The monthly emissions data routine: a 20-minute close

1. Open the action inbox. It lists last month's missing facility-months and anything that needs confirming.
2. Upload last month's invoices. Electricity, heating and fuel, using document scan.
3. Enter non-invoice data. Production volumes, vehicle fuel from fuel cards, business trips.
4. Confirm flagged values. Anything the scanner was not sure about waits for your confirmation.
5. Glance at data quality. Coverage for the month should read complete, with no new reconciliation findings.
6. Check the dashboard trend. A month that jumps or drops sharply is usually a typo or a missing bill.

• Document scan for electricity and fuel invoices as PDF or phone photo. Values are extracted automatically and the original is attached as evidence.
• Manual entry for production volumes, fuel logs, trips and anything without an invoice. A guided form asks only what that category needs.
• CSV import for meter data or ERP exports and many months at once.

Three rules apply to every entry. One period per record. Attach evidence whenever you can. Do not double-count: if a fuel is scanned from an invoice, do not also type it in.

• Missing facility-month: upload or enter the data. If the site genuinely used none, record that with a note.
• Confirm scanned value: compare with the document, then correct or confirm.
• Does not reconcile: open the record, check quantity and unit, and re-save.
• Evidence missing: attach the invoice or source file if you have one.

Karbon360 can remind you by email when a month is due or tasks are open, so keep your address current in Profile. In multi-site companies, have each facility owner clear their own items by the 15th, and the finance lead review data quality afterwards.

• Emissions data quality — coverage and reconciliation
• GHG inventory checklist — the year-end close