Rural water district software

Water billing that doesn't depend on one person

If your billing clerk leaves tomorrow, can your district still run billing next month? WUBS™ is a fully hosted billing system built for rural water districts — from meter reading in the field to payment collection in the office, all in one place. No software to install, no IT staff required, and your clerk can run billing without calling support.

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waterdistrictbill.com
Dashboard
Customers
Billing Run
Payments
Adjustments
Reports
Meters
Settings
Active Accounts
0
Total Billed
$0
Collected
$0
Total Due
$0
Revenue by Period
JulAugSepOctNovDec
Quick Actions
Run Billing
Manage Customers
Record Payment
View Reports
Recent Payments
Thompson, Sarah paid $187.50
Rodriguez, Carlos paid $342.00
Chen, Patricia paid $156.80
Recent Readings
Meter XU096735 - 53,754 gal
Meter QG948313 - 3,447 gal
Meter HR927791 - 5,050 gal

Common Challenges

Does your water district rely on spreadsheets or manual calculations?

Do your customers have the information they want, when they want it?

Can your board access billing and financial data on demand?

Most rural water utilities face the same challenges. If any of these sound like your district, you're not alone. WUBS™ can help.

Your billing process lives in one person's head

Often, one person has handled billing for years and no one else has ever really learned how it works. There may be no formal documentation, no cross-training, and no backup plan. If that person becomes unavailable, the district is left piecing it together on the fly.

Billing is a time-consuming, manual cycle

Every billing cycle there's a hard deadline. Readings come in, and bills have to go out on time. Coordinating meter reading with billing, then pushing everything through a general accounting package or spreadsheet not designed for utility billing, takes real effort and coordination. With WUBS™, readings are captured electronically in the field and sync to the system immediately. The bookkeeper has visibility the moment readings are taken, not when someone hands them a sheet.

Customers have no way to check their own account

When a customer has a question about their balance, a recent payment, or their account history, they call the office. That call only gets answered when the bookkeeper is available. WUBS™ gives customers 24/7 online access to their full account statement, so they get answers on their own schedule without interrupting yours.

Printing and mailing every bill, every cycle

When billing runs, someone still has to print, stuff, and mail paper bills for every customer. WUBS™ supports that process but also makes it easy to move customers to paperless delivery over time. The bookkeeper runs billing the same way, with email delivery going out automatically for customers who've opted in and paper bills printed for those who haven't. Less postage, less handling, and a natural path toward fully electronic delivery.

Audit prep may be unfamiliar territory

Audits don't happen often enough for most bookkeepers to feel confident in the process. When audit time comes, they have extra work and spend extra hours gathering records, pulling transaction history, and explaining processes. The board may need to assist with auditor questions or data gathering. Clean, organized data in WUBS™ means fewer requests back and forth and less time for everyone to dedicate to the process.

Getting the board insightful information may take manual effort

Board members need a concise view of billing and payment trends, usage patterns, and anything that might signal an emerging issue. Without a dedicated system, pulling that together is a manual effort every cycle and the result may look different each time. WUBS™ produces consistent board-ready reporting so the information is always there, always current, and easy to act on.

See How It Works
How It Works

The complete billing lifecycle,
handled seamlessly

Four connected stages — from field to payment — all in one system.
01

Read Meters

Field workers capture readings with GPS verification and photo evidence on a mobile device.
02

Generate Bills

Tiered rates, taxes, interest, and prior balances — calculated automatically. Oldest charges are always paid first, so every account stays accurate and easy to explain.
03

Collect Payments

Track payments by method. Auto-apply to oldest balances with full ledger transparency.
04

Track & Report

Aging buckets, delinquency tracking, revenue reports, and usage analytics at a glance.
Features
Purpose-built for rural water districts — not general accounting software attempting to do utility billing, and not enterprise software built for large utilities.

Usage Analytics

Sparklines, bar charts, and consumption trends. Spot anomalies, compare periods, and identify leaks before customers call.

Customer Self-Service

Customers log into their own hosted portal to view bills, check balances, see usage history, and make payments, including automatic payments — from any device.

Aging Buckets

5-bucket aging (Current, 30, 60, 90+, Total) with color-coded severity. See exactly who owes what and since when.

Tiered Water Rates

Configure unlimited tiers per meter type with effective dates. Fixed charges, usage tiers, and seasonal adjustments — all versioned.

Oldest-First Payment Application

Payments apply against the oldest charges first. A full audit trail shows exactly which invoices each payment satisfies.

GPS-Verified Readings

Meter readers capture GPS coordinates with every reading — even offline. Readings queue locally and sync automatically when connectivity returns.

PDF Bill Generation

Four professional bill styles — default, clean, classic, and modern. Each includes rate schedules, usage details, and payment history.

Meter Management

Automated meter exchange data handling with optional meter inventory support. Route sequencing, GPS mapping, and field deployment — all in one place.

Automatic Interest

Configurable interest rate and grace period — you set the APR and when interest begins. Calculated per-charge with oldest-first precision.
See It In Action

Built for clarity,
not complexity

Your clerk can run billing without calling support. Your meter reader works from their phone. Your customers check their own balance.
waterdistrictbill.com
Accountant dashboard with KPI cards, revenue chart, recent payments, and recent readings
Built for the whole district, not just the office

Purpose-built for every role

Each user sees exactly what they need — nothing more, nothing less.

Accountant

Where your bookkeeper runs billing, tracks payments, and pulls reports — all in one place.
  • Run billing for all customers in one click
  • Record and apply payments, oldest charges first
  • Manage adjustments, credits, and write-offs
  • Generate aging, revenue, and delinquency reports

Meter Reader

A mobile-first field tool designed for speed, accuracy, and any conditions — even without cell service.
  • Works fully offline — syncs automatically when back in range
  • Route-optimized reading list with map view
  • GPS auto-capture and distance verification
  • Photo evidence for every reading

Customer

A clear, friendly portal where customers understand their bills and manage their account.
  • View current and past bills with full detail
  • See usage trends over time
  • Make payments securely online
  • See account balance and payment history

Office Manager

District-wide control over users, roles, and configuration.
  • Create and manage user accounts
  • Assign roles and customer associations
  • Configure rates, taxes, and system settings
  • Monitor system activity and health

Board Member

A self-service portal giving board members on-demand access to the information they need — without waiting for staff to prepare it.
  • View current and historical board packets
  • Download billing and financial summaries
  • Access usage trends and delinquency reports
  • Available anytime, from any device
Getting Started

Up and running in weeks,
not months

No complex migration. No IT team required. We handle the heavy lifting.
1

Schedule a Demo

We walk you through the system using representative data so you can see exactly how WUBS™ fits your district.
2

We Import Your Data

Send us your data in whatever format you have it. We import your customers, meters, balances, and rate schedules, then work with you to verify everything looks right before you go live.
3

Start Billing

Your team logs in, reads meters, and runs the first billing cycle. We're here for support every step.
Most districts are fully operational within one billing cycle.

WUBS™ is fully hosted with nothing to install and no IT staff required. Your data is secure, backed up daily, and always yours to export. Support comes from the people who built the system, not a call center.

Why WUBS™

WUBS™ was built from the inside out, by a team that has done this work.

WUBS™ brings together decades of experience across utility operations, metering, billing, and regulatory work — applied to a system designed specifically for rural water districts.
Built on real utility experience
WUBS™ wasn't designed in a tech lab. It was built by a team with direct experience in utility operations, metering, and billing — including expert testimony before the New Mexico Public Regulation Commission across 12 proceedings, and hands-on work with electric utilities, AMI vendors serving water, gas, and electric, and municipal utility operations.

Purpose-Built for Water

Designed exclusively for rural water districts — not enterprise software scaled down, and not general accounting software attempting to do utility billing. Every feature exists because a real water district needed it.

No Long-Term Commitment

Month-to-month after a 6-month introductory period. Your data is always yours and can be exported anytime. Cancel with 30 days notice. We earn your business every cycle.

We Handle the Migration

Send us your data in whatever format you have it. We import your customers, meters, balances, and rate schedules, then work with you to verify everything looks right before you go live.

Real People, Real Support

Talk to the people who built and maintain the system, not a call center. Email support is included, and phone support is available when you need it.

Pricing

Simple, predictable pricing

A fraction of the cost of enterprise utility software, and purpose-built to do more than general accounting software ever could. Simple per-service monthly pricing with a one-time implementation fee for setup, data import, and training.
Everything Included
Per-service monthly pricing with a 6-month introductory rate
  • All four role-based portals
  • Unlimited billing runs
  • Meter reader mobile app
  • Offline reading support
  • Customer self-service portal with online payments
  • PDF bill generation
  • Aging & delinquency reports
  • Interest & late fee automation
  • Secure hosted infrastructure
  • Data import and setup included in one-time implementation fee
  • Email support included; phone support available
  • No long-term contracts. Month-to-month after intro period
Get a Quote for Your District
Simple per-service pricing — typically a few dollars per active service per month.
One-time implementation fee covers setup, data import, and training.
Security & Hosting

Your data, protected

Enterprise-grade infrastructure at a price rural water districts can afford.

SSL Encrypted

All data encrypted in transit with TLS 1.2 or higher. Every connection is secure — from meter reader to accountant.

Two-Step Verification

Optional two-factor authentication via email code, text message, or authenticator app. Each district controls their own security policy.

Daily Backups

Automated daily database backups with point-in-time recovery. Your billing data is never at risk.

US-Based Hosting

Hosted on US-based servers with 99.5% uptime target.

No Shared Data

Each district's data is fully isolated. Your data is never mixed with another district's information.

Zero IT Overhead

We handle updates, patches, and server maintenance. Your staff focuses on water — not technology.
FAQ

Common questions

Most districts are fully operational within one billing cycle — typically 2–4 weeks. We import your customer data, meters, and balances, configure your rate structure, and provide remote training for your team. Optional on-site training is available. There's nothing to install on your end.
The meter reader portal works fully offline. Readings are stored locally on the device and automatically sync to the server when connectivity returns. GPS coordinates and photos are captured regardless of network status.
Yes. Each customer gets their own login to view and pay current and past bills, check their balance, see usage trends, and review payment history — all from any device with a web browser. Customers may select electronic bill delivery.
Yes. The system fully supports manual payments and customers who prefer to mail their payments. An optional electronic bill incentive discount is available to help customers transition to electronic delivery and payment.
Once meter readings are entered, the accountant runs billing for the period. The system automatically applies your tiered rates, calculates taxes, adds any applicable interest on delinquent balances, and generates bills for all customers at once.
Yes. You configure the APR and grace period. Interest is automatically calculated on balances delinquent beyond your threshold and applied as a line item during billing runs. Every calculation has a full audit trail.
Bills can be cancelled and re-generated with corrected readings or rates. The system preserves the full history — the original bill, the cancellation, and the replacement — for complete auditability.
No long-term contracts. WUBS™ starts with a 6-month introductory period at a reduced rate, then continues month-to-month. Either party can cancel with 30 days written notice. We believe the system should earn your business every month, not lock you in.
Yes. The system provides a monthly Journal Entry Summary — a double-entry journal ready for importing into QuickBooks or posting to your general ledger.
Yes. Your data is always yours. Customer records, billing history, and account data can be exported at any time in standard formats.
Get Started

See how WUBS™ fits
your district

Tell us about your district and we'll set up a personalized demo.

Or contact us directly: (505) 456-0723 • info@waterdistrictbill.com
Request a Demo