Invoice extractor

The Invoice extractor tool simplifies invoice management by enabling users to upload, review, and manage PDF invoices on the New 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.


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:

Unit of extraction

m³, kWh, Mbtu, thm, ccf cubft

m³, l, gal, yd³, ccf cubft

kWh

kWh, RTh

kWh, Mbtu, thm gal

Utility types

Natural gas standard mix

Green natural gas

Water discharge

Water consumption unspecified

Fresh water municipal water supply

Electricity self generated and exported

Electricity from grid green electricity contract

Electricity self generated and consumed

Electricity unspecified

Electricity from grid normal contract

District cooling

Fuel unspecified

District heating

Oil based fuels

Solar thermal

Biomass

Normalized unit

kwh

kwh

kwh

kwh

Unit conversion

To avoid rounding errors, conversions are kept to a minimum. All calculations are done with existing formulas in the metric system.


Access Invoice extractor

1. Click on Tools.
2. Select Uploaded invoices under Invoice extractor.


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

Single invoice upload

  1. Click on Tools.

  2. Navigate to Invoice extractor.

  3. Click on Uploaded invoices and then on the Upload to upload a PDF invoice.

  4. The invoice will appear in the uploaded list. A toast notification will confirm the upload.

Upload single invoice

Multiple invoice upload

  1. Click on Tools.

  2. Navigate to Invoice extractor.

  3. Click on Uploaded invoices and then on the Upload to upload a PDF invoice.

  4. The invoice counter will increase by the number of uploaded invoices, and they will appear in the list. A toast notification will confirm the upload.

Multiple Invoice Upload

Review and update invoice data

  1. Click on the invoice to review the extracted data.

  2. Edit the data as needed.

  3. Click Save and receive a confirmation notification.

Review and edit invoice

Reject an invoice

  1. Hover over the invoice in the list.

  2. Click the Reject icon.

  3. Confirm rejection with a toast notification, and the invoice will move to the rejected list.

Reject Invoice

Restore a rejected invoice

  1. Go to the Rejected tab.

  2. Select the invoice you wish to restore.

  3. Click the Restore button, and the invoice will be moved back to the uploaded list.

Restore Invoice

Accept an invoice

  1. Review the extracted data and make necessary edits.

  2. Click the Accept button.

  3. The accepted invoice will move to the Accepted list and be available for reporting and further processing.

Accepted Invoice

Approval workflow

After an invoice is approved, it is processed and added to the Data management table. The data is ingested into the system for integration into reports and operational databases, which can be used for further analysis.

Invoice Workflow

Failed invoice upload

When using the Invoice extractor, users may occasionally encounter upload issues. These could be due to incorrect file formats, missing required fields, or other unexpected errors. In such cases, it’s important to ensure that your data can still be processed without delays.

Note

In the event of a failed invoice upload, users can still manually upload their data via Data Management. For detailed instructions, refer to Manage resource consumption data.


Bulk actions

This feature streamlines invoice management by allowing users to perform bulk actions on multiple invoices at once.

  • Delete multiple invoices in a single step.

  • Approve or Reject multiple invoices at the same time.

  • Restore previously deleted invoices in bulk.

This saves time and simplifies the process of managing large sets of invoices efficiently.

Bulk deletion

1. Go to “Pending invoices” list OR to the “Rejected invoices” list.

2. Select all invoices to be deleted.

3. Click on Delete button at the top right corner.

4. Confirm deletion.

Result: the invoices are deleted and not visible anymore.

Note: Any pending invoices can be deleted, except Processing ones.

Bulk approve

1. Go the “Pending invoices” list

2. Select all invoices to be approved.

3. Click on Approve button at the top right corner.

4. Confirm approval.

Result: the invoices are moved to the Approved invoices list.

Note: Only Completed invoices can be approved.

Bulk reject

1. Go to “Pending invoices” list.

2. Select all invoices to be rejected.

3. Click on Reject button at the top right corner.

4. Confirm rejection.

Result: the invoices are moved to the Rejected invoices list.

Note: Any pending invoices can be rejected, except Processing ones.

Bulk restore

1. Go to “Rejected invoices” list.

2. Select all invoices to be restored.

3. Click on Restore button at the top right corner.

4. Confirm restoration.

Result: the invoices are moved to the Pending invoices list.

Note: Any rejected invoices can be restored.


Multi utilities invoices

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

How It Works:
  1. Upload the invoice as you would do with any other invoice. (For detailed steps, refer to the Invoice Upload Instructions above)

  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.


Feature permissions

The Invoice extractor feature is subject to specific permissions that control user access and actions. These permissions are managed in the Authorization service.

Permission Level

Access Details

None

Feature not visible in the left menu.

Read-only

You can view pending invoices. The Upload button is hidden. Accept, Reject, Edit, and Delete buttons are hidden on hover. The Restore button in the rejected invoices list is hidden.

Read + Edit

You can view pending invoices. The Upload button is hidden. Accept, Reject, and Edit buttons are visible on hover. The Delete button is hidden. The Restore button is visible in the rejected invoices list.

Read + Edit + Add

You can view pending invoices. The Upload button is visible. Accept, Reject, and Edit buttons are visible on hover. The Delete button is hidden. The Restore button is visible in the rejected invoices list.

Read + Edit + Add + Delete

Full access. The Upload button is visible. Accept, Reject, Edit, and Delete buttons are visible on hover. The Restore button is visible in the rejected invoices list.


Video tutorial - Invoice extractor

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