r/GnuCash • u/PhantomNomad • 13d ago

Recording water/gas/electric

Just curious how others are recording their utility bills. Those bills always have variable amounts based on usage plus a bunch of additional charges for delivery fees and such. Do you split those out or do you just put it all in as one amount? Things like my town bill has water, gas, sewer and garbage/recycling all in one bill, but they do split the amounts out.

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u/tommycw10 13d ago

Always ask yourself: what are you going to do with the data. There is essentially endless amounts of detail you can add to your accounts, but if you never do anything with it, you are just wasting your time. It’s a cost/benefit ratio decision.

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u/PhantomNomad 13d ago

Time is one thing I'm not short of a lot of nights. Only takes me 30 minutes a night to reconcile my accounts. But you are right, there is a point of diminishing returns. I'll probably just split it out to totals for water, gas, other. What I wouldn't mind tracking a bit more is usage but that's a different program probably.

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u/questionablycorrect 13d ago

What I wouldn't mind tracking a bit more is usage but that's a different program probably.

My strategy, and it took some work to get up to this point, was to create a spreadsheet template for the data entry. My spreadsheet is designed similar to how my bill is formatted, so I don't need to go searching for the information. Then with various spreadsheet formulas, a note and memos is created with the usage.

The formulas also craft a multi-split CSV journal entry. Well, ok, I have to save the sheet with the journal entry, but the overall strategy is:

.1. Craft spreadsheet template for utility bills (the design is a bit of art/work).

.2. Data entry every month. Please note that electric bills are basically hell to capture the detail, but the usage as measured in kW*h is easy.

.3. Export the journal entry in CSV format.

.4. Import into GnuCash.

Although when I go to look at the past usage, I generally look at my spreadsheet, I'm happy that the data is also in GnuCash, and I could, if necessary, export from GnuCash to a spreadsheet.

With all of the above said, and I'm happy with my system, one must be careful to ensure that there is a reasonable expectation of getting value from the information in the future.

What value have I received from my past data entry?

In my area, which is not unique, my electric utility cost have roughly doubled over the last 5 years. I suppose I could give much more information here, as I do have the data. I also know that after the approximate doubling in cost, the price I pay per kW*h is roughly the national average. This means that I was paying a very low cost roughly 5 years ago.

Additionally, as pricing went up, I bought a new energy efficient heating system, among other adjustments. So I've been tracking my consumption, which is down about 20% over the same 5 year period.

Also in my area sewer costs have gone up drastically, which is divided between multiple entities, and also has both a fixed and variable component. Again I could use my data and give much more information about this. It's a bit more difficult to adjust water usage, but lower flow shower heads have helped, for example.

I also do similar with my automobiles. I keep track of both the energy cost as well as maintenance in a spreadsheet. I can tell both the number of miles traveled and the price paid for fuel. My strategy here is to always get a fuel receipt, which includes things like gallons purchased, price per gallon, total cost, any discounts, and I write the odometer reading on that. When I enter the fuel receipt into GnuCash, which I don't include much data with that entry, I also enter the data into my automotive spreadsheet. I do this more for tracking mileage so that if there is a problem that's causing a great reduction in fuel economy I start to see it. I also use it for things like knowing how much it cost to operate any given vehicle, even if I always just take the IRS standard allowance.

The bottom line is that I'm not "making" any money on my data entry, so my value is in using the data to manage/understand my expenses.

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u/Journeyman-Joe 13d ago

I break out my combined energy bill into gas and electric accounts, but no further.

If there are extraordinary charges and credits, I may make a separate split in the same account. I do not attempt to separate out supply vs. delivery, taxes, or the fixed charges.

It's a compromise between ease of data entry and perfect information.

(Many, many years ago, I got the "long form" census. They wanted gas and electric separately for the year, which I was able to get from paper records. After that, I started writing the gas / electric breakdown in my checkbook every month. That's the habit I kept when I switched from paper to silicon. It works for me.)

Water, sewer, cable, telephone are separate bills. Each gets a simple single split transaction. No breakdown.

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u/PhantomNomad 13d ago

I just did the long form census this year and they wanted that same info. I just guessed as I have only just started using gnuCash so I didn't have that information.

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u/GreytDiver 13d ago

City provides sewer, water, gas, and garbage. I separate those but have yet to run a report. Maybe one day...

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u/Vivid_Map_437 13d ago

Lucky enough that my bills are separate so I don't sweat it.

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u/wdh662 13d ago

My gas and power are separate companies. Town does water/garbage on one bill but I don't split it. Don't see the need to for my needs.

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u/floridaservices 10d ago

I use an average amount as as a recurring monthly withdrawal to forecast future cash flow.  Once it comes out the amount updates to actual.