Turning a quote into a purchase order, then matching that purchase order against the invoice that eventually comes back, is one of the more repetitive jobs sitting between asset managers and their contractors. 

Alentis automates the whole chain: extracting information from an uploaded document straight into a template you define, then using that data to track spend, payment terms and outstanding amounts as they move through the business. 

The same tool works for either side of the transaction, whether you're the asset manager raising the order or the O&M provider issuing the invoice.

At a glance

• Turns an uploaded quote into a purchase order automatically, in a template you define

• Checks invoices against the original quote to catch mismatched amounts

• Real-time currency conversion

• Used by both asset managers and O&M providers, on either side of the same transaction

• One utility-scale customer already generates hundreds of invoices a month through Alentis, with conversion to Chile's inflation-linked Unidad de Fomento (UF)

The challenge

Purchase orders and invoices are still created by hand by asset management and O&M teams. Someone copies figures from a quote into a template, then checks that figure again weeks or months later against whatever invoice comes back. 

It's slow, and it's exactly the kind of repetitive, manual data entry that produces mistakes. 

Industry benchmarking from APQC found that automated invoicing results in half the error rate. Combined with the cost saving of time spent by teams (estimated to be $15-40 per invoice, according to Ardent Partners, 2025)

For asset managers working across many contractors and sites, those small errors accumulate into a real gap between what was agreed and what gets paid.

The solution

Alentis scans and extracts the information from an uploaded quote or invoice and populates it into a template you define, cutting out manual form filling on both sides of the transaction. That extracted data feeds directly into your spend tracking, so outgoing commitments and payment terms sit in one place rather than being pieced together from separate documents. 

When the actual invoice arrives, Alentis checks it against the original quote to flag any mismatch in the amounts, before it gets anywhere near being paid.

Documents can be scanned and extracted in multiple languages, and the Alentis interface itself is available in English, Spanish and German, so the same workflow can be used for international portfolios.

A regional example: Chile

One utility-scale client uses this workflow to manage a process that reflects how contracting works in Chile. Contractors send quotes to the client's asset management team, who choose a contractor and generate a purchase order to send back. The contractor then invoices for the work once it's done.

Alentis also tracks the allocation of these funds together with the payment timeframe (e.g invoice due within 30 days of work completion). This allows teams to maintain a view of the financial forecast and ensure payments are completed on time. 

Many Chilean contracts price in Unidad de Fomento (UF), an inflation-linked unit of account rather than a fixed currency, so keeping purchase orders, liquidity forecasts and invoices aligned means converting between UF, Chilean pesos (CLP) and the client's own reporting currency at the live rate. Alentis handles that conversion automatically as part of the same workflow, alongside EUR, GBP and USD.

The impact

The client now generates hundreds of invoices a month through Alentis, each one checked against its original purchase order before payment. 

Purchase orders, once a manual step prone to keying errors, are now generated straight from the quote, in the client's own branded template.

Book a quick 30-minute demo for Alentis today to get access to our generation & finance modules and much more.