# How should we file bills and invoices so a verifier can check our carbon figures?

Canonical: https://senseible.earth/answers/how-to-file-carbon-evidence-documents

One folder per year, one subfolder per site, then one per source: electricity, diesel, LPG, gas, purchases. Name each file with date and supplier. Keep a sheet that lists every document and the figure it fed, so a checker can go from total to bill in a minute.

## A simple structure

- 2026-27 / Plant 1 / Electricity / 2026-04 discom bill.pdf
- 2026-27 / Plant 1 / Diesel / 2026-04-12 pump name.pdf
- 2026-27 / Calculations / inventory and method note.

## The index sheet

One row per document: date, source, quantity, unit and the emissions it produced. This is what a verifier samples from.

## What Senseible does here

Senseible keeps every bill, invoice and calculation in one dated, fingerprinted record, so the evidence behind each figure can be found again by anyone who checks it.

- [Verifier site visit](https://senseible.earth/answers/verifier-site-visit-what-to-prepare)
- [How long to keep records](https://senseible.earth/answers/how-long-to-keep-carbon-accounting-records)
- [Forwarded invoice photos](https://senseible.earth/answers/whatsapp-forwarded-invoice-photo-carbon-evidence)

Sources: [GHG Protocol Corporate Standard](https://ghgprotocol.org/corporate-standard), [ISO 14064-1 (iso.org)](https://www.iso.org)

Last reviewed 2026-10-23.