Observations

To ensure high-fidelity data extraction, Arcadia’s processing engine requires a clear 1:1 relationship between a digital file and a utility statement. Challenges arise when the "unit of work" is compromised by either the file structure or the origin of the data:

Statement Chains

In some scenarios, customers attempt to pass on a single PDF "chain" that contains multiple separate utility bills. This is more common for high-volume customers that combine multiple separate utility bills (different accounts, providers, or months) into a single PDF, and for customers dealing with indirect sources like landlords or property managers.

Indirect Sources

Data does not always come directly from a utility provider. Invoices generated by landlords, sub-metering companies, or third-party bill-pay providers are considered "Indirect Sources." These documents often lack the standardized metadata found on direct utility bills.

Policy

Arcadia enforces strict guidelines on file composition and source attribution to maintain data quality and satisfy Service Level Agreements (SLAs):

• Every unique source file must contain exactly one utility provider and one invoice. Arcadia does not support "statement chains." If a customer receives a combined statement chain, that chain must be split into individual invoices before uploading. This is especially critical when utilizing the Files Module.
• Data from indirect sources is attributed to the intermediate provider (e.g., the landlord) rather than the underlying utility. This is to maintain honesty - the "provider" of the bill was not the underlying utility in this case. Because indirect sources often provide incomplete or non-standardized data, they are modeled differently and may be exempt from standard data quality or processing SLAs.
• Customers must explicitly identify and separate indirect sources during the onboarding and upload process.

FAQs

Why can't Arcadia process a PDF that contains all 12 months of my history combined?

Our templates are engineered to map a single billing period to a single statement object. A "chain" of 12 months in one file creates mapping conflicts that prevent automated extraction. You must split the file into 12 individual PDFs.

Who should I talk to if I have a large volume of indirect source data?

We recommend working directly with your Customer Success (CS) and Account Management (AM) contacts. They can help determine the best modeling approach for these non-standard sources.

What happens if I upload a bill from my landlord instead of the utility?

This is treated as an "Indirect Source." Because these "Indirect Sources" oftentimes lack required data, Arcadia has special processes to work with these sources. Please contact and work with your CSM.

How do I handle a third-party bill-pay summary?

Summary documents from third-party providers are also considered indirect sources. Because they often aggregate data or omit line-item details, they may not meet the data completeness requirements for advanced analytics. Similar to above, please work with your CSM.

Conclusion

The integrity of the source document is the foundation of the Arcadia data model. By adhering to the single-invoice file policy and distinguishing between direct and indirect sources, customers ensure their data remains auditable and compatible with automated processing. While indirect sources provide a necessary "bridge" for certain sites, maintaining direct utility connections remains the gold standard for data accuracy and SLA compliance.