Before Integrating the Tool
Why should a business measure their carbon emissions?
- Identify cost-saving opportunities by improving efficiency and reducing waste.
- Enhance a business's brand reputation and social license by demonstrating sustainability leadership to customers and stakeholders.
- Meet future regulatory and market expectations, as carbon reporting and reduction are becoming key business requirements globally.
- Identify reduction opportunities - receive tailored recommendations to lower the business's carbon footprint.
Check this resource on why to measure a business's carbon footprint. Contact Micaela if you have further questions.
What is carbon dioxide (co2e)?
COâ‚‚e (carbon dioxide equivalent) is a standard unit for measuring carbon footprints. It expresses the impact of different greenhouse gases - such as methane (CHâ‚„) and nitrous oxide (Nâ‚‚O) - in terms of the amount of COâ‚‚ that would cause the same global warming effect. This allows businesses to measure and compare their emissions across various sources more accurately.
What is a spend-based approach?
The tool uses a spend-based approach to estimate a businesses carbon footprint. Spend-based means it is an estimate of greenhouse gas emissions based on how much money an organisation spends on goods and services (i.e., suppliers). It's one of the two main methods of carbon accounting, along with activity-based.
What is an activity-based approach?
An activity based approach, in contrast to a spend-based approach, uses actual activity data of scope one and two emissions. This can include kilowatt-hours (kWh) of electricity used, liters of fuel consumed, or KM travelled. Activity-based approach helps to calculate emissions with more precision given emissions can be attributed directly to the activity. However, this approach requires more precise record keeping and data entry.
How does the spend-based approach measure a business's carbon footprint?
The Cogo tool uses a spend-based approach which estimates emissions based on financial transactions. This method works by:
- Categorising a businesses expenses into industry-standard emission categories (e.g. fuel, electricity, travel, office supplies).
- Applying emission factors to each category, based on global and national carbon intensity data.
- Calculating a carbon footprint estimate, providing a clear picture of business’s impact.
This approach is fast, accessible, and provides a strong starting point for businesses beginning their carbon journey. While spend-based data gives a baseline estimate, businesses can refine their footprint over time with more detailed activity-based data.
What are scopes one, two, and three?
- Scope One: Direct emissions from a businesses operations. Typically this would involve burning or utilising a fuel.
- e.g. oil/gas/coal fired heating, on-site energy generation and/or petrol/diesel powered vehicles.
- Scope Two: Indirect emissions from purchased energy. Usually in the form of electricity.
- Scope Three: Indirect emissions from a businesses value chain. This could be purchased goods, waste, business travel and staff commuting.
What scope three emissions will be included in a business's carbon footprint via the Cogo Vistr Carbon Manager Tool?
Scope three emissions are indirect emissions from a business's operations, typically including:
- Purchased goods and services (e.g., supplies, raw materials, equipment).
- Waste generated in operations (e.g., landfill, recycling, composting).
- Business travel (e.g., flights, car rentals, accommodation).
Additionally, carbon emissions resulting from a business's employee commute and customer transport (too and from a venue via their own transport/vehicle) can be considered as part of a business's scope three emissions.
The tool calculates carbon emissions based on spend-based data, meaning it estimates carbon emissions using financial transaction data. While this provides a useful baseline, businesses can refine their carbon footprint by incorporating activity-based data (such as actual energy use, fuel consumption, or waste volumes) where possible.
What is the difference between using the Cogo Vistr Carbon Manager Tool and getting certified through an audit?
The Cogo Vistr Carbon Manager Tool enables businesses to get started on measuring their carbon footprint, and to easily and quickly achieve a carbon footprint estimate through direct integration with accounting data. This supports businesses to measure their footprint, and most importantly frees up time and energy to support asset reviews and reduction. The tools approach is aligned with the international standard for carbon footprinting: the Greenhouse Gas Protocol, so you can be confident that the reported footprint is credible. The report function enables businesses to easily share their footprint with corporate clients as needed, or for inclusion in tenders. The report essentially contains a 'self-reported' business carbon footprint.
Certification essentially requires a higher-detail carbon footprint that has to be independently audited and verified as accurate and complete, against a recognised standard e.g., ISO14064. Certification may also require additional information on the business' carbon reduction targets and reduction plans.
The higher level of auditing and the brand value of the certification logo means that certification has a higher cost to achieve, as well as ongoing recertification costs.
Privacy
How does Cogo obtain a business's data?
Cogo's Carbon Manager tool connects to a business's accounting software to import transaction data. This transaction data is used as a basis for estimating a business's carbon footprint.
More information about Cogo's methodology.
See more information about who sees what data in this resource - What is the Cogo Vistr Carbon Manager Tool?
Who has access to a business's data?
Cogo: The Carbon Manager is built and operated by Cogo, Aotearoa-based carbon measurement and climate action specialists. When you sign up, you'll be directed to Cogo's Terms & Conditions, which details their data privacy policies.
Cogo works with hundreds of trusted SMEs and major corporations worldwide including major international banks, such as; Kiwibank, Westpac, Natwest Group, CommonWealth Bank, TSB and more, who use Cogo’s Carbon Engine to provide carbon data to their customers.
Vistr: Vistr is a data organisation specialising in regional tourism insights. As a data collection partner for this tool, Vistr gathers the total carbon footprint of businesses calculated by Cogo and aggregates this data to produce the districtwide carbon footprint. Vistr does not have access to any business’s expenses.
Destination Queenstown and Lake Wānaka Tourism: Your Regional Tourism Organisation (RTO) does not have access to individual business’s expenses or carbon footprints. However, the RTO has access to the total carbon footprint for the region, which can be segmented into specific sub-sectors.
Any questions or concerns on this, please contact Aimee or Micaela.
How is a business's data used?
A business's spend-based data from a business's accounting software is used to estimate the business's carbon footprint by classifying transactions and assigning emission factors. This data is then used to generate a carbon footprint estimate, suggest climate actions, and create the carbon footprint report. For more information on how a business's data is accessed and used, please see here on the Cogo website.
Where can I find the Privacy Policy?
Privacy is governed by Cogo’s Privacy Policy and Terms of Use which can be found here and also inside the tool by following Settings > Support > Privacy.
How do I delete my account, and remove the Cogo Vistr Carbon Manager integration from my accounting software?
If you no longer wish to use the Cogo Vistr Carbon Manager, you can easily disconnect the tool from your Xero account. This removes all access to your business's bank transaction data. You will still be able to sign up for the tool again in the future and continue your climate action journey.
To have your account and all associated data permanently deleted please contact VCMsupport@vistr.nz. Doing this means that if you decide to continue your climate action journey in the future then all the progress achieved to date will be lost.
Signing up and onboarding
What accounting software is compatible with the Cogo Vistr Carbon Manager Tool?
Currently, the tool integrates with Xero, MYOB, and Quickbooks.
How long does the onboarding process take?
Please allow approximately 90-minutes to 2-hours to complete the process. You don't need to complete it all at once.
Please review this document, which runs through the onboarding and integration of the tool.
Please contact Aimee if you have any questions or problems that are not covered in the document.
How does a business sign up to the Vistr Carbon Manager Tool for the first time?
Sign up via this link.
Do I need to have administrator access to my accounting platform to sign up?
Yes, administrator access is required to link your accounting platform with the tool. You may need to coordinate with your accounts team or bookkeeper. Once connected, your administrator can add you as an independent user of the tool, however they must be happy that this will provide you with access to the business’s expense data.
My business has already signed up, how do I log in again?
Once a business has signed up, you can log in via the following link: https://vistr.business.cogo.co/log-in. It is recommended that you favourite this link or add a desktop shortcut for easy access to your dashboard.
Why do I need to categorise my top five suppliers during onboarding?
This initial step populates your dashboard with preliminary data, giving you an initial overview. You will have the opportunity to categorise all your transactions later.
Integrating the Tool
What sector and subsector do I choose for my business?
When integrating the tool the sector and subsectors lists in the dropdown boxes are aligned to ANZIC codes.
If you are unsure about which sector and subsector your business belongs to, visit the Business Industry Classification Codes website to search for your industry.
What is the industry average based on?
The estimate industry average represents the average carbon footprint of an organisation working within your business's sector and at your business’s size/scale. It is intended to provide some context for your business's carbon footprint estimate. Every business is unique and comparing your business's carbon footprint estimate to this industry average figure is of limited value beyond providing some context. You shouldn’t view this figure as a target, and should instead aim for your emissions to reduce year on year.
What does it mean to categorise transactions?
Cogo analyses financial transactions and automatically categorises spending across various industries. Each transaction is linked to an emissions factor specific to the industry and Cogo converts that transaction into a carbon emissions estimate. Categorising transactions means assigning your business's spending to specific categories (e.g. transport, utilities, accommodation) so the tool can accurately estimate the associated emissions.
How accurate does a business need to be when categorising transactions?
While accuracy is ideal, it is understandable that precise categorisation can be challenging. Aim for the most accurate categorisation possible based on your understanding of the transaction. The more accurate your categorisations, the more reliable the business's carbon footprint calculation will be.
However, Cogo uses established emission factors and methodologies that account for some degree of variation. Focus on categorising major spending areas accurately, as these will have the most significant impact. If you're unsure, it's better to choose a broader category than to guess incorrectly. It is also recommended that you review your categories periodically to ensure they remain accurate as your business evolves.
What if I don't know who one of the suppliers are?
If a supplier name is unfamiliar, try the following:
- Review transaction details: Check your bank statements or invoices for more information about the transaction.
- Search online: Use a search engine to look up the supplier name and see if you can find more information about their business.
- Categorise based on transaction type: If you can't identify the supplier, categorise the transaction based on the type of goods or services purchased.
- Contact your finance team: Your finance team may have more information about the supplier.
- Use one of the 'Other' options while finding out more: If you think the transaction is related to procurement of service, then select 'Professional Services' > 'Other'. If you think it is related to physical goods/consumables then select 'Consumables and Supplies' > 'Other'. Remember you can review and re classify any time!
What do I do if the none of the categories fit the spend?
If you find a spend category that doesn't fit the provided options, please:
- Select the closest available category: If a similar category exists, use that as a temporary measure.
- Use one of the 'Other' options: If you think the transaction is related to procurement of service, then select 'Professional Services' > 'Other'. If you think it is related to physical good/consumables then select 'Consumables and Supplies' > 'Other'.
Contact the Vistr team at VCMSupport@vistr.nz. Vistr and Cogo are continually working to tailor the tool to best meet the needs of our sector. We’re happy to provide guidance and value your feedback. Please provide details about the missing category, and we will assess whether to add it to our database.
What do I do if a categorisation shows zero emissions?
Certain payments, such as those to government agencies (IRD) or shareholders, often show zero direct emissions. These are primarily financial transactions rather than purchases of goods or services with embodied carbon.
Can I include activity-based data in this dataset too? Or is it just spend-based data?
Yes, while the tool primarily uses spend-based data, businesses can integrate activity-based data to improve accuracy.
Example of activity-based data:
- Kilowatt-hours (kWh) of electricity used rather than just the spend on power bills.
- Litres of fuel consumed rather than fuel costs.
- Tonnes of waste generated, broken down by waste type.
By incorporating both spend-based and activity-based data, businesses can refine their emissions calculations and track reductions more accurately over time.
How do I add activity-based data into the tool?
Within the dashboard, navigate to the 'Activity data' tab. Here you will see a list of scope one and two suppliers and associated transactions. For any transaction where activity data can be added you will see a 'missing data' in red. You can input the correct data based on receipts, invoices, or data that can be retrieved from a supplier portal if available.
What are 'Actions' and how are they generated?
The actions tab in the tool are a list of changes your business can make to reduce the carbon footprint. Each action is broken down into achievable steps to help you reduce your business's carbon footprint. The tool tailors these actions to your business's carbon footprint profile and industry. Suggestions are prioritised based on the areas of your business where there is the greatest potential to reduce emissions associated with the spend or activity type.
How can other team members view the dashboard?
Other team members can be added through the 'invite users' function in the dashboard.
Settings > Invite Management > Invite New User.
Users can be managed in Settings > Manage Users.
Please note that all users will be able to view the most recent transactions (spends).
Alternatively, you can share a PDF report generated from the 'Reports' tab or the public profile outlined in the question as above.
How do I log back into the Cogo Vistr Carbon Manager Tool in the future?
Once you have signed up, you can log in via the following link: https://vistr.business.cogo.co/log-in. We recommend you bookmark this link or add a desktop shortcut for easy access.
What is a public profile?
Public profile is an optional feature where businesses can choose to create a high-level summary that can be shared via a digital link to key stakeholders in your business. This does not include any business expenses or a carbon footprint breakdown. By selecting publish now, this will not publish your profile immediately. You can read information on the page and decide if a public profile is right for your business. Once published you can un-published at any time.
Please find a public profile example here.