Automating multi-tenant utility billing across US cities
The project touch points
Challenges
The customer was facing significant operational challenge in distributing utility bills (water, gas, and electricity) to their tenants, thousands of individuals and businesses.
They needed to send each tenant a consolidated document containing all their utility charges. Their existing system generated large, undivided PDFs—one for all water bills, one for gas, and one for electricity etc.
Each PDF listed every tenant’s charge in order, making it difficult to extract individual documents. The client’s back-office team had to manually separate the relevant pages for each tenant, create individual folders, and ensure that each tenant’s complete utility document set was placed in their respective folder. Once organized, the team would email the correct files to the tenants.
This process was not only labor-intensive but also prone to errors, potentially leading to privacy breaches, delays in payment processing, and an increased risk of compliance violations.
Solutions
In just 10 days, we implemented an automated solution that completely took over the entire PDF management process: it automatically read the massive utility PDFs, identified the relevant IDs for each tenant, and intelligently divided the documents into individual segments before categorizing them.
It then organized each tenant’s utility bills (water, gas, electricity) into the correct folder, packaging the documents together.
But the automation didn’t stop there. The solution also handled archival and auditing functions, ensuring that all files were properly stored and traceable. Finally, it sent out the emails automatically, ensuring that each tenant received their correct bills, error-free and on time.
Key points
Challenges
The customer was facing significant operational challenge in distributing utility bills (water, gas, and electricity) to their tenants, thousands of individuals and businesses.
They needed to send each tenant a consolidated document containing all their utility charges. Their existing system generated large, undivided PDFs—one for all water bills, one for gas, and one for electricity etc.
Each PDF listed every tenant’s charge in order, making it difficult to extract individual documents. The client’s back-office team had to manually separate the relevant pages for each tenant, create individual folders, and ensure that each tenant’s complete utility document set was placed in their respective folder. Once organized, the team would email the correct files to the tenants.
This process was not only labor-intensive but also prone to errors, potentially leading to privacy breaches, delays in payment processing, and an increased risk of compliance violations.
Solutions
In just 10 days, we implemented an automated solution that completely took over the entire PDF management process: it automatically read the massive utility PDFs, identified the relevant IDs for each tenant, and intelligently divided the documents into individual segments before categorizing them.
It then organized each tenant’s utility bills (water, gas, electricity) into the correct folder, packaging the documents together.
But the automation didn’t stop there. The solution also handled archival and auditing functions, ensuring that all files were properly stored and traceable. Finally, it sent out the emails automatically, ensuring that each tenant received their correct bills, error-free and on time.
Key points
Results
This automated solution eliminated the need for back-office staff to manually handle the PDFs, significantly reducing time, costs and human error. The risk of privacy violations was removed. Additionally, the entire process—from document generation to delivery—became faster, enabling tenants to pay their bills on time without delays caused by mismanagement or mistakes.
By integrating automation into the document handling process on OpenText Content Management (Extended ECM), AnswerConsulting not only improved efficiency and accuracy but also ensured full compliance with data privacy regulations. The client now enjoys a streamlined, error-free billing process that is scalable and future-proof.
Products
- OpenText Content Management (Extended ECM)
- AnswerModules’ Module Suite
120+
Success stories
We draw on a spotless track record of hundreds of successful transformations across OpenText and Salesforce platforms, creating future-ready digital ecosystems.
"Thanks to our partners' dedication and expertise, the solution provided to the EEAS offers flexibility within the stringent confines of EU regulations we were looking for. This adaptation not only complements our mission but significantly boosts our operational capabilities, greatly helping our global diplomatic activities."