Automated Conservice Utility Invoice Variance Flags
Every Monday, WebRun opens Gmail, reads the past week's provider utility invoices for water, electric, and gas, checks each property's cost and usage in Conservice against its trailing average, logs any invoice that varies by more than a set percent to a Google Sheet with the likely reason, and leaves it there for your team to approve before payment.
How do I catch utility provider invoices that look wrong before I approve them?
Every Monday, WebRun reads the week's provider utility invoices in Gmail and checks each property's cost and usage in Conservice against its trailing 6 month average. Any invoice that varies by more than a set percent gets logged to Google Sheets with a likely reason and marked pending approval, so nothing unusual gets paid without a second look.
- Unusual provider invoices get a second look before they're paid
- Rate changes and read estimates surface instead of hiding in the total
- Every flagged invoice comes with a likely reason, not just a number
Built for utility billing teams · accounts payable for multifamily · property accountants · RUBS administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read incoming provider invoices
gmail.com
WebRun opens Gmail to read incoming provider invoices. - Open Gmail and pull the past week's invoice emails from your water, electric, and gas providers
- Extract the account, billing period, total cost, and usage from each invoice
- Match each invoice to the correct property and provider account in Conservice
Done when Every invoice received this week is captured with its cost, usage, and property match.
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2
Conservice - compare cost against trailing average
conservice.com
WebRun opens Conservice to compare cost against trailing average. - Open Conservice and pull each property's trailing 6 month average cost and usage for that provider
- Compare the new invoice's cost and usage against the average
- Calculate the percent variance for both cost and usage
Done when Every invoice has a calculated variance against the property's trailing average.
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3
Google Sheets - log invoices that vary
google.com
WebRun opens Google Sheets to log invoices that vary. - Log any invoice whose cost or usage varies by more than 15 percent to the review sheet
- Note the likely reason: a rate change, a read estimate, or a real usage change
- Leave the invoice marked pending approval, not paid
Done when Every invoice above the variance threshold is logged and marked pending approval, none are paid.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it approve or pay the invoice itself?
No. WebRun only logs invoices that vary from the property's trailing average and marks them pending approval. Paying an invoice is always a human decision.
How big a swing does it take to get flagged?
An invoice whose cost or usage moves more than 15 percent from the property's trailing 6 month average with that provider. You can set a tighter or looser threshold.
Does it read invoices that arrive as PDF attachments?
Yes. WebRun reads PDF invoice attachments in Gmail the same way it reads inline billing emails, so the cost and usage are captured either way.
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