Invoice extractor

The Invoice extractor tool simplifies invoice management by enabling users to upload, review, and manage PDF invoices on the platform. It automatically extracts consumption data and time periods from the invoices, allowing users to edit, approve, or reject them as needed for reporting purposes.

Key features

• Single and multiple invoice upload
  Users can upload single or multiple valid PDF invoices with a toast notification confirming successful uploads.

• Review and update
  Users can review, edit, and save extracted invoice data for approval and reporting.

• Invoice rejection and restoration
  Invoices can be rejected and restored with notifications ensuring smooth management of uploaded, approved, and rejected invoices.

• Approval workflow
  Approved invoices are processed and added to the Data Management table for integration into the database.

• Metering point extraction and mapping to meters
  Users can retrieve metering point ID from the invoice and match it to an existing meter in the BuildingMinds system.

Supported units

For each type and sub-type of utility, we support different units for the consumption data extracted.

Here is an overview of the supported units:

Access Invoice extractor

1. Click on Data onboarding.
2. Select Invoice Extractor under AI data extraction.

You’ll see all invoices in one list. The status shows if any action is needed from you.
For each invoice, you can view the extracted data along with basic details like the file name and related asset.

Filters

You can filter the list in several ways:

• Portfolio or Building filters: Show invoices for specific buildings or parts of your portfolio.

• Smart filters: Filter invoices by status:

  • Pending: Uploaded but not yet approved or rejected. Some may need manual adjustments.

  • Approved: Uploaded and approved.

  • Rejected: Uploaded and rejected.

The Invoice extractor can be used in two ways by uploading a single invoice or by uploading multiple invoices.

Upload new invoice(s)

This feature lets you upload one or more invoices and automatically extract data from them.

To upload invoices:

1. Click the Data Onboarding icon in the left menu.

2. Select AI Data Extraction.

3. Click the Upload button above the list.

• If you’re at the Portfolio level, select a building.

• If you’re in Building Focus mode, no building selection is needed.

4. (Optional) Select a building.

5. Choose one or several files to upload.

• If a file is too large (over 25 MB) or has too many pages (over 200), you’ll see an error message and can remove that file.

What happens after upload?

1. After a few seconds, a notification appears, and the new invoice shows at the top of the list.

• The status will display Processing, and columns will be empty while data is being extracted.

• If you upload multiple files, each invoice will appear in its own row.

2. Once processing is complete:

• Pending approval: All required data was extracted successfully.

• Review required: Some data couldn’t be extracted; the number of errors is shown.

• Review required: If the file isn’t recognized as an invoice.

Edit invoice data

Use this feature to update the details of an invoice.

1. Hover over the invoice row you want to edit.

2. Click the Edit icon.

3. The Edit form will open.

• You can edit: Type, Subtype, Unit, Value, Invoice period (Start and End), Procured by, Accuracy

• You cannot edit: Normalized value, Normalized unit, File

4. After editing, choose one of these options:

• Save: Save your changes.

• Save and Reject: Save your changes and reject the invoice.

• Save and Approve: Save your changes and approve the invoice.

5. After you select an action:

• A success or error message will appear.

• The updated invoice details will show in the list.

Reject invoices

Use this feature to reject invoices when the data is incorrect or cannot be used for reports.

1. Select the invoice(s) you want to reject:

• For a single invoice, hover over the row and click the Reject icon.

• For multiple invoices, select all invoices you want to reject and click the Reject button above the list.

2. (Optional) Add a rejection note.

• For multiple invoices, the note will apply to all selected invoices.

3. Confirm the rejection.

4. A success message will appear.

Result of the rejection

• Rejected invoices will show the status “Rejected.”

• You can still view the details of a rejected invoice by clicking on its row.

• You can restore a rejected invoice.

Restore invoices

Use this feature to bring back rejected invoices so their data can be considered again for reports.

1. Select the invoice(s) you want to restore:

• For a single invoice, hover over the row and click the Restore icon.

• For multiple invoices, select all invoices you want to restore and click the Restore button above the list.

2. Confirm the restoration.

3. A success message will appear.

Result of restoring

• The restored invoice(s) will return to Pending invoices with the status they had before rejection.

• Restored invoices can be reviewed again and approved if complete.

Approve invoices

Use this feature to approve invoices and validate the consumption data so it can be used for reports.

1. Select the invoice(s) you want to approve:

• For a single invoice, hover over the row and click the Approve icon.

• For multiple invoices, select all invoices you want to approve and click the Approve button above the list.

2. Confirm the approval.

3. A success message will appear.

Result of the approval

• Approved invoices will have the status “Approved.”

• The consumption data from the invoice is now available in Data Management > Resource Data and used for reports.

Duplicate invoices

• When approving an invoice, the system checks for the building if there is already an operational measurement for this utility and this time period.

• If one exists, the approval fails and the invoice gets the status “Duplicate.”

• You can reject or delete it, or edit the data and try approving again.

Bulk actions

This feature lets you delete, approve, reject, or restore multiple invoices in a single action.

Multi utilities invoices

This feature ensures that invoices containing data for more than one utility type are processed just like any other invoice.

1. Upload the invoice as you would do with any other invoice.

2. Once the invoice is processed, separate rows will be displayed for each utility type included in the invoice.

• Most information across these rows will be identical.

• However, the consumption data (value and unit), as well as the utility type and sub-type, will differ for each row.

Example:

If users upload an invoice that includes data for Electricity and Gas, the system will display two rows in the Pending Invoices list: One row for Electricity and one row for Gas.

This ensures each utility type is tracked and managed separately for clarity and accuracy.

Multi invoices file

The multi invoices file feature allows users to upload a single file that contains multiple invoices. The system automatically extracts each invoice and utility type, creating separate records for processing.

• Upload the file using the standard invoice upload process.

• After the processing, a row for each invoice and each utility type from the invoices is displayed.

Metering point extraction and mapping to meters

During data extraction, the metering point ID can be retrieved from the invoice and matched to an existing meter in the BuildingMinds system. If no match is found, a new meter is created so that all invoices and related consumption data are linked to meters.

Metering point ID definition

A metering point ID is a unique identifier used in utility systems to specify the exact location or point within a grid where energy or resource consumption is measured. It is essential for accurate billing, supplier switching, and data management.

The metering point ID is not the same as the meter ID. Both may appear in invoices.

Extraction use cases

1. Building provided before invoice upload

a. Metering point ID extracted and matched to an existing meter
Result: No action needed.

The edit form will display:

• Extracted metering point ID

• Mapped meter ID

• Expected data frequency of the meter

b. Metering point ID extracted but no match found
Optional action needed:

• Open the edit form and provide a meter in Metering point information

• Manually enter:

  • Meter external ID

  • Expected frequency

• Upon approval, a new meter will be created for the building using the provided data

c. Metering point ID not extracted
Optional action needed:

• Open the edit form and provide:

  • Metering point ID

  • Meter

• Option 1: Select a meter from the dropdown list (all existing meters for the selected building and utility type)

• Option 2: Switch to Manual and enter:

  • Meter external ID

  • Expected frequency

• Upon approval, a new meter will be created for the building using the provided data

2. Building not provided before invoice upload

The same scenarios as above apply, with an additional step:

• If no building is linked via the metering point ID, the user must also provide the building in the edit form before approval.

Critical points

• After extracting the metering point ID, the system checks for existing meters with that ID. If found, the invoice is automatically linked to the meter and its associated building.

• An invoice must always be linked to a building before approval.

Video tutorial - Invoice extractor

Here is a video tutorial to walk you through the process of how to use Invoice extractor.