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.

• 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 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.

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.

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.

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.

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.

Approve an invoice

Result of approval

• Approved invoices appear under Approved invoices instead of Pending invoices.

• The validated consumption data is available in Data management > Operational measurement and used in reports.

Duplicate invoices

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

If a match exists:

• Approval fails.

• The invoice status changes to Duplicate.

• The user can reject/delete the invoice or edit the data and reapprove it.

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.

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.

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.

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.

Uploading a multi-invoice file follows the same steps as uploading a single invoice.

How it works

• Upload the file using the standard invoice upload process.

• The system reads each invoice and extracts the relevant data.

• Each invoice and utility type is displayed as a separate row in the Pending invoices list.

Examples

Example 1

A file contains:

• 1 invoice for electricity

• 1 invoice for gas

Result: Two rows appear in the Pending invoices list—one for Electricity and one for Gas.

Example 2

A file contains:

• 1 combined invoice for electricity and gas

• 1 invoice for water

Result: Three rows appear in the Pending invoices list—one for Electricity, one for Gas, and one for Water.

Where to find the results

All extracted invoice records are listed in the Pending invoices list, with one row per invoice and utility type.

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 scenarios

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.

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.

Video tutorial - Invoice extractor

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