Aggregate cap
Aggregate utility charges apportioned to tenants may not exceed the landlord's master utility bill for the billing period — reconciled to the penny against your own master bills, or the pack does not release.
The most rigorous §504B.216 RUBS pack a multifamily property can hold.
RUBSClear assembles a release-ready RUBS Compliance Completeness Pack — aggregate charges proven under the master bill, common areas excluded, fee caps respected, and every lease disclosure accounted for — measured against the letter of Minn. Stat. §504B.216 before a utility-ops analyst signs it.
Every subdivision of Minn. Stat. §504B.216Aggregate charges reconciled to the master bill, to the pennyFee caps and disclosure, gate-checkedUtility-ops analyst signs every Compliance Scorecard5 business days per ongoing cycle
Why cycles fail
A single unverified billing cycle is the exposure — not any one deadline.
A Minnesota multifamily property runs RUBS on a spreadsheet or a thin vendor relationship, with no reliable way to prove aggregate tenant charges stay under the master bill, that common areas are excluded, that fee caps are respected, and that every active lease discloses the allocation formula.
Billing cycles age past the point any hard fail can be quietly corrected before a resident, an attorney, or a regulator notices. Renewal season, a PUC complaint, or an eviction blocked by a defective utility bill is exactly where the gap surfaces.
RUBSClear exists to close that gap with a single, exhaustive standard applied identically to every billing cycle.
$8 / $5
the per-unit admin and late-fee caps a single cycle can silently breach
The benchmark
Measured against the letter of the statute — subdivision by subdivision.
We do not summarize the statute and hope. Every billing cycle is scored against a versioned rule pack tied to the exact text of Minn. Stat. §504B.216 (and Colorado's equivalent on expansion). These are the provisions each pack is held to.
Fee caps
The administrative fee is capped at $8 per unit per billing period and the late fee at $5 — verified line by line, never assumed.
Electricity apportionment ban
Apportionment of electricity is prohibited for residential leases entered into on or after January 1, 2025 — screened against each lease's start date.
Disclosure duty
Each lease must disclose the allocation method and the resident's right to request the master utility bill — checked against every active lease, with gaps flagged explicitly.
Markup cap
On expansion, ratio-utility-billing markup is capped at the greater of 2% or $10 per unit per billing period — computed deterministically against the master bill total.
Common-area exclusion
Common-area usage may not be allocated to residents — isolated and excluded before any resident share is computed, with the exclusion evidenced in the pack.
How a pack is built
Intake to analyst signature, with deterministic gates the AI cannot overrule.
AI extracts and classifies. Deterministic rules — running as code, outside the model — decide what is compliant. A utility-ops analyst signs every Compliance Scorecard. That order is never reversed.
01
RUBS Exposure Diagnostic
Send your records and, within 10 business days, get a completeness read on a single cycle: which statutory provisions you already satisfy, and which are exposed — $495 flat, credited to your first month, free for the first 10 pilot agencies.
02
Intake
Send 3 to 6 months of master utility bills, rent roll, sample leases, the current allocation formula, and your fee schedule through secure upload — plus a signed authorization to draft utility inquiries in your name.
03
Normalize and reconcile
Each master bill is extracted into a common schema and reconciled to the penny against its own stated total, then matched line by line against your property portfolio.
04
Deterministic compliance gates
The aggregate cap, fee caps, electricity ban, common-area exclusion, and lease disclosure are each tested by code. Any failure blocks release and ships as an explicit exception, never an invented figure.
05
Analyst release
A utility-ops analyst reviews the exception queue and signs the Compliance Scorecard before delivery. Every discrepancy claim traces to a source statement citation and a policy reference.
06
Delivery
You receive the pack: the signed Compliance Scorecard, the Exception Log, a recovered-dollars report, resident payout statements, and a posting file your bookkeeper imports straight into QuickBooks or your PMS.
The bar we hold
Rigor you can measure.
100%
Analyst-signed
No pack ships without a utility-ops analyst's signature on the Scorecard.
5 days
Standard cycle SLA
Per ongoing billing cycle; 10 business days for the first Exposure Diagnostic.
To the penny
Master-bill reconciliation
Every apportioned dollar ties back to your own master utility bill.
6
Statutory provisions
Aggregate cap, fee caps, electricity ban, disclosure, markup, common-area exclusion.
Why RUBSClear
Built to be the most thorough option a property has.
Documentation-complete, by design
The deliverable is completeness itself — every subdivision reconciled or explicitly exception-coded, every dollar tied to your master bill. Missing items ship as evidence gaps, never invented figures.
Deterministic, not vibes
The gates that decide compliance are code, not a model's opinion. A classification error cannot slip past a statutory cap or a disclosure requirement.
In its lane, on purpose
We reconcile allocation income and chase routine utility inquiries as your authorized administrative agent. Coverage and findings determinations stay with your licensed staff; disputes beyond a routine inquiry go to your counsel.
Engagement
Flat fee, per cycle. Never hourly, never a mandatory cut of recovery.
Simple, predictable, and aligned to a documentation standard — the recurring Reconciliation Desk is the line that outlives any single deadline.
- A RUBS Exposure Diagnostic before you commit — $495 flat, credited to your first month, free for the first 10 pilot agencies.
- Reconciliation Desk: $600–$2,500 per month by statement volume, one monthly cycle for as long as you carry utility rule-cards.
- Mixed standard and per-member-per-month allocation books land in the Plus or Pro tier because the matching work is heavier.
- Never hourly and never a mandatory percentage of what you recover.
FAQ
Questions, answered precisely.
Is RUBSClear a law firm?
No. RUBSClear, a service of Your Deputy, Obuke LLC, provides utility-billing (RUBS) compliance documentation. It is not a law firm, does not provide legal advice, and does not represent you in any legal matter. Coverage and findings determinations stay with your own licensed staff, and disputes beyond a routine inquiry go to your own counsel.
Are you a debt collector acting on our behalf?
No. We are your authorized administrative agent under a written authorization you control and can revoke at any time. Every inquiry goes out under your property's own name — this is receivables follow-up between contracted business parties, never third-party debt collection.
How is a Completeness Pack defensible?
Every discrepancy claim traces to a source statement citation and a policy reference, and every dollar figure ties to your own master bills. Missing items ship as explicit evidence gaps, never invented. A utility-ops analyst signs every Compliance Scorecard before it is delivered.
How fast, and what do you need from us?
Five business days per ongoing cycle, or 10 for the first RUBS Exposure Diagnostic. We need your intake evidence set, your utility rule-card list, your last three months of master bills, and a signed authorization so we can draft — and, if you choose, send — utility inquiries in your name.
What does it cost?
The RUBS Exposure Diagnostic is $495 flat, credited to your first month and free for the first 10 pilot agencies. The Reconciliation Desk is $600 to $2,500 per month by statement volume. Never hourly, and never a mandatory percentage of what you recover.
See what's exposed before a resident or regulator does.
Start with a free RUBS Exposure Diagnostic. Send your master bills, rent roll, and allocation formula and we'll return a completeness read against every subdivision of §504B.216.
Utility-billing compliance documentation service · not legal advice · the property makes every determination.
[PLACEHOLDER] First-cohort RUBS allocation-accuracy rate — published once real pilot properties complete a full billing cycle. No figure is shown before it is measured.
[PLACEHOLDER] First property manager reference — added only with a named pilot client's written permission. RUBSClear never invents a testimonial or a property name.
[PLACEHOLDER] Total RUBS statements completed to date — a live, auditable count once real statements have shipped, never estimated (30 days' notice, no long-term contract required to start).