Upload and manage energy invoices

Supported invoice files

Vega accepts original invoice files in PDF or supported XML format. For PDF invoices, use the original digital file supplied by the energy supplier or network operator.

Scanned PDFs and photographs are not currently supported reliably. If you only have paper documents, request the original electronic invoice rather than scanning it.

You can import up to 24 invoice files at one time.

Upload invoices from Chat

This is the quickest method when you want to discuss the imported invoices immediately. Confirm the active workspace before uploading.

1. Confirm that the correct account is active.
2. Open New Chat or the conversation that should contain the invoice analysis.
3. Select the Upload invoice files button beside the message input.
4. Choose one or more original invoice files.
5. Confirm the selection.
6. Keep the conversation open while the progress indicator is visible.
7. Wait for the import summary.
8. Review Vega’s response before asking follow-up questions.

After upload, the conversation reports the outcome categories that occurred:

• Imported means a new invoice was created.
• Overwritten means Vega replaced an existing invoice record with updated imported content.
• Already existed means an identical or matching invoice was detected and retained.
• Failed means the file could not be imported.

A mixed batch can contain successful and failed files. Read the counts rather than assuming the entire selection had one outcome.

When several invoices are selected, the summary identifies the outcome for the batch and reports individual file failures. Retry a failed file by itself rather than reimporting every successful file.

Upload invoices from an inventory component

When an invoice belongs to a known metering component, first make sure you understand the site and component hierarchy:

1. Open Inventory.
2. Open the relevant site.
3. Open Components and select the utility or metering component.
4. Open Invoices.
5. Select Add invoices.
6. Choose the PDF or XML files.
7. Wait for the upload to finish.
8. Confirm that the invoices appear in the list.

The Invoices tab appears only for components that support associated invoices.

Review imported invoice details

From a component’s Invoices tab:

1. Find the invoice by date, provider, invoice number, or billing period.
2. Expand the row to inspect parsed details.
3. Check the measurement or supply point, meter number, customer, address, and contract information.
4. Review the billing period and consumption totals.
5. Review high- and low-tariff quantities where available.
6. Check energy, network-fee, contribution, VAT, net, and gross values.
7. Use Open invoice to compare the parsed values with the source file.

An imported value should always be traceable to the original invoice. If a critical field is missing or incorrect, treat that invoice as unverified.

Ask useful invoice questions

After a successful import, Vega can use the structured invoice fields for deterministic summaries and comparisons. It can also match an invoice to stored measurements when the component and exact billing period are available. Apply the principles in Ask your first question and try questions such as:

• “Summarize these invoices by billing period, consumption, and gross cost.”
• “Which meter and site does each invoice refer to?”
• “Compare billed consumption with measured consumption for the same complete periods.”
• “Separate energy, network fees, taxes, and other contributions.”
• “Identify duplicate periods, missing months, or unusual cost changes.”
• “Show contracted power by tariff block where available.”

Always name or select the site or meter when the account contains more than one possible match.

For a reconciliation, give Vega the exact invoice or billing period and ask it to state the matched component, measured coverage, billed quantity, measured quantity, and difference. This makes a missing interval or incorrect component match visible before you rely on the result.

Delete an incorrect invoice

1. Open the relevant component’s Invoices tab.
2. Find the incorrect invoice.
3. Select the red Delete invoice button.
4. Confirm the deletion.
5. Refresh the list and verify that the invoice is gone.
6. Upload the correct original file if needed.

Deletion removes the imported invoice record. Keep your source file in your organization’s document system.

Resolve common import problems

The batch is rejected before upload

Select no more than 24 files and try again.

A file fails

Check that:

• it is an original PDF or supported XML invoice,
• the file opens normally outside Vega,
• it is not password-protected,
• it is not a scan or image-only PDF, and
• it contains an energy invoice rather than unrelated correspondence.

Retry the failed file by itself so that the result is easier to diagnose.

Vega says the invoice already exists

Open the component’s invoice list and compare invoice number, provider, and period. Do not upload renamed copies to bypass duplicate detection.

The invoice appears under an unexpected place

Check the supply point, GSRN or measurement identifier, meter number, and address parsed from the invoice. Confirm that Inventory contains the correct site and component. Use the data-readiness checklist and escalate a wrong association rather than using the invoice in a site comparison.

Parsed totals look wrong

Open the source invoice and compare the billing period, total kWh, net amount, VAT, gross amount, and tariff values. Ask Vega to state which extracted fields it used, but rely on the original invoice for verification.

Before reconciling invoices with measurements

The guide Compare invoices with measured consumption covers the full reconciliation workflow. Before starting, confirm that:

1. the invoice billing period is known,
2. the matching meter is connected,
3. measurement coverage includes the complete period,
4. units and energy direction agree, and
5. partial first or last days are handled consistently.

A difference does not automatically mean that either source is wrong. Billing corrections, estimation, time-zone boundaries, losses, taxes, and different period definitions may require investigation.