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Digitize invoices and billing statements – down to line-item level

Whether energy or utility statements, commission or supplier statements, or incoming invoices: billing documents run to several pages, are often scanned and are full of line items, periods and partial amounts. Excalitract reads them in high detail – and shows where every value was found.

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From billing statement to line-item table

From billing statement to line-item table
1 / 3Invoices and statements

Multi-page documents with line items, periods and partial amounts – digital or scanned.

Detail instead of header data

Many tools read only the invoice number and the total. Excalitract maps line items, sub-periods and nested lists in the schema – for example several consumption points with their own periods on one energy statement.

Wrong numbers get expensive

A mistyped amount or consumption value distorts controlling, tenders and billing. With the source location you check every value against the original in seconds.

Missing details stay visible

If a detail is not on the document, the field stays open and goes to review – it never silently becomes zero.

Explained briefly

Invoices and billing statements in one minute

Level of detail

Not just header data – the full structure of the statement

Billing statements are nested: an invoice contains supply or service points, these contain periods, and those contain the line items. Excalitract maps exactly this structure in the schema and delivers it unchanged in the export – instead of squeezing everything into one flat row.

  • Lists within lists Nested lists in the schema – from the statement down to the single line item.
  • One sheet per level The Excel® export creates a separate sheet for each list level, linked by IDs.
  • Source location per line item Even a single line item carries its source location in the document.
  • Bulk approval Approve many documents at once – open required fields block approval.
A billing statement down to line-item levelA billing statement is broken down into its hierarchy: statement, two supply points, several periods per supply point and individual line items within them. The Excel export gets one sheet per level.Statement RE-2025-0815€1,284.50Supply point AMeter 1234-5678Period 01/01–06/303.120 kWhEnergy price · 3,120 kWh × €0.28873,60 €Standing charge · 6 months54,00 €Period 07/01–12/312.870 kWhSupply point BMeter 8765-4321Export to Excel® – one sheet per list levelStatementSupply pts.PeriodsLine items

Every amount with its source location

Excalitract links the extracted value to its place in the document. Reviewers see at once where the number comes from – in the example, a consumption value from an energy statement.

Extracting a value with its source locationIn the original document, the location of a value is highlighted. A line connects the highlight to the extracted field “Consumption 2025: 48,210 kWh”, which carries the source location page 2, line 14.Page 2Field: Consumption 202548,210 kWhSource: p. 2, line 14From value to sourceHighlighted in the originalExtracting a value with its source locationIn the original document, the location of a value is highlighted. A line connects the highlight to the extracted field “Consumption 2025: 48,210 kWh”, which carries the source location page 2, line 14.Page 2Field: Consumption 202548,210 kWhSource: p. 2, line 14From value to sourceHighlighted in the original

Gaps stay gaps

If a required value is missing, it is flagged and sent to review. No invented zeros end up in your analysis.

“Not found” never becomes zeroA field that is not in the document is not filled with 0. The zero is crossed out, the field visibly stays open and is marked “Required value missing”. The document goes to review, and approval is only possible once the value has been resolved.no entryField: Meter number0— not foundRequired value missing→ to a human for reviewApproval blocked until the value is resolved“Not found” never becomes zeroA field that is not in the document is not filled with 0. The zero is crossed out, the field visibly stays open and is marked “Required value missing”. The document goes to review, and approval is only possible once the value has been resolved.no entryField: Meter number0— not foundRequired value missing→ to a human for reviewApproval blocked until the value is resolved
Typical fields

These are the values Excalitract extracts for you

Examples – you define exactly which fields are extracted in the schema.

  • Issuer, recipient and customer number
  • Invoice or statement number and date
  • Billing period and sub-periods
  • Line items with quantity, unit and unit price
  • Consumption or service points, e.g. meters
  • Net, tax and gross amount

Your result

  • Structure historical invoices and statements in one run
  • Line items and periods as Excel® with one sheet per list level
  • A traceable data basis for controlling, tenders and audits
Demo

See Excalitract with your documents

No standard show: we prepare the demo for your documents and fields. Afterwards, you will know how Excalitract handles your document collection – and how you can measure it on a test set of your documents.

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