluded; documented)
•A monthly cadence for updating basis values (leases change)

Step-by-step sequence

1Confirm boundary and period alignment (do not skip)

Before you allocate, confirm:

• Building total period start/end matches tenant data periods (as closely as practical)
• Units are consistent (kWh)
• Evidence links exist (bill/export)
• Your population is complete (all tenants included in either "submetered" or "unmetered" lists)

Beginner rule: Most allocation errors are period mismatches and missing tenants.

2Compute the remainder to allocate

If remainder is negative: stop and troubleshoot (period mismatch, data error, wrong meter, wrong tenant list)

3Choose the allocation basis (default: area)

Default method: area-weighted

• each tenant's share = tenant area / total unmetered tenant area
• allocated kWh = remainder × share

Alternative bases (only if defensible and documented):

• headcount
• operating hours
• custom weights based on known load characteristics

4Run the allocation and reconciliation

Use the Allocation Rule Calculator to produce:

• per-tenant totals (measured + allocated)
• remainder allocation breakdown
• reconciliation difference

Acceptable reconciliation difference: small rounding differences (define tolerance, e.g., <0.5% or <100 kWh). Anything larger should be investigated.

Open Allocation Rule Calculator

5Document the allocation memo (method + limitations)

Create a one-page memo per building/period that states:

• data sources and evidence links
• method used (basis and reason)
• reconciliation result
• known limitations (missing tenants, proxy inputs, etc.)

6Run monthly and maintain a change log

Allocation is not "set and forget." Each month:

• rerun with the new building total and tenant list updates
• record any method changes (basis changed, tenant list changed materially)
• reduce allocation over time by improving metering and tenant data access

Included assets

Tools (do the math now)

Allocation Rule Calculator Tenant Utility Data Coverage Tracker(optional: to quantify coverage)

Core resources (how-to)

Allocation Rules Cookbook Tenant Utility Data Playbook Metering Strategy Playbook Portfolio Leased Asset Data Pipeline Data QA and Anomaly Detection Playbook

Templates (copy/paste)

• Allocation memo (one page)
• Remainder allocation table
• Reconciliation summary
• Allocation QA checklist
• Change log entry

↓ See templates section below

Templates (copy/paste)

1) Allocation Memo (one page)

Allocation Memo (Internal)

Building:
Period:
Building total kWh (evidence link):
Submetered tenants included (list or link):
Unmetered tenants included (list or link):

Allocation method:
- Basis used (area/headcount/custom):
- Why this basis is used:
- Common area treatment (included/excluded):

Reconciliation:
- Building total kWh:
- Sum measured tenant kWh:
- Remainder allocated kWh:
- Sum tenant attributed kWh:
- Difference (kWh and %):
- Tolerance applied:

Known limitations:
- Missing tenant data:
- Proxy/estimated components:
- Period alignment notes:

Prepared by:
Reviewed by:
Date:

2) Remainder Allocation Table (starter)

Tenant	Measured kWh (if submetered)	Basis value (area)	Share of remainder (%)	Allocated kWh	Total attributed kWh	Evidence/notes
—	—	—	—	—	—	—

3) Reconciliation Summary (starter)

Building total kWh	Sum measured kWh	Remainder kWh	Sum allocated kWh	Sum total attributed kWh	Difference (kWh)	Difference (%)	Status
—	—	—	—	—	—	—	—

4) Allocation QA Checklist

Allocation QA Checklist

Period alignment
- Building total and tenant data cover the same period (or difference documented)

Population
- All tenants included (either submetered or unmetered)
- Basis values exist for all unmetered tenants

Integrity
- No duplicates
- No negative kWh

Reconciliation
- Difference within tolerance
- Rounding method documented

Documentation
- Allocation memo completed
- Evidence links stored and valid
- Change log updated if method changed

5) Change Log Entry (starter)

Date	Building	Period	Change type	What changed	Why	Approved by	Evidence link
—	—	—	—	—	—	—	—

Change type options:

• Data fix
• Method change
• Boundary change

Proof and KPIs

•Reconciliation difference trend (kWh and %)
•% buildings with allocation memo completed
•% months completed on schedule
•% measured vs allocated vs proxy (allocation should trend down over time)
•# buildings failing tolerance (should trend down)

Common pitfalls

•Submeter totals exceed building totals (period mismatch is the usual culprit)
•Missing tenants in the basis list (causes over-allocation to included tenants)
•Changing allocation basis month-to-month without documenting why
•Treating common areas inconsistently
•No memo/evidence → method becomes untrustworthy under review

Next bundles to run

Metering ROI Bundle

Reduce reliance on allocation by improving measurement

Coming soon

Carbon Close Bundle

Lock QA, exceptions, and sign-off monthly

Coming soon

Change log

v1.0 (2026-01): Latest release