Energy and Renewables

Context

The developer builds and runs solar and wind projects across seven states, each project with its own cost codes and some with their own GSTINs. Engineers and site managers fly to sites every week, and travel cost is capitalised into project assets.

The Challenge

The finance team had to do two things with every ticket: charge it to the right project cost code, and claim the credit at the right GSTIN. Both were done by hand from booking reports, and the two were often out of step.

The company did not want its data leaving its own environment, and its ERP had project rules no standard tool could follow.

What We Did

Through TraCarta Foundry, we built a reconciliation agent that runs inside the company’s own cloud. It reads airline invoices, links each ticket to a traveller and a project using the company’s own records, and proposes the cost code and GSTIN.

Anything the agent is unsure about goes to a person in the finance team, who approves or corrects it. Those decisions are used to improve the matching rules over time.

The Outcome

The agent now matches 94 per cent of tickets to a project and GSTIN without manual work. The finance team reviews the rest each week.

Capitalisation and credit are now based on the same match, so the two no longer disagree.

Timeline

1. Weeks 1–3Project rules and data mapped with the finance team
2. Weeks 4–7Agent built and tested on past invoices
3. Weeks 8–9Parallel run alongside the manual process
4. Week 10Live, with weekly review of exceptions