Uploading Utility Invoices

Asset Footprint Data Upload

AI Invoice Scanner Settings

If you would like Brightest's AI to automatically create footprint activity data from scanned invoices (OCR) you can toggle this setting "on" in the GHG settings located in your ESG and Sustainability Settings.

Please be advised this is an experimental AI feature. We recommend reviewing any auto-created data for accuracy.

If the AI is unable to read the activity data on the invoice, the invoice will still be scanned and imported in the "Invoices" tab of the asset footprint. You can then manually add the metric data in the necessary tab (electricity, heating, etc.) and follow the steps below to link the invoice.

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Uploading Invoices

To upload utility invoices for an asset, navigate to the Sustainability Module, then click on the "Assets" tab. This will open to your Asset library.

Locate the asset for which you would like to upload utility invoices.
Click on the "add" or "edit" data in the far right column titled "Footprint". This will open to the asset's footprint page.
You will notice the option to select a footprint category in the menu bar in the middle of the page. Click on the tab "Invoices". This will open up the invoice library for that asset.
Click on the "Import" button to upload your invoice. You will then be able to drag and drop your invoices into the upload field. Brightest's AI invoice importer supports any PDF or image file up to 10 pages and 10MB per file.
Once your invoices are uploaded to your invoice library, they will also be added as a "spend" item in the "Spend" section of your Sustainability Module.
Refresh the page to view the uploaded invoice data.

Brightest invoice scanning supports the following languages and currencies:

Languages (Language code in ISO 639-1) format: ca, de, en, es, fr, it, nl and pt.

Currencies (Currency code in ISO 4217) format: USD, EUR, GBP, CAD, CHF, AED, AUD, BRL, CNY, COP, CZK, DKK, GNF, HKD, HUF, JPY, NOK, NZD, PLN, SEK, SGD, XPF

The "invoice" library of an asset is linked to your Spend Section in your Sustainability Module and has similar editing and viewing features.

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Email Invoices to Brightest

Route and process spend transactions from electronic invoices via email.

Brightest can automatically parse and import invoices sent via email. Simply forward or send invoice PDFs to your organization's dedicated inbox address from an approved domain.

Invoices will be automatically processed under your account's OCR AI usage plan and credits.

To do this:

Find your Brightest inbox email address by navigating to the Settings Module > View Integrations > Email Parser tab
There you'll find your Brightest invoice email address. (Note: Email addresses are license-specific. If you have multiple licenses, be sure to use the correct email address.)
Set up the email domains authorized to send invoices to your Brightest account. The inbox will only accept emails from approved domains.
Forward invoice emails or send PDF attachments directly to this address from an approved email domain and Brightest will automatically parse the invoices, create spend transactions and invoice documents in the Spend tab of your Sustainability Module.
To assign an invoice to a specific asset, use the format invoices-{organization_inbox_uuid}-asset-{asset_uuid}@inbox.brightest.iowith both your organization inbox UUID and asset UUID (no spaces).
1. You can find the asset UUID in the Asset Information page for each asset (click on the name of the asset to access this page) or by exporting an Asset List (available in the Assets tab > Export). If your asset UUID has spaces, remove them.

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Editing Asset Invoice Items

If you want to edit the spend or invoice data, select the white "edit" symbol to edit each entry as needed.

If you would like to bulk edit your invoice data, select the invoices that you would like to edit, and select the bulk edit button (the three horizontal lines between the filter and import buttons). Then use the bulk edit menu to choose the correct field, add the new value, and select save. You can also use the bulk edit option to bulk delete invoices, if needed. Please note: Any invoice data that is deleted will not be able to be restored.

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Linking invoices to asset footprint metrics

If you'd like to link an invoice to an asset footprint metric, you can upload your invoices first, using the steps above and then follow the directions below, or you can attach each invoice separately to each entry.

Select the tab of the metric you would like to add (Electricity, Heating, Water, etc.). Then select, "+ Add data" in the Metric Historical Data section.
Enter your historical data including the metric unit, amount, and period interval. Then select the document button .
You then have the option to upload a new document (if you haven't already uploaded your invoices, or if you just want to be able to reference the document for auditing purposes), OR you can link the metric to an existing invoice or transaction. If you decide to link an existing invoice, you'll be given a dropdown menu to select which invoice you'd like to attach. Select "Done" to attach your document. Select the green "Update and Save Data" button to save your data. Once your document has been attached, you'll see the word "Document" underneath the document button, you can then use that view and download the attached invoice. If you've linked an existing invoice, you'll then see the metric attached to the transaction in the invoices tab as well as in the Spend Tab of your Sustainability Module.