Achieving 99.5% Accuracy in Utility Bill Data Extraction and Invoice Processing at Scale for a Leading Energy Efficiency Platform

Achieving 99.5% Accuracy in Utility Bill Data Extraction and Invoice Processing at Scale for a Leading Energy Efficiency Platform

The client is a prominent U.S.-based energy efficiency platform that helps building owners and managers track utility usage, manage energy costs, and identify opportunities for sustainability. With hundreds of thousands of utility accounts and diverse vendors across the U.S., accurate data collection is critical to their reporting and benchmarking operations.

Challenges Faced by the Client

1. Inconsistent Vendor Updates and Data Errors

Our client previously worked with multiple freelance vendors. The vendors were not sharing updates properly. This led to recurring errors when entering utility bill data for the same vendor across multiple user accounts.

2. Low Data Accuracy and Error Resolution Delays

Data accuracy was inconsistent, with frequent mismatches between extracted and actual values. Login issues and system restrictions delayed bill processing and service period updates. 

Why the Client Partnered with ARDEM

1. Reliable Invoice Processing Services

ARDEM offers dedicated teams to manage large utility bill volumes with guaranteed service-level accuracy.

2. Streamlined Invoice Processing Workflow with Audit Trails

ARDEM ensured all updates and rule changes were documented and visible to all team members handling utility bill processing.

3. Consistency of Utility Bill Data Extraction Over Time

After multiple failures with past providers, the client sought a dependable BPO partner to manage long-term utility bill data extraction at scale.

How ARDEM Solved These Challenges

1. Dedicated Utility Bill Processing Team

We started with 3 FTEs, scaled to 15+ including a QC specialist. We have been processing over 1,200 utility bills per day across 700–800 vendors.  We download utility bills directly from vendor websites using secure credentials. We perform data extraction from each bill and enter it directly into the client’s system. Our dual data entry services and thorough QC reviews ensure >99.5% accuracy.

2. Centralized Update Tracking

We have implemented centralized update logs. Any client updates are recorded and communicated across the entire team to ensure changes are applied across all vendor instances.

3. Seamless Utility Bill Processing Input and Output Management

Our team logs into the client system to input utility data directly. They use secure credentials to access vendor sites and download the latest bills. They are prompt in handling login issues as they initiate review tickets with the client for timely resolution.

4. Proven Data Accuracy and Reporting

After multiple failures with past providers, the client sought a dependable BPO partner to manage long-term utility bill data extraction at scale. ARDEM consistently maintains an error rate of just 0.15%, well below the client-allowed threshold of 4%. We have delivered outputs aligned perfectly with client system templates, ensuring smooth downstream processing. 

How the Client Benefited from ARDEM’s Utility Bill Processing Services

✅ Exceptionally High Data Accuracy 

Maintained over 99.5% accuracy through dual-entry checks, even at volumes exceeding 6,000 utility bills weekly. 

✅ Standardized and Scalable Workflow 

Grew from 3 to 15 FTEs, demonstrating ARDEM’s ability to support rapid scalability while preserving quality. 

✅ End-to-End Data Extraction and Entry 

Bills are downloaded directly from vendor websites, and utility data is extracted and entered into the client’s system with consistent accuracy. 

✅ Seamless Communication and Update Handling 

Any utility vendor updates are recorded, tracked, and disseminated across the entire processing team for real-time compliance. 

✅ Client Satisfaction and Long-Term Partnership 

The client has worked with ARDEM for over 5 years and consistently praises the reliability and precision of our data processing services.