SECR Energy Data Collection: What Bills Do You Need?

Accurate Streamlined Energy and Carbon Reporting (SECR) compliance starts with comprehensive energy data collection. Yet many UK businesses struggle to identify exactly which bills, receipts, and documents they need to gather for their annual SECR report.

This definitive guide provides a complete checklist of every type of energy consumption data required for SECR compliance, where to find it, and how to organize it for efficient reporting.

Why Accurate Data Collection Matters

Your SECR report will be filed with Companies House as part of your Directors' Report and become part of the public record. Inaccurate or incomplete data can lead to:

• Non-compliance penalties from regulatory authorities
• Reputational damage from reporting errors
• Wasted resources on corrections and resubmissions
• Lost opportunities for identifying energy cost savings

The good news? With proper preparation, collecting your SECR energy data is straightforward and can be completed in 30-60 minutes.

Understanding SECR Data Requirements

Under SECR regulations, you must report your UK energy consumption in kilowatt-hours (kWh) and the associated greenhouse gas emissions in tonnes of carbon dioxide equivalent (CO2e).

Scope of Energy Data

SECR requires data covering:

Scope 1 (Direct Emissions):

• Natural gas consumption
• Fuel oil, LPG, and other heating fuels
• Company-owned vehicle fuel consumption
• Onsite fuel combustion

Scope 2 (Indirect Energy Emissions):

• Grid electricity consumption
• Purchased heat or steam
• District heating

Scope 3 (Optional but Recommended):

• Grey fleet business mileage (employee vehicles)
• Business air travel
• Other indirect emissions

While SECR mandates Scope 1 and 2 reporting, many businesses include Scope 3 business travel for a more complete picture of their carbon footprint.

Reporting Period

You need 12 consecutive months of data aligned with your financial year. For example, if your financial year runs April 2025 to March 2026, you need energy bills covering that exact period.

Complete SECR Energy Data Checklist

1. Electricity Bills

What You Need:

• Monthly or quarterly electricity bills for all UK premises
• 12 months of consumption data in kWh
• Bills from all electricity suppliers if you use multiple providers

Information to Extract:

• Total kWh consumption per billing period
• Meter Point Administration Number (MPAN) to identify specific meters
• Supply dates to ensure 12-month coverage
• Tariff type (e.g., day/night rates) for accurate tracking

Where to Find:

• Paper bills posted to your premises
• Email bills sent to accounts/facilities teams
• Supplier online portals (most UK suppliers offer 12-24 months of historical data)
• Accounting software where bills are logged (Xero, QuickBooks, Sage)

Common Suppliers:

• British Gas Business
• EDF Energy
• E.ON UK
• Octopus Energy for Business
• SSE Business Energy
• Scottish Power Business
• Npower Business

Pro Tip: If you have smart meters, you can access half-hourly consumption data through your supplier's app or web portal, providing even more granular insights.

2. Natural Gas Bills

What You Need:

• Monthly or quarterly gas bills for all premises with gas supply
• 12 months of consumption data
• Bills from all gas suppliers

Information to Extract:

• Total kWh or cubic meters consumed (SECR requires kWh)
• Meter Point Reference Number (MPRN) for meter identification
• Supply dates covering your reporting period
• Calorific value if consumption shown in cubic meters (for conversion to kWh)

Conversion Formula: If your bills show cubic meters instead of kWh:

kWh = Cubic meters × Calorific value × 1.02264 ÷ 3.6

Most UK gas bills provide consumption in both units, but if not, the supplier can provide conversion details.

Where to Find:

• Paper or email bills
• Supplier online accounts
• Facilities management records
• Accounting software

Common Gas Suppliers:

• British Gas Business
• Corona Energy
• CNG Energy
• ENGIE
• Gazprom Energy
• Total Gas & Power
• Yu Energy

3. Company Vehicle Fuel Receipts

What You Need:

• Fuel purchase receipts for all company-owned or leased vehicles
• 12 months of fuel consumption data
• Records showing litres purchased and fuel type (petrol, diesel, LPG)

Information to Extract:

• Fuel type (petrol, diesel, electric charging)
• Litres purchased per transaction
• Purchase dates within reporting period
• Vehicle registration (optional but helpful for tracking)

Where to Find:

• Fuel card statements (Allstar, BP, Shell, Esso business cards)
• Company credit card statements
• Expense reports from drivers
• Fleet management system records
• Fuel receipts stored by fleet managers

Alternative Approach: If detailed fuel receipts aren't available, you can calculate fuel consumption from:

• Mileage logs and average fuel efficiency (MPG)
• Vehicle lease agreements showing estimated annual fuel use
• DVLA vehicle data for average consumption by model

Electric Vehicles: If you operate electric company vehicles, track:

• kWh charging consumption at business premises (usually included in electricity bills)
• Public charging receipts showing kWh delivered
• Home charging reimbursements (if employees charge company EVs at home)

4. Grey Fleet Mileage Records

What You Need:

• Business mileage claims from employees using personal vehicles for work
• 12 months of mileage data
• Breakdown by fuel type if available (petrol, diesel, hybrid, electric)

Information to Extract:

• Total business miles traveled per employee
• Journey dates within reporting period
• Vehicle type/fuel (if tracked in expense system)
• Purpose of travel to confirm business use

Where to Find:

• Expense management systems (Expensify, Concur, Receipt Bank)
• Mileage claim forms submitted to HR/finance
• Company car allowance records
• HMRC mileage allowance claims (45p/25p per mile records)

Calculation Approach: If fuel type isn't tracked, use UK average assumptions:

• 60% diesel vehicles
• 40% petrol vehicles
• Apply respective conversion factors

Scope 3 Note: Grey fleet is technically Scope 3 (not mandatory under SECR), but many businesses include it as it represents significant business travel emissions.

5. Heating Oil and LPG Deliveries

What You Need:

• Delivery receipts for heating oil, LPG, or biomass fuel
• 12 months of delivery data showing litres delivered

Information to Extract:

• Fuel type (kerosene, gas oil, LPG, etc.)
• Litres delivered per order
• Delivery dates within reporting period
• Supplier information

Where to Find:

• Delivery notes and invoices
• Purchase orders to fuel suppliers
• Facilities management records
• Supplier account statements

Common Suppliers:

• Certas Energy
• Crown Oil
• Emo Oil
• Watson Fuels
• Flogas Britain
• Calor Gas

Important Note: Heating oil and LPG consumption can be irregular (e.g., large deliveries every few months). Ensure you capture all deliveries within your 12-month reporting period, even if storage tanks span financial years.

6. Renewable Energy Generation Data

What You Need:

• Solar panel generation data (if you have onsite solar)
• Wind turbine output data
• Any other onsite renewable generation

Information to Extract:

• Total kWh generated over 12 months
• kWh exported to grid (if any)
• kWh consumed onsite (generation minus export)
• Renewable Energy Guarantee of Origin (REGO) certificates if applicable

Where to Find:

• Solar inverter monitoring apps (SolarEdge, Enphase, SMA)
• Export meter readings
• Feed-in Tariff (FiT) statements
• Smart Export Guarantee (SEG) statements
• Building management systems

Reporting Approach: SECR allows you to report renewable electricity generated and consumed onsite separately, potentially reducing your reported grid electricity consumption and associated Scope 2 emissions.

7. Electric Vehicle Charging Data

What You Need:

• Consumption from workplace EV charging points
• Public charging receipts for company vehicles

Information to Extract:

• Total kWh delivered to vehicles
• Number of charging sessions
• Dates of charging within reporting period

Where to Find:

• Charging point management systems (Pod Point, ChargePoint, BP Pulse)
• Workplace charging station reports
• Public charging receipts (Ecotricity, Ionity, Tesla Supercharger)
• Company charge card statements

Classification:

• Workplace charging from your electricity supply: Already included in your electricity bills (no separate tracking needed)
• Public charging stations: Report as part of company vehicle fuel consumption using kWh consumed

8. District Heating or CHP Systems

What You Need:

• Heat purchase invoices if connected to district heating network
• Combined Heat and Power (CHP) system data if operating onsite

Information to Extract:

• Heat delivered in kWh over 12 months
• Steam consumption if applicable
• Fuel input to CHP systems (natural gas, biomass, etc.)
• Electricity output from CHP (if applicable)

Where to Find:

• District heating supplier invoices
• Heat meter readings
• CHP system monitoring data
• Facilities management logs

Reporting Note: District heating is reported under Scope 2, while fuel input to your own CHP system is Scope 1.

Organizing Your Energy Data

Once collected, organize your data for efficient SECR reporting:

Create a Master Spreadsheet

Set up a simple spreadsheet with columns:

• Energy Source (electricity, gas, diesel, etc.)
• Supplier/Source
• Meter ID or Reference
• Location/Site
• Period Covered
• Consumption (kWh or litres)
• Notes/Comments

Group by Scope

Organize your data into Scope 1 and Scope 2 categories:

Scope 1:

• Natural gas
• Heating oil/LPG
• Company vehicle fuel

Scope 2:

• Grid electricity
• District heating

Scope 3 (Optional):

• Grey fleet mileage
• Business air travel

Document Data Gaps

Note any missing data or estimates:

• Periods where bills are unavailable
• Estimated consumption (e.g., one missing month)
• Assumptions made (e.g., grey fleet fuel type split)

This transparency is important for your SECR methodology statement.

Dealing with Common Data Challenges

Challenge: Missing Bills

Solution:

• Contact suppliers to request historical data (most retain 24+ months)
• Use online supplier portals to download missing periods
• Request Annual Consumption data from your supplier
• Estimate missing periods using average consumption from available months

Challenge: Multiple Sites

Solution:

• Create a site register listing all locations
• Assign a data collection owner for each site
• Use centralized utility management services if available
• Implement smart metering for real-time visibility across portfolio

Challenge: Recently Moved Premises

Solution:

• Obtain closing readings from old location
• Get opening readings from new location
• Request final bills from old premises
• Ensure continuity of 12-month data across locations

Challenge: Estimated vs. Actual Readings

Solution:

• Prioritize actual meter readings over estimates
• Contact suppliers to arrange actual reading if bills show estimates
• Note in your SECR methodology where estimates were used
• Plan for smart meter installation to eliminate estimation

Challenge: Merged or Acquired Companies

Solution:

• Clearly define your reporting boundary
• Decide whether to include acquired entity for full year or from acquisition date
• Document your approach in SECR methodology
• Consider pro-rata calculations for partial year ownership

Data Quality Best Practices

1. Start Early

Begin data collection 3-4 months before your filing deadline to allow time for supplier follow-up and data validation.

2. Centralize Responsibility

Assign one person or team (often facilities, sustainability, or finance) to own the data collection process.

3. Engage Suppliers Early

Establish relationships with your energy suppliers' account managers. They can often provide annual consumption summaries in spreadsheet format.

4. Implement Tracking Systems

For future years, set up:

• Bill receipt processes: Auto-forward bills to a central email/folder
• Mileage tracking: Integrate business mileage into expense systems
• Fuel card tracking: Centralize all fuel purchases through company cards
• Smart metering: Deploy smart meters for real-time consumption visibility

5. Verify Data Accuracy

Before using data in your SECR calculations:

• Cross-check totals against previous years (should be similar unless major changes occurred)
• Verify units (kWh not kW, litres not gallons)
• Check date coverage (exactly 12 months aligned with financial year)
• Confirm all sites included

Converting Data to SECR-Ready Format

Raw energy bills often need conversion before SECR reporting:

Ensure Consistent Units

SECR requires:

• Energy consumption in kWh (not cubic meters, therms, or litres)
• Emissions in tonnes CO2e (not kg)

Conversion Reference

• Natural gas: If billed in cubic meters, convert to kWh using formula above
• Fuel litres to kWh: Use specific energy content (e.g., diesel ≈ 10.8 kWh/litre)
• Therms to kWh: 1 therm = 29.3071 kWh

However, for most SECR calculations, you'll apply UK Government conversion factors directly to litres for transport fuels and kWh for stationary energy use.

Automating Data Collection

Manual data collection takes 30-60 minutes for straightforward businesses but can take hours or days for complex multi-site operations.

Modern Approaches

Smart Meters: Half-hourly data automatically uploaded to supplier portals

Utility Management Platforms: Services like Stark, Systemslink, or Utiligroup centralize multi-site billing data

Automated SECR Tools: Platforms like Comply Carbon use AI to extract data from uploaded bills automatically, eliminating manual data entry

Time Savings

Using Comply Carbon's automated platform:

1. Upload utility bills (PDF, image, or spreadsheet)
2. AI extracts consumption data across all energy types
3. Data automatically categorized by Scope
4. Compliant SECR report generated in minutes

This reduces data collection from hours to under 5 minutes.

Preparing for Next Year

Once you've completed your first SECR data collection, make future years easier:

Set Up Bill Collection

• Create a dedicated email address for utility bills (e.g., energy@yourcompany.com)
• Set up forwarding rules from accounts payable
• Use digital filing system with folders per energy type and month

Document Your Process

Create an internal procedures document:

• List of all meters and supplier accounts
• Contact details for each supplier
• Bill collection process
• Data ownership and responsibilities

Implement Tracking Systems

• Centralize fuel card management
• Integrate mileage tracking into expense software
• Deploy smart metering across facilities
• Schedule quarterly data reviews (don't wait until year-end)

Establish Baseline

Use your first SECR report as a baseline for:

• Setting energy reduction targets
• Identifying high-consumption areas
• Justifying energy efficiency investments
• Tracking year-over-year progress

Additional Resources for Data Collection

Government Resources

• UK Government GHG Reporting Guidance
• Companies House SECR Guidance
• BEIS Energy and Carbon Reporting Regulations

Industry Standards

• GHG Protocol Corporate Standard - Foundation for SECR methodology
• ISO 14064-1 - GHG quantification and reporting standard

Internal Resources

• Explore our complete SECR compliance guide
• See a sample SECR report with data formatting examples
• Use our compliance checker to confirm your obligations
• Read our guide on completing SECR reports in under 2 hours

Conclusion

Collecting the right energy data is the foundation of accurate SECR compliance. By gathering the documents outlined in this guide—electricity and gas bills, fuel receipts, mileage records, and renewable generation data—you'll have everything needed to calculate your emissions and complete your Directors' Report disclosure.

The complete SECR energy data checklist:

• Electricity bills (12 months, all sites, all suppliers)
• Natural gas bills (12 months, all sites)
• Company vehicle fuel receipts (12 months)
• Grey fleet mileage records (12 months)
• Heating oil/LPG delivery receipts (12 months)
• Renewable generation data (if applicable)
• EV charging data (workplace and public)
• District heating invoices (if applicable)

With organized data collection and modern tools, you can transform SECR from a compliance burden into a strategic opportunity for energy management and cost reduction.

Ready to streamline your SECR data collection? Try Comply Carbon's automated platform and turn hours of manual data entry into minutes of effortless compliance.