Purpose of this article
This article explains how to upload utility bills directly in Scaler and how to prepare bills so data can be extracted correctly.
How to upload bills
Bills are uploaded per asset:
- Select the asset, then go to Data Collection Portal → Asset → Automations → Bill Scraping.
- Click
Upload Billsand add your files.
- Bills are usually processed within 24 hours. Track each bill's progress on the Bill Scraping tab. If a bill shows an error status, contact your Scaler account manager to resolve it.
At portfolio level the Bill Scraping tab shows all uploaded bills across your assets for tracking — uploads happen from the asset context.
Preparing bills for upload
Bills that don't meet the requirements below can't be processed. Check every file against these three rules before uploading — this is your responsibility as the uploader, and it determines whether your data lands correctly.
One bill per file
Each file must contain exactly one bill. If a PDF contains multiple bills, split it into separate files using a PDF tool (such as Adobe or PDFgear) before uploading.
Bills must not exceed 50 pages. Longer files trigger errors — trim the file to the essential pages.
Only relevant bills
Upload only documents related to consumption or GHG calculations: electricity, natural gas, water, waste services, steam, and district heating bills.
Do not upload rent invoices, rainwater fees, street cleaning charges, advance payments, or meter installation bills. If a bill contains pages with this kind of content, trim those pages before uploading.
Sewage / sewer water is not currently tracked in Scaler, so don't upload sewer-only bills. If a water bill combines drinking water and sewer charges, upload it as normal — the sewer portion stays out of scope and won't be synced to a meter.
No duplicates
Duplicate bills are rejected. Before uploading:
- Check the bill hasn't already been submitted — compare file names, dates, and descriptions against previous uploads.
- If you have the same bill in multiple formats (PDF download, email attachment, scan), upload one copy only.
- Keep your billing documents organised by date and submission status so you can track what's been uploaded.
Label bills by asset and meter in the file name where possible — this helps you verify the extracted data lands on the right asset and meter.
Additional resources
- Mapping assets and meters on the Automations page — Connecting assets and meters to data sources
- Automated utility data sync — Automate data collection directly from utility provider portals
- Setting up your API Integration — Complete guide to connecting a third-party API with Scaler
- Automations & Integrations — Overview of all automation options in Scaler