Utility Cost Control Copy Pack

A plug-and-play implementation kit you can set up in 60–90 minutes to establish:

• a Utility Account Roster (what exists, who owns it)
• a monthly bill intake log (period, usage, cost, demand where applicable)
• a bill QA checklist (catch common errors)
• anomaly triage (spikes/dips with root cause tags)
• dispute tracking + dispute script (so credits get recovered)
• a utility savings opportunities register
• a monthly utility close cadence + KPIs

Built for complete value chain intelligence:

• Cost reduction: identify billing errors, rate/tariff issues, demand spikes, avoidable fees; create a savings pipeline you can prove
• Risk mitigation: reduce dispute chaos, improve auditability, reduce surprise spikes, standardize evidence and ownership
• Carbon impact (secondary): better usage data quality improves Scope 2 reporting, but this pack is cost-first

Beginner-safe truth: Utility savings often come from discipline (QA + dispute follow-through), not sophisticated modeling.

Most bills typically include:

• billing period dates (start/end)
• usage (kWh, therms, gallons, etc.)
• cost (supply + delivery + fees + taxes)
• for electricity often: demand (kW) and sometimes time-of-use rates

If you don't capture period + usage + cost, you can't compare month-to-month reliably.

Use this pack if any of these are true:

• you don't know all utility accounts/providers across sites
• bills are approved without basic QA
• bills spike and nobody can explain why
• disputes are ad hoc and credits are not consistently recovered
• you want a simple system to identify waste and opportunities monthly

Step 1 — Create your folder structure (10 minutes)

• Utility_Cost_Control/
  • 01_Account_Rosters/
  • 02_Bills_Raw/
    • YYYY/
      • MM/
  • 03_Evidence_Library/ → Site_Name/
  • 04_QA_and_Anomalies/
  • 05_Disputes_and_Credits/
  • 06_Savings_Opportunities/
  • 07_Method_Notes/

Beginner rule: evidence must be stored with stable links or disputes and audit trails fail.

Step 2 — Build the Utility Account Roster (15–20 minutes)

Start with your top sites by utility spend. For each site and utility type, capture provider + account #. If unknown, write "Unknown" and assign an owner.

Step 3 — Start the Monthly Bill Intake Log (15 minutes)

Capture the minimum:

• site, provider, account, period dates, usage, cost, evidence link

Step 4 — Implement QA checks (10 minutes)

Use the QA checklist on every bill (or at minimum top accounts). If flagged, add it to the anomaly triage table and/or dispute tracker.

Step 5 — Stand up disputes + credit recovery (10 minutes)

Use the dispute tracker. Rule: disputes aren't done until credits are received/applied.

Step 6 — Install the monthly utility close cadence (5 minutes)

Schedule:

• "Monthly Utility Close" (30 minutes)