Energy and works invoices: from PDF to actual action plan cost
Centralizing invoices is not enough. Linking them to action plans and accounting export turns archiving into budget management.
Octowise Team
Centralizing invoice PDFs in a folder is not budget management. What changes the decision is linking each document to a building, a contractor, a payment status, an action plan, and exporting to accounting without re-entry. Octowise treats energy and works invoices as a portfolio flow, with automatic AI reading of each document and overdue alerts.
Two kinds of cost, one record
Energy invoices (electricity, gas, district heating) tell the operating story. Works invoices tell the investment and heavy-maintenance story. Mixing them into a single “miscellaneous” bucket makes it impossible to read both the opex budget and the actual cost of action plans.
Octowise distinguishes those kinds while attaching them to the same building and, where relevant, the same contractor. The finance overview shows KPIs, trends, and split for the portfolio, not just a document list.
Automatic reading as an accelerator, not as truth
The add flow starts with a PDF or photo drop. AI suggests amounts, dates, and invoice number; an operator validates before saving. On a portfolio of several hundred documents a year, that is the difference between capture that happens and capture that slips until period close.
Read errors remain possible: a human stays in the loop. What you avoid is HT/TTC inversions and hand-typed numbers, which become expensive at accounting export time.
- PDF or image import, AI suggestions, human validation.
- Statuses: received, to pay, paid, overdue.
- Links to building and contractor / supplier.
- Overdue invoice alerts, including mobile push.
From estimated cost to actual action-plan cost
An action plan with a forecast budget remains a wish until linked invoices update actuals. Octowise updates actual cost from attached documents, without a parallel “works tracking” spreadsheet.
The same principle applies to carbon: estimated reduction only makes sense against actuals. Finance and action plans therefore share the same objects, instead of two “accounting” and “energy” silos.
Accounting export and access rights
CSV/XLSX export feeds accounting without re-entry. Access is modular: reading or writing invoices is not automatically inherited from the “buildings” permission. Portfolio teams can see energy without opening all of finance, and vice versa.
The global finance view (KPIs, trend, recent invoices) and the full list remain available on web and mobile, for portfolio reviews away from the desk.