Utility expense management and rebilling

The client provides utility expense management services, helping businesses reduce costs across energy, waste removal, telecom, and cellular expenses through invoice review, bill payment and processing, data analysis, and procurement support. Managing that data accurately at scale, especially for businesses running many locations at once, is a challenge most companies aren’t equipped to handle on their own.

One of the client’s own customers needed a way to manage utility rebilling across a large, complex set of end-user accounts. Each month brought in a feed of utility bills with charges spread across a couple hundred separate companies, and the client had to allocate those charges correctly and generate prorated invoices to rebill them. At roughly 4,000 transactions and 180 invoices a month, the volume had outgrown what a manual process could reliably handle.

Gavant built a new platform to manage the monthly rebilling workflow end to end. Staff could upload large source files of utility expense data and map it to the correct end-user accounts, with the system handling invoice generation and scheduled delivery automatically from there. Reporting, reconciliation, and billing system integration gave the team full visibility without the manual cross-checking the old process had required.

What had consumed two full-time employees dropped to a handful of hours a month. Since the system went live, monthly transaction volume has grown 58% and invoice volume 48%, all absorbed by the same automated process without adding headcount. For a system built around one specific, high-volume customer relationship, that headroom mattered: the client could keep growing that account without the manual process becoming the limit on how far it could go.