Invoice validation


We look behind your bills, not just at them

In most companies, utility invoices are rarely, if ever, checked for accuracy.

Yet these costs can be an important overhead affecting the business. The bills are passed for payment by allocating a budget code and then being initialled by a person responsible for that cost centre. At ESS, we check all possible charges and tariffs in each and every gas, electricity and water invoice our clients receive.

Our process of validating all charges in every fixed and flexible contract invoice is unequalled in the industry. Whether you have 1 or 1,000 properties we conduct the same in-depth validation process.

Our process in brief:

• Create asset register of all sites and supplies.
• Audit invoices obtained direct from supplier prior to payment.
• Query failed invoices directly with supplier and detail in exception report.
• Validation report detailing correct invoices for payment.
• Bespoke reports for budgeting and accruals.

In addition to the full audit, we conduct a retrospective analysis to ensure your consumption is in line with historic and industry trends.

Saving utility and energy costs
Solar Energy Savings

How our invoice validation works

Over time we have determined that nearly 20% of all utility invoices contain at least one error. We identify if you have been overcharged in the past and whether your current invoices are correct.

Our ESS validation system has been developed in house by industry experts, who have experience from a range of backgrounds, including energy suppliers, and meter and network operators.

We check every utility invoice for consistency and accuracy. In addition to full audit, we also conduct an analysis to ensure your consumption is in line with historic trends.

We receive your energy and water invoices as EDI files directly from the suppliers and as paper copies from you. We then import them into our ESS validation system, adding your own scheme/category/ledger code to the invoices for easier allocation, budgeting and reporting. We first carry out an automated validation process to ensure all charges are correct. We then perform a second, manual check on the bills that failed the stringent validation process. Our experience auditors query any “problem invoices” that have not passed.

Historic cost recovery

When we sign up a new client, we always perform a retrospective bill audit. This has proven, time and again, to be very successful in setting a solid foundation together with your asset register for the ongoing bill validation.

Our historic audit analyses the previous six years’ worth of your billing history to find potential recoverable refunds.

Historic cost recovery

Value we create for you:

  • Asset register of all sites and supplies

  • Minimal paper work for you and your team

  • Audit invoices obtained directly from supplier prior to payment, providing budget certainty and confidence

  • End to end resolution for all raised queries on invoices directly with supplier and detail in exception report, ensuring maximum financial certainty

  • Validation report detailing correct invoices for payment

  • Clear and transparent bespoke operational cost reports for budgeting and accruals that can be uploaded into your finance system (e.g. S.A.P, Oracle, Sage, SUN, Northgate etc).

Smart Metering

Why not complement your invoice validation service with smart metering and view your electricity, gas and water consumption data on a day plus one basis? Our smart metering service is brought to you in association with Stark, an Elexon accredited electricity Half Hourly and Non Half Hourly Data Collector/Data Aggregator and an ASPCoP accredited gas meter reader.

Contact your account manager for further details on Smart Metering on 01342 835123

Why not download our PDF presentation to find out how Smart Monitoring and Targeting (Smart Metering) can help you?

PDF Download

Contact us for a free consultation and find out how we can help you