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One of the most challenging tasks for the AP departments of multi-site organizations is utility expense management. Thousands of disparate invoices are received each month from hundreds of vendors, and there’s more to these complex payables than just simply paying the amount due. Having the right process in place to proactively audit and analyze each invoice can uncover significant savings, but it is labor-intensive and somewhat outside the scope of most AP departments.What is Utility Expense Management?Utility Expense Management is the process of tracking an organization’s utility expenses, conducting comprehensive bill audits before processing, rectifying bill errors, and ensuring the correct amount is paid on time. Collecting, analyzing, and tracking cost and consumption data is also a critical step to uncovering areas for improvement that can reduce energy and water consumption and save your company money.ENGIE Impact’s Utility Bill Management SoftwareUtility expense management processes and automated software can help AP departments manage complex payables. ENGIE Impact uses highly automated processes on behalf of clients to collect and analyze utility bill data and compare it to the account history to identify savings opportunities. The data that ENGIE Impact collects from utility bills is then delivered through the Data Management Platform. This powerful resource management tool unites resource data to deliver powerful insights for reducing cost and consumption across an entire portfolio.Benefits of Utility Expense ManagementDesigned for multi-site enterprises, comprehensive analysis and detailed data capture maximize savings and visibility.Save MoneyIdentify and resolve billing errorsMinimize costly late payment chargesProactively identify and resolve late-arriving

MANAGEMENT TRANSFERReview all relevant documents, budgets, rules and regulations and develop a management plan in accordance​Create board member accounts with access to online portal for dues payments, maintenance requests, owner requests, inquiries, and all other communication​Create owner accounts to access online portal to make dues payments, view important documents and site announcements​Provide all users detailed instructions on how to access and use the portalMAINTENANCE & SPECIAL PROJECTSOversee maintenance of the property ​Handle repair requests (routine, preventative and emergency) promptly and in a cost-effective manner​Coordinate services with existing vendors Obtain bids as needed for major repairs, improvements, or special projects.​Act as point of contact for vendors, maintenance, city officials, and any others​Evaluate and estimate scope of projects​Initiate repairs under agreed-on cost threshold​Manage larger projects (may incur 5% markup, to be discussed)ACCOUNTING & BUDGETProvide access to online portal for real-time, customizable accounting statements Maintain vendor information, bills, receipts and upload to portal for instant access to board members ​Budget vs actual analysis ​Link existing bank account for operational income and expenses ​Pay bills as needed ​Bank reconciliations ​Act as point of contact for board appointed accounting firm and insurance company ​Annual budget review/preparationFEES COLLECTION & DOCUMENT MANAGEMENTCollect monthly dues electronically through portal Collect CAM expense payables​Oversee outstanding balances and send appropriate late notices​Coordinate with appointed attorney for past-due balances​Maintain all documents and records related to operations of the condominium​Oversee adherence to condo documents​Enforce rules and regulations by communicating with board members​Offer solutions to resolve/avoid disputesIN-HOUSE MAINTENANCEProvide unit owners and tenants access to

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