Frequently Asked Questions
We’ve compiled answers to the most common questions about bill validation. If you don’t see your question here, please get in touch and we’ll be happy to help.
General Questions
1. What exactly is bill validation?
Bill validation is a forensic review of your utility invoices to confirm you’ve only been charged for what you’ve actually used, at the correct agreed rate, under the right terms. It checks for errors such as incorrect unit rates, misapplied standing charges, estimated reads, duplicated charges, or hidden fees. The goal is to stop cost leakage and recover money you shouldn’t have paid in the first place.
2. Why is it important for my business?
Utility bills are one of the largest controllable overheads for UK companies. With spends between £500k and £5M per year, even small percentage errors add up to six-figure losses over time. Bill validation provides assurance that budgets are accurate, forecasts are reliable, and board reports are credible. It protects margins against hidden cost leakage.
3. How far back can errors be claimed?
In the UK, most suppliers allow claims up to six years back. That means if you’ve been overpaying since 2019, you may still be entitled to refunds. The exact period depends on supplier terms and circumstances, but six years is the benchmark we work to when validating historical bills.
4. What types of errors are most common?
- Incorrect tariff or rate applied after contract renewal.
- Duplicate invoices issued and paid.
- Wrong meter multipliers applied to usage.
- Charges applied to sites that are closed or vacated.
- VAT incorrectly charged on non-VATable elements.
- Standing charges billed outside agreed structure.
5. How much money can we realistically recover?
It varies widely by client, but in our experience mid-market businesses typically recover 1–3% of annual utility spend through bill validation. On a £2M spend, that equates to £20k–£60k per year, with additional historical refunds possible. Even when no refunds are due, validation delivers assurance and risk protection that boards value.
6. What happens if no errors are found?
That’s still a positive outcome. You gain confidence that budgets, forecasts, and ESG reporting are based on accurate data. You also demonstrate good governance to the board, auditors, and regulators. Validation is as much about risk protection as it is about recovering money.
Process Questions
7. What information do you need from us?
We typically ask for copies of your recent utility bills, details of your contracts, and basic site information (meter numbers, supply addresses). If you choose, you can upload these securely through our Validate Your Bill form. We keep the process light-touch for your team — most clients spend less than two hours pulling information together.
8. How long does the validation process take?
Initial reviews can be completed within 2–4 weeks, depending on the number of sites and complexity of contracts. Claims and recoveries may take longer as they require supplier cooperation, but you’ll receive a clear timeline and regular updates. We make the process transparent and predictable.
9. Will this affect our relationship with suppliers?
No. Most suppliers accept that billing errors occur and have processes for resolving them. Our approach is professional, evidence-based, and non-confrontational. In fact, many suppliers welcome external validation because it improves accuracy and reduces disputes later.
10. Do we need to change supplier to benefit?
Not at all. Bill validation works with your current supplier contracts. If you are planning a switch, validation ensures you start the new contract from a clean and accurate baseline.
Financial & ROI Questions
11. How is bill validation charged?
We typically work on a success-based fee for historical recoveries — meaning we only charge if we recover money for you. For ongoing monthly validation, we offer fixed transparent fees that scale with your portfolio. This gives you predictable cost and measurable ROI.
12. How do I present the business case to my board?
Boards respond well to risk protection, governance assurance, and ROI. We provide clear reports that show errors found, refunds secured, and assurance achieved. These reports are audit-ready and can be included directly in board packs. Many finance directors use validation findings as a visible demonstration of cost control and governance diligence.
13. What if the supplier refuses to refund?
Suppliers are legally obliged to correct demonstrable billing errors. While some cases require persistence, the vast majority are resolved without escalation. In rare situations, we can support you with escalation strategies or third-party resolution mechanisms.
Risk & Compliance Questions
14. What risks do I run if I ignore bill validation?
You risk hidden cost leakage, overstated budgets, inaccurate ESG disclosures, and exposure to audit challenge. Errors can accumulate for years without detection, leading to six-figure losses and reputational risk. In short, it’s a governance blind spot that boards increasingly expect to see addressed.
15. How does validation support ESG reporting?
Accurate carbon reporting relies on accurate energy data. If bills are wrong, your Scope 1 and 2 emissions reporting will be wrong. Validation ensures the foundation data is correct, strengthening the credibility of your ESG disclosures and protecting board reputation.
Data & Privacy Questions
16. How do you handle our data?
We take data security seriously. Bills and contracts are stored securely, accessed only by our validation team, and deleted when no longer required. We never share your information with third parties without your explicit permission. See our Privacy Policy for full details.
17. Is our information shared with suppliers?
Only when necessary to resolve claims, and always with your authorisation. We represent you professionally, presenting validated evidence to suppliers. Your internal data is never shared without need or consent.
Still Have Questions?
If your question isn’t covered here, we’d be happy to answer it directly. The quickest way to start is by validating a recent bill. Upload it securely today, and we’ll show you what’s possible.