Reconciling generation against billing is one of the most repetitive jobs in solar asset management, and a perfect use case for AI to make the lives of asset managers easier.

One Alentis customer was reconciling more than 300 export statements every month with macros. Using our custom automation builder, he replaced that process with an automated workflow that now runs with almost no manual input.

At a glance

• 300+ export statements reconciled automatically each month

• Multiple offtakers, including EDF, Octopus Energy, TotalEnergies, Statkraft and several others, all handled in one automation

• Reconciliation time cut from around a week to a few hours per month

• Built entirely in Alentis's custom automation builder, no code required

The challenge

Each month, the customer received over 300 export statements from multiple utility providers, including EDF, Octopus and TotalEnergies. The statements arrived by email in a mix of formats including PDFs and Excel spreadsheets, each with its own layout and structure.

To make matters worse, providers were increasingly moving from spreadsheets to PDFs, which meant a completely different format of data, causing macros to break. This meant the customer had to manually enter these values directly into their accounting software, taking time away from more valuable work.

Reconciling them meant opening every statement, running macros to pull out the relevant figures, then manually copying those values into his own accounting spreadsheets. The customer spent roughly a week each month, and the potential for human error mounted with every manual step. A misread figure or missed statement could then throw off revenue reporting across a whole set of sites.

The solution

Rather than adding headcount or accepting the admin as a fixed cost, the customer used Alentis's custom automation builder to design his own reconciliation workflow.

The workflow starts with a trigger: an email. He set up a forwarding rules in Outlook so that statements from each utility provider get sent automatically to a dedicated Alentis inbox as soon as they come in.

From there, Alentis takes over. The automation agent scans each attachment, extracts the relevant figures regardless of format, and reconciles them against the customer's generation data.

Once reconciliation is complete, the workflow pushes the results directly into SAP, the customer's accounting system, closing the loop from email to ledger without the need for spreadsheets, macros or code.

The impact

The customer now spends a few hours a month reviewing reconciliations, down from around a week. The time he does spend on this workflow is now largely oversight rather than data entry; checking flagged discrepancies rather than re-keying figures from scratch.

Because the workflow was built in Alentis's automation builder rather than commissioned as one-off code, it can be developed as the portfolio grows. Adding a new utility provider or new statement format doesn't mean rebuilding the process, but rather a small addition to a workflow that already works.

Book a quick 30-minute demo for Alentis today to get access to our custom automation builder and much more.