Asset-intensive companies, those that operate with multiple real estate assets such as commercial premises, industrial buildings, office buildings, or residential properties, face a constant challenge: improving the efficiency of utility management. Electricity, water, gas, internet, and telephony represent a significant part of operating costs, and their optimization can make a real difference in business profitability.

In this context, technology has advanced by leaps and bounds, and artificial intelligence agents (AI Agents) are revolutionizing the way in which these companies manage their utilities and consumption. From data collection and structuring to cost optimization and rate selection, AI Agents can automate key processes, offering efficiency and cost reduction without sacrificing business operability.

One of the main players in this transformation is Polaroo AI, an advanced solution that allows companies to outsource the management of their utilities using AI and a team of human experts. In this article, we will explore the benefits, challenges, and future trends of AI Agents in utility management for asset-intensive companies.

Benefits of AI agents in utility management

1. Automatic data collection and structuring

The first step towards efficient management is to have access to clear and reliable information. Thanks to AI, it is now possible to connect with different sources—such as electricity, gas, water, internet providers and more—to collect all invoices and relevant data. This information is captured automatically and without errors.

Once the data has been collected, the AI is responsible for reading each document in detail, extracting more than 100 key data points per invoice: consumption, rates, costs, periods, taxes and more. All of that information is structure and organize In a centralized system, ready to be viewed and analyzed by the team.

The result? An accurate, complete and up-to-date database that provides full visibility of costs and consumption by supplier, asset or period.

Key fact: AI can reduce operating costs by up to 20% and increase administrative efficiency by 30% (McKinsey).

2. Intelligent consumption analysis

Once information is organized, AI is dedicated to analyze consumption and behavioral patterns, detecting anomalies, unusual peaks, inefficiencies and cost overruns that often go unnoticed.

Thanks to this analytical capacity, companies can make decisions based on data: identifying high-consumption assets, uncovering billing errors, or reviewing unfavorable contractual terms.

Impact: Companies that have implemented this analysis have managed to reduce their energy costs between 15% and 25%.

3. Automated optimization and recommendations

The AI agents and the team of experts don’t just analyze data, but also they propose solutions. They compare market rates, evaluate alternative providers, and generate recommendations on when and how to renegotiate contracts.

They can also detect immediate savings opportunities and alert to situations where changing suppliers could mean a significant improvement in price or service.

Impact: Thanks to these suggestions, operation teams save hours of negotiation and secure better conditions effortlessly.

4. Process automation and scalability

 Lastly, AI Agents and expert teams automate repetitive tasks such as invoice validation, ownership changes, incident resolution, and report generation. This drastically reduces human error and frees up time for the administrative team.

Additionally, the system easily adapts to business growth: it can incorporate new assets, providers, or regulatory conditions without losing traceability or control.

Success Story: Real estate companies have managed to reduce supply management time by up to 40% thanks to this automation.

Key fact: Outsourcing and automating non-essential processes can improve operational efficiency by 35% (Deloitte).

‍Challenges in implementing AI agents in utility management

1. Data complexity and structuring

Utility invoices contain multiple variables (rates, taxes, additional charges) that can be difficult to interpret. Polaroo AI not only collects this data but also structures, analyzes, and optimizes it, delivering clear and actionable insights for decision-making.

‍2. Integration with existing systems

Many companies rely on legacy systems for supply management. The key to success lies in adopting AI Agents that integrate seamlessly with current platforms, enabling a smooth transition

3. Balancing technology and human expertise

While AI Agents can automate much of the process, some aspects still require human intervention. This is where Polaroo AI stands out—it not only offers advanced technology but also provides a team of experts to handle complex tasks and offer strategic advice.

‍Future trends in utility management with AI

1. Cost prediction and prevention

AI Agents will evolve towards predictive models, anticipating rate increases and suggesting strategic changes in contracts before they negatively impact company costs.

Key fact: A PwC study indicates that AI-based prediction can reduce unexpected costs by up to a 25%.

2. Greater customization and intelligent recommendations

AI Agents will learn from consumption patterns of each company to provide personalized recommendations that optimize costs without affecting operability.

Example: Polaroo AI could automatically suggest a rate change based on the evolution of a company's consumption, always ensuring the best available price.

3. Full automation in the provider relations

In the future, AI Agents will be able to autonomously manage contract negotiations, renewals and incident resolution with suppliers, eliminating the need for manual intervention in most cases.

Impact: Full automation could reduce administrative costs by up to 50% according to a Gartner report.

Conclusion: The future is AI, but with experts on board

Utility management in asset intensive companies is undergoing an unprecedented transformation thanks to AI Agents. The ability to structure data, analyze consumption and optimize costs makes solutions such as Polaroo AI are essential for any company looking for efficiency and profitability.

However, technology alone is not enough. The combination of AI + human expertise is key to ensuring optimal, personalized and frictionless management. Companies that adopt this approach will be able to reduce costs, improve efficiency and free up resources to focus on what really matters: their core business.

🔹  Want to discover how Polaroo AI can help you optimize your utility management? Contact us and take the first step toward smarter, more efficient management of your operating costs.

‍