Utilities can often make up a significant portion of an organisation’s budget. When factoring in operational overheads, stretched resources, and rising bills, these costs can quickly escalate.

As an energy management consultancy and utility management software provider, TEAM has seen a growing number of organisations choosing to outsource their utilities management. Rob Webb, Bureau Operations Manager at TEAM, looks at the limitless opportunities to enhance data quality, reduce costs, and future-proof energy management.

Advanced Data Quality

Accurate and efficient energy management hinges on high-quality data, which can be tricky to deliver without sufficient or dedicated resources. An outsourced bill management service prioritises data quality, ensuring that your utility usage and spend is measured and monitored precisely. These services employ dedicated analysts who process your data promptly, often within 24 hours of receipt, using advanced utility tracking software. Regular health checks and robust data quality frameworks ensure that your data is accurate, complete, consistent, and timely.

Domain Expertise

Outsourcing bill validation allows organisations to focus on their core expertise, making their business a success and freeing up resources for achieving net zero. An outsourced service is always available with a consistent level of service, with no holidays or sick leave, 52 weeks a year. These services act as an extension of your team, providing expert advice and insights into your energy usage.
Partnering with a dedicated energy expert eliminates the need to find, fund, and train staff for successful utility bill management. They handle the complexities of bill validation, correct billing errors, and ensure compliance with industry regulations, enabling you to focus on more strategic energy or carbon reduction projects.

Financial and Commercial Benefits

Cost savings are a primary driver for organisations considering outsourced bill management. These services can process large volumes of queries and recover significant amounts on behalf of their clients. On average, customers recover nine times the cost of the service through proactive identification and resolution of billing anomalies. Outsourcing saves the administrative burden of supplier debt chasing, bill processing data entry and payment file creation. This allows businesses to reallocate resources to more strategic initiatives, enhancing overall efficiency and profitability.

Regulatory Changes and Complex Charges

With the use of a utility bill management software, energy bureau specialists help prevent organisations being overcharged or charged incorrectly because of new and complex charges and manage the full spectrum of potential network charges on future bills. Changes in regulations can impact billing practices, energy billing specialists understand how changes affect billing and can ensure businesses remain compliant and avoid unexpected charges. With the new industry-wide framework, Market-wide Half Hourly Settlement (MHHS), there is increased frequency of raw data collection, automated bill validation services can ensure accuracy along with cost recovery.

Tackling Historic Invoices

Dealing with historic invoices can be particularly challenging, especially when suppliers seek payment for old bills. Outsourced bill management services have experience in managing aged debts. They can present the correct information and highlight factors that may eliminate your responsibility for the debt. This expertise can save your business substantial amounts on large, unexpected bills.

Managing Accruals and Overestimations

Accruals and overestimations are common issues in utility billing. Outsourced services can help manage these by ensuring that meter readings are accurate and that bills reflect actual usage. They work closely with suppliers and meter operators to correct any discrepancies, preventing overpayment and ensuring that your bills are accurate. This proactive approach helps maintain financial stability, supports year-end budgeting, and facilitates monthly forecasting, preventing unexpected costs.

A strategic move to sustainability

Outsourced bill management offers a comprehensive solution for businesses looking to optimise their utility management. From ensuring advanced data quality and providing impartial utility expertise to delivering financial benefits and handling unique billing scenarios, these services offer a range of advantages. By tackling historic invoices and managing accruals and overestimations, they provide peace of mind and allow businesses to focus on their core activities. In an increasingly complex energy landscape, outsourcing your bill management can be a strategic move towards greater efficiency and cost savings.