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.
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.
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 | m³ | kwh | kwh | kwh |
To avoid rounding errors, conversions are kept to a minimum. All calculations are done with existing formulas in the metric system.
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.
Click on Tools.
Navigate to Invoice extractor.
Click on Uploaded invoices and then on the Upload to upload a PDF invoice.
The invoice will appear in the uploaded list. A toast notification will confirm the upload.
Click on Tools.
Navigate to Invoice extractor.
Click on Uploaded invoices and then on the Upload to upload a PDF invoice.
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.
Click on the invoice to review the extracted data.
Edit the data as needed.
Click Save and receive a confirmation notification.
Hover over the invoice in the list.
Click the Reject icon.
Confirm rejection with a toast notification, and the invoice will move to the rejected list.
Go to the Rejected tab.
Select the invoice you wish to restore.
Click the Restore button, and the invoice will be moved back to the uploaded list.
Review the extracted data and make necessary edits.
Click the Accept button.
The accepted invoice will move to the Accepted list and be available for reporting and further processing.
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.
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.
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.
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 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 4. Confirm restoration. Result: the invoices are moved to the Pending invoices list. Note: Any rejected invoices can be restored. |
This feature ensures that invoices containing data for more than one utility type are processed just like any other invoice.
Upload the invoice as you would do with any other invoice. (For detailed steps, refer to the Invoice Upload Instructions above)
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.
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.
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. |
Here is a video tutorial to walk you through the process of how to use Invoice extractor.