Utility outgoings (electricity, water, gas) can be charged to every tenant in a property in a single upload, instead of raising each invoice by hand. You provide one ZIP file and Cirrus8 raises a charge per lease and attaches the source statement to it. This article explains exactly how to prepare that ZIP.
At a glance
The ZIP holds two kinds of file, sitting together at the top level: one statement PDF per lease, and one CSV index. The CSV has a header row and one row per lease (property, lease, period, amounts) and points each row at its PDF by filename. Cirrus8 reads the CSV and raises a charge per lease with the matching PDF attached.
1. What you’ll prepare
Part A · PDFs Statement PDFs One utility statement per lease, named to a set pattern. The filename links each PDF to its row in the CSV — it isn’t just cosmetic. | Part B · Index CSV index A plain |
2. Naming each statement PDF
Each statement PDF is named to this pattern (spaces in the tenant name become underscores):
US_<StatementNumber>_<Tenant_Name>_<LeaseCode>-<ID>.pdfExample (placeholder data):
US_1000001_Sample_Cafe_CAFE-10001.pdf| Segment | Example | Meaning |
|---|---|---|
US | US | Document-type marker for a utility statement. |
StatementNumber | 1000001 | Matches the statement number printed on the PDF. |
Tenant_Name | Sample_Cafe | The tenant being billed (spaces shown as underscores). |
LeaseCode-ID | CAFE-10001 | The Cirrus8 lease code, a hyphen, then the meter / account ID. The part before the hyphen must match the Lease Code in the CSV. |
3. The CSV — columns
The first row is the header, with these seven columns in this order. Reproduce the headers exactly — note the casing: From Date has a capital D, To date a lower-case d.
Property Code,Lease Code,From Date,To date,Net Amount,GST Amount,Lease PDF
12SAMPLE,CAFE,01-Jul-25,31-Dec-25,420.00,42.00,US_1000001_Sample_Cafe_CAFE-10001
12SAMPLE,BOOKS,01-Jul-25,31-Dec-25,187.25,18.73,US_1000002_Sample_Books_BOOKS-10002| Column | What goes in it | Example |
|---|---|---|
| Property Code | The Cirrus8 property code for the property on the statement. | 12SAMPLE |
| Lease Code | The Cirrus8 lease code — matches the “Lease:” line on the PDF. | CAFE |
| From Date | Start of the billing period (dd-Mmm-yy). | 01-Jul-25 |
| To date | End of the billing period. | 31-Dec-25 |
| Net Amount | Amount excluding GST (the “Usage excl. GST” figure). | 420.00 |
| GST Amount | GST = Net × 10%, to two decimals. | 42.00 |
| Lease PDF | The matching PDF’s filename without.pdf. | US_1000001_Sample_Cafe_CAFE-10001 |
◆ The one rule that trips people up
The Lease PDF value must match its PDF filename exactly — every underscore, hyphen and capital letter, and no .pdf on the end. One mismatch and that statement won’t attach to the charge.
4. Where each value comes from
- Property Code — your Cirrus8 code for the property shown on the statement (the statement prints the address, not the code — you map it).
- Lease Code — the “Lease:” value on the statement, e.g. Shop 22 (Lease: CAFE).
- From / To dates — the statement’s “Statement summary for period” (e.g. 01 Jul 2025 to 31 Dec 2025).
- Net Amount — the “Usage excl. GST” figure.
- GST Amount — the GST figure (Net × 10%).
- Lease PDF — this statement’s filename, minus the
.pdf.
5. Rules & things to check
- The index is a CSV with the seven headers in the first row, exactly as shown, and one row per lease.
- Use Cirrus8 codes. A property or lease code that doesn’t exist in Cirrus8 will fail that row.
- Dates use the statement’s period, in
dd-Mmm-yyformat (e.g.24-Feb-26). - Net Amount is ex-GST. Never enter the GST-inclusive total. A GST-free charge has a GST Amount of
0. - GST Amount = Net × 10%, rounded to two decimals.
- Amounts are plain numbers — no dollar signs, no thousands separators (
1137.38, not$1,137.38). - One statement, one row, one lease. Several properties can share one upload, as long as every code is valid.
Quick check › For every row, Net + GST should equal the “Total due inc. GST” printed on the PDF.
6. Build & upload — step by step
- Gather one statement PDF per lease for the billing period, keeping each filename as issued (
US_…-ID). - Build the CSV — the seven headers in row one, then one row per PDF. The lease code before the hyphen in each filename must match that row’s
Lease Code. - Reconcile each row: Net + GST = the statement’s “Total due inc. GST”.
- Zip the CSV and all the PDFs together at the top level (no subfolders). Naming the ZIP after the property/batch keeps things tidy.
- Upload in Cirrus8 via Accounts Receivable › Utility Upload Via Zip File and select your ZIP.
Pre-upload checklist
| ✓ CSV with the seven exact headers, one row per lease | ✓ Every property & lease code exists in Cirrus8 |
✓ Dates are the statement period (dd-Mmm-yy) | ✓ Net is ex-GST; GST = Net × 10% (2 dp); totals reconcile |
| ✓ Amounts are plain numbers (no $, no commas) | ✓ Each Lease PDF matches its filename exactly (no .pdf) |
| ✓ CSV + all PDFs sit together at the top level of one ZIP (no subfolders) | |
All names, codes, statement numbers and amounts in this article are fictional placeholders shown only to illustrate the format.
Example CSV file
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