Utility bill processing for property managers.
Dataforge reads the electricity, gas and water bills your suppliers send for every property you manage. It takes the amount that belongs to the invoice, checks the supply, period and tax, codes the bill to the right property, fund and heading, and posts it to MRI Qube or exports it for Blocks Online.
A 20-minute walkthrough using a sample of your own invoices.
Utility bills in every format, from every supplier.
Utility bills arrive from many suppliers in many formats, and one page can hold current charges, previous balances, instalments and a payment slip. Only one figure belongs to the invoice.
Electricity, gas and water
Bills for landlord supplies, communal areas and plant rooms, across every property you manage.
Every channel
Email, sFTP, watched folders or upload, with identical files caught at intake before they reach the queue.
Every format
PDFs, scans, photos and spreadsheets, all read by AI, including bills from suppliers it hasn't seen before.
Supplier-specific checks for SSE, E.ON Next, Octopus, British Gas, EDF and Southern Water.
Checking the supply, the period and the amount.
Every bill goes through the same checks before it moves on. When something doesn't add up, the bill is held in one review queue with the reason named, so your team knows where to look.
These checks support your existing controls. They do not on their own prove that a supplier or bill is genuine.
Bring a bill with competing totals- 01
The supply
Supply address and meter captured from the bill, and the supply address used with your property records and supplier history to find the right property.
- 02
The period
Billing period and consumption captured with the charges, so the bill reads correctly in the invoice history and your utility reporting.
- 03
The amount
The whole bill is read and the figures checked against each other, so the amount taken is the one that belongs to the invoice when current charges, previous balances, instalments and payment slips share one page.
- 04
The tax
Net, VAT and total checked for consistency, with energy VAT and Climate Change Levy checks to support review.
- 05
Duplicates and credits
Potential duplicates flagged within your duplicate window. Utility credit notes recognised and sent to your team for review.
Allocated to the right building and schedule.
A utility bill is coded like any other supplier invoice: to the property, the fund, the schedule and the heading, then routed for approval under your rules.
- 01
Property
Found from the supply address and any fragment of the site on the bill, even when it is addressed to the managing agent, the RMC or the freeholder. An ambiguous match is held for review with the reason named.
- 02
Fund, schedule and heading
Predicted by AI from how your team has coded that supplier and property before, and learned from every correction. Administrators can inspect and reverse anything it has learned.
- 03
Approval
Routed by value band and your approval matrix, through single or multi-step chains, with self-approval prevented.
Posted to MRI Qube or exported for Blocks Online.
Approved bills post to MRI Qube through its PL Interface, with Qube's reference returned to the invoice history. For Blocks Online, Dataforge prepares a CSV or flat-file export, and we review the file format with you before we confirm fit.
DataforgeUtility spend, consumption and carbon by site.
The bills you process for payment also feed your utility reporting.
Spend, consumption and carbon
Reported by site, meter and commodity from the bills you process, with drill-down tables and CSV exports.
SECR support
Carbon reporting from the same processed bills, to support your Streamlined Energy and Carbon Reporting.
Contract renewals
A contract register with renewal flags, kept alongside your utility reporting.
Dataforge Invoices
Supplier invoices, utility bills and statements for UK managing agents, from intake to posting.
Invoice processing for MRI Qube
Approved invoices posted through Qube's PL Interface, with Qube's reference returned.
Invoice processing for Blocks Online
Approved invoices prepared as a CSV or flat-file export for Blocks Online.
Electricity, gas and water bills arriving by email, sFTP, watched folders or upload, as PDFs, scans, photos or spreadsheets. Supplier-specific checks cover SSE, E.ON Next, Octopus, British Gas, EDF and Southern Water. Bills from every other supplier are read by AI and go through the same checks.
Dataforge reads the supply address and any fragment of the site on the bill, a block name, part of a postcode or a flat number, against your property records and supplier history. When the bill is addressed to the managing agent, RMC or freeholder, those fragments are usually the clue. If the match is uncertain, the bill is held for your team to confirm.
Net, VAT and total are checked for consistency, with energy VAT and Climate Change Levy checks, duplicate checks and your posting limits. Each finding is shown to reviewers in order of severity with the reason it was raised.
Yes, when confidence levels, validation checks and your approval policy permit it. Bills that need attention are held or blocked with a named reason for review.
Approved bills post to MRI Qube through its PL Interface, with Qube's reference returned, or are prepared as a CSV or flat-file export for Blocks Online. We'll review the Blocks Online file format and workflow with you before confirming fit.
Yes. Book a 20-minute walkthrough and we’ll agree a secure way to share a sample of your bills, including the ones with several competing totals. We’ll show how they are read, matched and coded, and explain any configuration needed before posting.
Bring the utility bills that slow your team down.
In 20 minutes we'll walk through how Dataforge reads, checks and codes a sample of your own electricity, gas and water bills: the one with several competing totals, the one addressed to the agent, the one your team rekeys every quarter.
No commitment. We'll arrange the sample documents with you after you enquire.