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Business FinanceTop 10 Best Utility Bill Tracking Software of 2026
Editorial roundup comparing utility bill tracking software tools for households and property managers, with tradeoffs and features mapped to needs.
How we ranked these tools
Vendors set the topic, but our editors set the inclusion criteria and the evaluation framework before research starts.
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Framework: Features 40% · Ease 30% · Value 30%
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Energy Elephant is the best pick for individuals or small operators that want clean, ongoing utility invoice history because account-level tracking ties each extracted statement to billing periods for easier reconciliation, whereas AppFolio fits property managers since tenant and unit-aligned posting reduces charge reconciliation steps.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Energy Elephant
Account-level tracking ties each extracted statement to a billing period history for ongoing reconciliation.
Best for: Fits when individuals or small operators want structured utility invoice history without custom integrations.
Gridium
Editor pickPremise and service-point mapping with bill history links that preserve account hierarchy during utility invoice ingestion.
Best for: Fits when finance teams need invoice-to-account mapping and API-driven automation across multiple utility accounts.
AppFolio
Editor pickTenant and unit-aligned utility charge posting inside a property management workflow reduces charge reconciliation steps.
Best for: Fits when property managers need tenant-aligned utility billing workflows and unit-level charge control.
Comparison Table
Energy Elephant
vertical specialistEnergy Elephant manages energy data, utility bills, carbon reporting, and performance analysis.
Account-level tracking ties each extracted statement to a billing period history for ongoing reconciliation.
Energy Elephant focuses on utility bill tracking with account-level ingestion for common electricity and gas providers. The workflow centers on capturing bills, extracting key fields, and keeping a month-by-month history for spend visibility.
It also supports usage analytics that help separate billing-period swings from consistent consumption patterns. For teams comparing multiple premises, Energy Elephant emphasizes recurring reconciliation and audit-friendly recordkeeping of invoices.
- +Bill capture flow is built around recurring monthly statement ingestion.
- +Historical spend and consumption views support straightforward month-to-month comparisons.
- +Record retention keeps extracted invoice fields attached to each billing period.
- +Account grouping helps when multiple premises must be tracked together.
- –Integration surface for ERP and AP workflows is limited for utility accounting pipelines.
- –Advanced anomaly detection and tariff normalization controls are not deep.
Facilities and energy service teams
Centralize utility bills across fragmented accounts
Organized spend and consumption history
Energy program and sustainability managers
Track conservation measures and outcomes
Visibility into efficiency performance
Show 2 more scenarios
Portfolio energy and facilities managers
Compare multi-site consumption trends
Consistent cross-site usage view
Teams organize sites, meters, and assets to separate billing-period swings from consumption changes.
Sustainability and carbon reporting teams
Connect utility data to emissions reporting
Unified energy and emissions reporting
Teams combine utility information with emissions workflows for shared sustainability reviews.
Best for: Fits when individuals or small operators want structured utility invoice history without custom integrations.
Gridium
vertical specialistGridium combines utility bill data, energy analytics, and building efficiency management.
Premise and service-point mapping with bill history links that preserve account hierarchy during utility invoice ingestion.
Gridium captures and organizes utility invoice data into a tracked history for expense visibility and accounting readiness. It focuses on utility bill data capture workflows that reduce manual rekeying, then normalizes fields needed for comparisons across billing cycles.
The product also provides account and premise-level linking so bills map to the right site and service point for reporting. Automation hinges on import and API-based utility integrations that move extracted invoice fields into downstream systems.
- +Account hierarchy mapping keeps bills tied to correct premises and service points
- +Invoice ingestion standardizes extracted fields for consistent month-over-month reporting
- +API-based utility integrations support automation into external finance workflows
- +Bill anomaly detection flags likely mismatches between expected usage and invoice totals
- –Meter-to-bill reconciliation needs more setup when utilities use nonstandard line items
- –Document OCR tuning can require iterative cleanup for low-quality scans
- –Multi-site portfolio reporting depends on consistent premise naming across sources
- –Interval meter data workflows are limited when invoices lack usage breakdown fields
Finance and utility cost teams
Track invoice history with audit trail
Better organized expense records
Energy program managers
Normalize usage across weather changes
More comparable performance views
Show 2 more scenarios
Energy data analysts
Prepare interval histories for analysis
Analysis-ready time series
Validate feed fields and align timestamps for recurring utility and AMI time series.
Sustainability reporting teams
Convert utilities into emissions inputs
Reusable reporting views
Generate reusable summaries and emissions-accounting inputs from utility consumption data.
Best for: Fits when finance teams need invoice-to-account mapping and API-driven automation across multiple utility accounts.
AppFolio
SMBAppFolio supports utility management, resident charge recovery, and property accounting.
Tenant and unit-aligned utility charge posting inside a property management workflow reduces charge reconciliation steps.
AppFolio positions utility billing as part of property operations, so tracking is built around the unit and tenancy structure that property teams already use.
The workflow focus favors accuracy in charging and documenting utility activity for managed properties rather than high-volume ingestion of electronic utility invoice data.
Automation and extensibility are strongest where utilities behave like recurring operational charges in the property system rather than a standalone utility analytics dataset.
- +Utility charges tie into tenant and unit context for accurate posting
- +Property-team workflows support consistent utility billing operations
- +Auditability is retained through bill history within the property system
- +Works well for multi-property operations with shared back-office processes
- –Meter data normalization and benchmarking are not its primary focus
- –External utility ingestion and schema mapping need separate setup work
- –Advanced exception analytics for anomalies are limited compared to specialized vendors
- –Utility portfolio reporting depth can lag behind utility-focused platforms
Property operations managers
Convert utility issues into work orders
Resolved issues with documented status
HOA and association managers
Link utility activity to association records
Coordinated community operations tracking
Show 2 more scenarios
Affordable housing operators
Track utilities within housing workflows
Centralized housing operations records
Use property management workflows to support affordable housing programs and operational documentation.
Leasing and property teams
Handle utility changes during move-outs
Consistent tenant transitions
Administer lease events and unit changes that affect utility responsibility and documentation.
Best for: Fits when property managers need tenant-aligned utility billing workflows and unit-level charge control.
EnergyCAP
enterpriseEnergyCAP centralizes utility bills, energy data, payment workflows, and cost analysis.
EnergyCAP’s workflow-driven bill validation ties extracted fields to account hierarchy for controlled, auditable corrections.
EnergyCAP tracks utility bill spend and usage across multi-site portfolios with centralized workflow for validation and coding.
- +Portfolio rollups align spend and usage at premise and account levels.
- +Validation and approval workflows cover edits to extracted bill fields.
- +Admin controls support role-based access and audit trails for changes.
- +Integration options reduce manual data reformatting for finance teams.
- –Onboarding premise mapping takes sustained data cleanup work.
- –Advanced rules require configuration literacy and governance around naming.
- –Some capture paths can depend on document quality for extraction accuracy.
- –Reporting depth can require template maintenance for new utility types.
Finance audit and facilities teams
Trace charges to structured account records
Charges become easier to audit
Utility accounting and facilities teams
Validate and route invoices for portfolios
Invoice workflow stays consistent
Show 2 more scenarios
Property finance and operators
Allocate utility costs to internal units
Costs align to responsible teams
Utility charges can be assigned to buildings, departments, or other cost centers for review.
Facilities and utility analysts
Analyze tariff and interval demand drivers
Demand patterns explain charges
Analysts review rate structures and interval demand alongside usage to identify cost drivers.
Best for: Fits when multi-site energy teams need governed bill validation and portfolio reporting.
UtilityAPI
API-firstUtilityAPI connects applications to electric and gas utility data through a developer-focused platform.
Field normalization across heterogeneous invoice formats with API output designed for downstream bill validation and matching.
UtilityAPI ingests utility invoices and turns them into structured bill records via an API-first workflow. The product centers on electronic utility bill capture with OCR-style extraction and field normalization into a consistent representation for downstream systems.
- +API-focused ingestion turns invoices into structured bill fields
- +Normalization helps keep bill data consistent across multiple utilities
- +Premise and service-point mapping supports multi-site tracking
- +Automation hooks support end-to-end workflows into finance systems
- –Bill validation depth depends on utility-specific input formats
- –Operational setup and mapping require careful account hierarchy configuration
- –OCR extraction accuracy can degrade on low-quality scans
- –Workflow coverage for approvals needs custom integration logic
Finance teams and bill analysts
Extract and validate bill line items
Fewer spreadsheet reconciliation steps
Energy data engineers
Automate ingestion into data pipelines
Repeatable data collection
Show 2 more scenarios
Facilities and operations managers
Reconcile utility data across locations
More consistent site records
Maps premises and service points so bills align with the correct customer hierarchy across sites.
Sustainability and reporting teams
Feed normalized usage into reporting
Consistent consumption tracking
Provides consistent consumption data for ongoing monitoring dashboards and reporting systems.
Best for: Fits when an engineering team needs API-driven utility bill ingestion and bill normalization for finance workflows.
HData
enterpriseUtility data platform providing bill tracking, benchmarking, and compliance reporting.
Service-point and premise mapping that drives how extracted invoice fields align to multi-site utility portfolios.
HData focuses on turning utility bills into structured records that can be tracked across accounts and billing periods. The core workflow centers on invoice ingestion, OCR extraction from electronic and scanned documents, and validation checks that map data to the right utility account.
- +API supports automated ingestion from utilities and internal systems
- +OCR extraction works for both electronic invoices and scanned paper bills
- +Validation reduces mapping errors across account hierarchy and billing periods
- +Premise and service-point mapping supports multi-site portfolio rollups
- –Reconciliation quality depends on clean account hierarchy and consistent identifiers
- –Bill anomaly detection coverage can be narrower for unusual rate designs
- –Approval workflow depth is limited compared with invoice-first AP platforms
- –Interval consumption analytics require additional meter data inputs
Accounts payable analysts
Parse bills into standardized account records
Fewer manual data entry errors
Finance ops teams
Sync utility spend into reporting
Faster month-end utility reporting
Show 2 more scenarios
Property managers
Roll up bills across service sites
Clearer site-level cost visibility
Premise and service-point mapping organizes multi-site bills to the right locations.
Utility data integrators
Ingest scanned invoices and validate mapping
Cleaner historical billing data
Validation checks align extracted fields to the correct account and billing period.
Best for: Fits when mid-market teams need API-driven utility invoice ingestion with validated account mapping.
Brightlink
SMBUtility expense management software for telecom and energy bill tracking.
Configurable ingestion and mapping rules that keep extracted invoices tied to the correct utility account hierarchy.
Brightlink handles utility invoice ingestion with OCR-style extraction workflows that produce structured fields for amount, dates, service identifiers, and line-level details. The product emphasizes bill validation and billing-period alignment so imported invoices populate correctly even when due dates or statement dates differ. Brightlink supports utility account hierarchy management so multi-site organizations can group service points and roll up reporting by premise or account group.
- +Invoice extraction produces structured fields for consistent downstream tracking
- +Billing-period alignment reduces mismatches across statement and due dates
- +Account hierarchy rollups support multi-site reporting and grouping
- +Workflow automation routes captured bill data to approval and integrations
- –Account and document mapping needs setup discipline to prevent ingestion errors
- –Workflow customization can be slower than manual entry for one-off bills
- –Advanced reconciliation scenarios may need tighter operational process controls
Accounts payable operations
Route invoices into approvals with extracted fields
Fewer coding and timing errors
Finance analytics teams
Align billing periods for accurate reporting
More reliable spend trends
Show 2 more scenarios
Facility managers
Track premise-level utility costs by site
Clearer site cost visibility
Facility managers can group service points under premises and monitor recurring charges over time.
Utility data integrators
Feed standardized bill records to systems
Cleaner ERP and ledger inputs
Integrators can use Brightlink exports to populate accounting workflows with consistent bill attributes.
Best for: Fits when multi-site teams need repeatable utility invoice ingestion with validation and workflow automation.
UtiliSync
SMBUtility bill tracking and cost recovery software for property managers and commercial real estate.
Utility invoice extraction that preserves account and service-point mapping so reconciled charges stay traceable.
UtiliSync captures utility bill data from electronic documents and formatted exports, then normalizes line items into a consistent structure tied to utility accounts and premises. The workflow layer supports bill validation rules and repeatable review steps, which reduces rework when the same vendors and billing patterns recur. Integrations extend beyond basic export by using an API for provisioning mappings and pushing reconciled charge data into downstream finance systems.
- +API-driven bill ingestion and downstream sync for finance workflows
- +Repeatable validation steps with exception handling for edge invoices
- +Service-point context stays attached through reconciliation
- +RBAC and audit visibility track who changed what
- –Service-point and premise mapping needs strong reference data discipline
- –Complex portfolios may require more configuration to match billing variance
- –Some OCR quality issues can surface on low-contrast scans
- –Advanced automation rules can be time-consuming to tune
Accounts payable teams
Approve utility invoices with validation
Faster invoice approvals
Property portfolio managers
Reconcile charges across many sites
Fewer misapplied bills
Show 2 more scenarios
ERP integration owners
Sync reconciled charges via API
Less manual spreadsheet work
Uses API-based integration to provision mappings and push normalized bill outputs to finance systems.
Finance operations leads
Standardize validation rules across vendors
More consistent reconciliation
Applies reusable validation steps to catch billing anomalies and inconsistent fields early.
Best for: Fits when finance teams manage multi-site utility portfolios needing automated validation and controlled exceptions.
Energyly
SMBEnergy tracking and utility bill management tool for small and midsize businesses.
Anomaly detection that flags billing-period and total inconsistencies directly inside each extracted bill record.
Energyly’s core loop starts with importing electronic utility invoices or scanning paper statements, then extracting line items with OCR for faster account coding. The bill records are organized to support billing-period alignment, which reduces duplicate entries when statement dates shift. Energyly adds bill anomaly detection to flag cases such as sudden spikes, missing fields, or inconsistent totals.
- +OCR-based extraction reduces manual typing from scanned statements
- +Billing-period alignment helps prevent duplicates during date changes
- +Anomaly flags highlight totals and field mismatches early
- +Account mapping supports multi-utility tracking in one view
- –Account/service-point mapping requires upfront attention for accuracy
- –Automation depth for complex workflows depends on manual review steps
- –ERP-style invoice approval workflow controls are limited
- –Data normalization support is weaker for unusual invoice formats
Households managing multiple utilities
Track electricity, gas, and water monthly
Cleaner month-to-month spend history
Property managers
Maintain bill records per service point
Fewer missing or mismatched charges
Show 2 more scenarios
Finance analysts at SMBs
Validate invoice totals before posting
Reduced posting errors
Extracted statements include validation cues to catch anomalies before downstream coding.
People tracking budget variances
Spot abnormal changes in charges
Earlier issue identification
Anomaly detection highlights spikes and missing fields against recent billing patterns.
Best for: Fits when households need accurate utility history with OCR capture and anomaly flags.
MRI Utility Billing
enterpriseMRI Utility Billing supports utility expense allocation, billing, and resident charge management.
Premise and service-point mapping that keeps invoice lines aligned to the correct utility account for reconciliation.
MRI Utility Billing focuses on tracking utility bills with an account hierarchy and premise-style mapping instead of treating bills as standalone documents. The core workflow supports utility invoice ingestion, bill validation checks, and recurring billing-period tracking for payment status and aging.
- +Account hierarchy supports multi-premise grouping for consistent tracking
- +Bill validation checks reduce errors during invoice entry and posting
- +Meter-to-bill reconciliation fields support consumption-driven audits
- +Invoice approval workflow supports controlled routing before posting
- –OCR invoice extraction coverage can vary by document layout
- –Setup requires careful configuration of utility accounts and service points
- –API surface is limited for advanced automation beyond core workflows
- –Approval and coding workflows can add clicks for high-volume teams
Property accounting teams
Track invoices across premises and accounts
Faster month-end bill closure
Accounts payable managers
Validate bills and manage aging
Reduced late-payment rate
Show 2 more scenarios
Facilities operations teams
Reconcile meter intervals to bills
Lower reconciliation effort
Stores interval meter fields to support meter-to-bill reconciliation and consumption trend review.
Finance system administrators
Standardize coding and exports
Cleaner ledger postings
Applies standard coding and approval rules so invoices export as ledger-ready data.
Best for: Fits when utility billing teams need structured account mapping and reconciliation without a full ERP replacement.
Conclusion
After evaluating 10 utility bill tracking software, Energy Elephant stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Utility Bill Tracking Software
Utility bill tracking software takes captured invoices and transforms them into consistent, reconcile-able spend and usage records across accounts and billing periods. This guide covers UtiliSync, Brightlink, Energyly, HData, Gridium, EnergyCAP, MRI Utility Billing, AppFolio, UtilityAPI, and Energy Elephant so buyers can map each workflow to real integration and validation needs.
Across the tools, differences show up in how extracted fields stay tied to the correct utility account hierarchy and how automation handles exceptions. UtiliSync focuses on invoice extraction that preserves account and service-point mapping, while Brightlink emphasizes configurable ingestion and mapping rules that keep extracted bills aligned to the correct account hierarchy.
Utility Bill Tracking Software for invoice ingestion, account mapping, and governed bill validation
Utility bill tracking software ingests electronic utility bills and paper bill scans, then uses OCR invoice extraction and field normalization to turn each statement into structured bill records. Those records are linked to utility accounts and service points so finance teams can validate extracted amounts and reconcile month-to-month history.
UtiliSync is built around utility invoice extraction that preserves account and service-point mapping so reconciled charges remain traceable through downstream finance workflows. EnergyCAP takes a workflow-driven approach to bill validation, tying edits to the account hierarchy with controlled, auditable corrections for multi-site reporting.
Evaluation criteria for utility bill tracking automation
Utility bill tracking software needs more than invoice capture because validation and reconciliation only work when extracted fields remain tied to the right account hierarchy. Across UtiliSync, Brightlink, and Energyly, the strongest implementations keep service-point and premise mapping consistent so month-to-month totals do not get orphaned during ingestion changes.
Account hierarchy and service-point mapping traceability
UtiliSync preserves account and service-point mapping during utility invoice extraction so finance teams can trace reconciled charges back to the source statement.
Configurable ingestion and field normalization for repeatable tracking
Brightlink uses configurable ingestion and mapping rules so extracted invoices produce consistent structured fields for downstream tracking and billing-period alignment.
Anomaly detection inside extracted bill records
Energyly flags billing-period and total inconsistencies directly in the extracted bill record to reduce duplicates and catch extraction or date drift.
API-driven ingestion plus OCR for electronic and scanned documents
HData combines API-based utility ingestion with OCR extraction that works for electronic invoices and scanned paper bills.
Premise and service-point mapping with bill history links
Gridium links extracted invoices to premise and service points to preserve account hierarchy during utility invoice ingestion for consistent reporting.
Workflow-driven bill validation with controlled corrections
EnergyCAP ties extracted fields to account hierarchy inside validation and approval workflows so edits become governed and auditable for multi-site reporting.
Utility charge posting aligned to tenant and unit workflows
AppFolio aligns utility charges to tenant and unit context inside property management workflows to reduce manual reconciliation steps for bill posting.
Choose by integration depth, mapping discipline, and validation workflow fit
Selection starts with how invoices enter the system and how extracted fields stay attached to the correct utility account context through validation and reporting. UtiliSync and Brightlink center ingestion mapping and field structure, while EnergyCAP centers governed validation workflows that control exceptions and approvals.
Start with the ingestion source shape and decide between API-first and OCR-led capture
If utility invoice ingestion must be API-driven for finance workflows, UtiliSync and HData provide API support paired with OCR coverage for electronic and scanned inputs.
Lock in the mapping requirement and require service-point traceability through reconciliation
If reconciliation must remain traceable through downstream workflows, pick a tool that preserves account and service-point mapping like UtiliSync or Gridium so extracted charges stay tied to the correct premises.
Select the exception model by choosing anomaly flags versus governed validation workflows
If the team wants inconsistencies flagged inside extracted bill records, Energyly supports anomaly detection for billing-period and total mismatches.
Decide how billing-period alignment should be handled during ingestion and posting
If date-driven duplicates and due-date mismatches are common, Brightlink uses billing-period alignment to reduce ingestion mismatches between statement and due dates.
Verify onboarding realism for account hierarchy quality and document layouts
If reference data for account hierarchy and identifiers is already clean, EnergyCAP and MRI Utility Billing can validate and post reliably, but onboarding still requires sustained premise mapping cleanup for EnergyCAP.
Who Utility Bill Tracking Software fits best
Utility bill tracking software fits teams that need structured bill history, repeatable invoice ingestion, and validation controls that prevent misposting across accounts and service points. The best fit depends on whether the main constraint is portfolio mapping discipline, exception handling, or operational billing workflow alignment.
Multi-site finance teams managing utility spend with reconciliation controls
UtiliSync and Gridium focus on invoice-to-account mapping and traceability so finance teams can reconcile month-to-month history without losing service-point context.
Teams that must automate ingestion from mixed electronic and scanned utility documents
HData combines OCR extraction with API-based ingestion so utilities can feed both electronic invoices and paper scans into structured billing records.
Households and small operators curating accurate utility history from scans
Energyly uses OCR capture and anomaly detection to flag billing-period and total inconsistencies inside each extracted record.
Energy operations teams requiring governed corrections and approvals
EnergyCAP uses workflow-driven bill validation with validation and approval workflows tied to account hierarchy for auditable exception handling.
Property management teams posting tenant-aligned utility charges
AppFolio ties utility charges to tenant and unit context in property-team workflows so charge reconciliation aligns to the property ledger context.
Common buying and rollout mistakes
Many failures come from assuming ingestion accuracy alone will prevent reconciliation errors, but mapping discipline and validation workflow design decide whether extracted bills remain usable. Several tools also show different limits when utilities use nonstandard line items or unusual rate designs, which can break reconciliation expectations during rollout.
Choosing a tool for extraction quality while ignoring service-point and premise mapping discipline
UtiliSync, HData, and Gridium all tie reconciliation quality to premise and service-point mapping, so reference data cleanup is required before high-volume ingestion.
Expecting anomaly detection or validation checks to fully replace exception workflows
Energyly flags billing-period and total inconsistencies, while EnergyCAP adds governed validation and approval workflows, so teams need to match the control model to internal sign-off practices.
Underestimating how nonstandard line items increase setup effort for reconciliation
Gridium supports account hierarchy mapping, but meter-to-bill reconciliation needs more setup when utilities use nonstandard line items, so sample statements should be tested early.
Assuming ERP and AP workflow integration is included with utility tracking automation
Energy Elephant offers limited integration surface for utility accounting pipelines, while UtilityAPI focuses on API-driven normalization, so integration depth must be validated against internal finance systems.
How We Selected and Ranked These Tools
We evaluated each utility bill tracking tool on integration depth, mapping traceability, automation and API surface, and governance controls that shape how exceptions are handled after OCR or ingestion. Features received the biggest weight because invoice extraction alone does not resolve reconciliation unless extracted fields stay linked to the correct utility account hierarchy.
Ease and value carried equal weight so tools like Brightlink and Energyly were compared on how quickly teams can turn statements into structured bill history. UtiliSync separated itself by preserving account and service-point mapping during extraction and by using an API-driven ingestion plus repeatable validation steps with exception handling for edge invoices.
Frequently Asked Questions About Utility Bill Tracking Software
How do utility bill tracking tools ingest electronic and scanned invoices differently?
Which tools support API-first or integration-driven workflows for pushing extracted bill data into finance systems?
What data model decisions matter most for meter-to-bill reconciliation and consumption trending?
How do billing-period alignment and validation checks prevent misapplied charges?
What breaks when a tool cannot preserve premise and service-point mapping during ingestion?
How do admin controls and audit visibility work for multi-site teams?
Which tools handle utility account hierarchies and rollups across many sites without manual remapping?
How does SSO and security posture differ across utility bill tracking platforms in enterprise settings?
What is the typical workflow for getting started with bill capture, extraction, and approvals?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
Funding and competing interests
This study was co-funded by several of the vendors assessed in it. No single vendor funded it. Funders could propose the market studied.
They had no role in selecting vendors, setting or weighting criteria, analysing data or drawing conclusions, and they received the same factual-accuracy check as every other vendor assessed.
Market definition, inclusion rules and criteria weights were fixed by an editor before research began and did not change afterwards. Editorial process →
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