What to Look for on Your Utility Bill: A Facility Manager's Audit Checklist

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Most billing errors are invisible to the untrained eye. A few are not — if you know where to look.

Utility invoices are not designed to be audited. They are designed to communicate a total amount due in a format that is technically accurate enough to withstand regulatory scrutiny without making the underlying calculations easy to verify. For facility managers who process dozens or hundreds of invoices per month, the practical reality is that most invoices get paid without meaningful review.

But some errors are detectable with a structured checklist and a few minutes of attention per invoice. This guide covers what facility managers can realistically catch on their own — and what requires the deeper tariff expertise of a professional audit.

Check One: Is the Rate Schedule Correct?

Every invoice identifies the rate schedule under which it is billed — usually a tariff code or rate class designation. Check that this matches the rate class you expect your facility to be on. If you have never verified your rate class against the utility's published tariffs, this is the starting point for a more thorough audit.

Red flag: the rate class on your invoice changed without notification, or the rate class listed does not match what was on previous invoices. Rate class changes require regulatory approval and should come with formal notice from the utility.

Check Two: Does the Billing Period Match Your Meter Read Dates?

Every invoice states a billing period defined by two meter read dates. Verify that the period length is consistent with your typical billing cycle — usually 28 to 32 days. Unusually short or long billing periods can indicate estimated reads, meter access problems, or billing system errors that distort the apparent consumption on that invoice.

A billing period of 45 days followed by a period of 18 days is not just an inconvenience — it affects demand charge calculations, time-of-use allocations, and consumption benchmarks in ways that can generate overcharges that don't correct themselves automatically.

Check Three: Is Total Consumption Consistent with Prior Periods?

Compare this month's total consumption to the same period in prior years. Significant unexplained increases — absent a known change in occupancy or operations — are a signal worth investigating. The cause could be a meter malfunction, a billing system error, or an actual operational issue like equipment failure or an HVAC system running out of setpoint. Either way, the invoice warrants a second look before payment.

Check Four: Is the Demand Charge Calculation Consistent?

If your rate includes a demand charge, verify that the peak demand figure on this invoice is plausible relative to your facility's operations. A demand reading significantly higher than prior months without a known operational explanation — major new equipment, unusual occupancy, or a building systems event — may reflect a meter malfunction or a billing error in the interval data processing.

Note the specific demand reading and compare it to the prior 12 months. If it stands out as an outlier, request the interval data from the utility and have it reviewed before paying.

Check Five: Are Taxes and Surcharges Applied Correctly?

Identify every tax and surcharge line on the invoice and verify that each applies to the correct consumption or demand base. Common errors include:

• Sales or use tax applied to the full invoice when a portion of your consumption is exempt
• Renewable portfolio standard surcharges calculated on an incorrect consumption base
• Customer charges applied at the wrong rate following a tariff update
• Duplicate surcharge line items from a billing system update

Check Six: Has Any Credit or Adjustment Been Applied Correctly?

If the utility issued a credit or adjustment on this invoice — settling a prior dispute, correcting a prior billing error, or applying a rate change retroactively — verify that the credit amount and the period to which it applies match your records of what was agreed. Adjustment calculations are a frequent source of secondary errors: the utility acknowledges a problem and issues a correction, but the correction itself is calculated incorrectly.

What a Checklist Can and Cannot Catch

These six checks are accessible to any facility manager willing to spend a few minutes per invoice. They will catch obvious anomalies, suspicious patterns, and some direct errors. What they will not catch is the full range of tariff compliance errors, rate misclassification, retroactive billing period adjustments, or metering infrastructure issues — issues that require tariff expertise and access to the utility's underlying metering and billing data.

GETCHOICE! performs that deeper layer of audit across your entire portfolio — finding the errors a checklist cannot surface and managing the recovery process for every one it identifies.

Ready to Move Forward?

Let GETCHOICE! audit your utility bills beyond the checklist. We can help you find the errors that aren't visible on the surface and recover what you are owed.