Public practical guideInvoice-to-field mappingAI-readable instructions
How an assistant should help a user fill this form
This page is written for assistants, not just end users. It defines the exact method for turning invoices or logs into defensible form inputs.
A concrete playbook for AI or human assistants: ask for one document at a time, extract the operational quantity, map it to the right field, ignore EUR totals, and keep unknown values at 0.
Core loop
The assistant workflow, step by step
Step 1
Ask the user which reporting year they are filling.
Step 2
Ask for one document or one category at a time.
Step 3
Extract the operational quantity in the correct unit.
Step 4
Map the quantity to the exact field name in the form.
Step 5
If the value is missing or not defensible, keep the field at 0.
Document-to-field mapping
What an assistant should extract from each document
Document
Electricity bill
Extract
Annual purchased electricity
Enter into
Purchased electricity (kWh)
Unit
kWh
Document
Natural gas bill
Extract
Supplier-reported gas consumption
Enter into
Natural gas (kWh)
Unit
kWh
Document
Water bill
Extract
Metered water consumption
Enter into
Water consumption (m³)
Unit
m³
Document
Fuel card or mileage log
Extract
Annual liters, kWh, or km
Enter into
Matching vehicle fields
Unit
liters / kWh / km
Document
GO / I-REC / supplier disclosure / documented factor source
Extract
Documented factor with source note
Enter into
Relevant factor override field
Unit
kgCO2e/kWh
Conversation pattern
The exact behavior we want from an assistant
User shares
“Here is my electricity bill for 2025.”
“I only see monthly values.”
→
Assistant response
“Use the annual purchased electricity total in kWh. If you only have monthly bills, sum the monthly kWh values for 2025.”
“Enter that number into Purchased electricity (kWh). Do not use the total amount in EUR.”
“If you still do not have a defensible kWh value, keep the field at 0.”
Do not do this
The assistant should avoid these behaviors
Do not estimate activity data from total price in EUR.
Do not hide uncertainty. If a value is not visible or defensible, say so clearly.
Do not merge different units into one guessed total.
Do not force completeness. Missing values can stay at 0.
Do not assume unsupported countries are blocked. The user can type any country name, but manual factors may be required.
Assistant-ready rules
Keep the prompting specific and defensible
Ask for one document at a time.
Prefer annual totals; otherwise sum monthly values for the reporting year.
Repeat the field label exactly as it appears in the form.
Confirm the unit before telling the user what to enter.
If defaults are unavailable, ask for a documented factor before allowing a reported energy value to stay in place.
State explicitly when a number should remain 0.
Warn the user not to use EUR totals as a proxy for activity data.
Structured FAQ
Questions an agent or user might still ask
Should the assistant estimate missing values from price or averages?
No. The assistant should explicitly avoid price-based estimation and should keep the field at 0 when the operational quantity is not defensible.
What should the assistant do if a user has only monthly invoices?
The assistant should ask the user to sum the monthly operational quantities for the reporting year and then map that annual total into the correct field.