Software package

Energy consultancy package

A consultancy system built around the engagement: send the client an intake checklist, book and capture the site visit, issue the report through a portal with numbered versions, pull the recommendations into a register the client updates and schedule the monitoring review from the same record.

Custom build Concept demo

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Who it is for

Built for

A good fit

Energy consultancies, assessment practices and efficiency advisers from a sole assessor serving small commercial clients up to a practice with eight or ten consultants, an administrator and a mix of one-off assessments and ongoing monitoring clients. Daily users are the practice administrator who scopes engagements, sends intake invitations and chases data, assessors who capture site visits on a tablet and write reports, principals who review and release report versions, the finance person who invoices fee stages as engagements move, and clients who upload data, read reports and update what they have implemented.

Not the right fit

It is not for installers who need a survey-to-install pipeline, for utility brokers whose work is tariff switching rather than assessment, or for large engineering firms running multi-discipline projects with their own document control; and it does not perform calculations, produce ratings or lodge certificates on official registers.

The operational problem it solves

How it runs, step by step

Eight forty-five.

The administrator opens the engagement board: three new requests from the website with building type and objectives already captured, five engagements waiting on client data, four site visits this week, two reports in principal review and six monitoring clients due a quarterly review.
She scopes a new request for a warehouse as the assessment type the client asked for, which attaches the intake checklist for that type, and sends the portal invitation.
The client's facilities manager logs in at lunchtime, uploads twelve months of electricity and gas bills, enters readings for the three named meters and marks the floor plan as unavailable; the checklist shows two items outstanding and the reminder schedule starts.

At eleven an assessor on site at a school opens the visit on her tablet, works through the plant room with photographs and meter observations, counts lighting by zone and marks the visit complete; the engagement moves to analysis.

Mid-afternoon a principal reviews a draft report for a hotel, adds two comments, and releases version one to the portal; the client views it at four and asks a question against section five, which the assessor answers from the same screen.
The next morning version two goes out with a corrected table, version one is marked superseded, and the twenty-two recommendations are pulled into the register with the client's maintenance manager named as owner on each.
Six months later the monitoring review opens automatically, the client submits the quarter's readings, and the assessor issues a short review note showing which recommendations the client has marked implemented with invoices attached.
The principal sees fee stages invoiced, engagements stalled on data for more than a fortnight, and certificates recorded as expiring this quarter.

Features

What the package does

The package ships as modules that follow the engagement: requests, scoping and client intake; site visits, reports and the portal with versions; and the recommendations register, monitoring reviews and reminders. Each module below lists what it does; the comparison table shows which package variant includes it.

Forms and requests

Assessment types with their own checklistsEach type of assessment you offer has its own intake checklist and report template, so a client is asked only what that assessment needs.
Assessment requests from the websiteProspective clients send building details and their objectives through the website, giving you a request that is ready to scope rather than a bare email.
Site visit booking and tablet captureBook the visit, then record photographs and observations on a tablet while on site, so findings go straight into the engagement record.

Portal and access

Client portal with intake and uploadsClients complete the intake checklist, upload documents and submit meter readings through a portal that sends them reminders for what is outstanding.

Documents and cases

Report delivery with numbered versionsReports are issued through the portal as numbered versions, with a record of when the client viewed them and a place for questions.
Electronic signature on letters and acceptanceEngagement letters and report acceptance can be signed electronically through a signature provider.

Workflow and tasks

Recommendations registerEach recommendation becomes a row with a status, a client-side owner and the evidence of completion, so progress is tracked rather than left in a report.
Monitoring reviewsSchedule follow-up reviews with readings submitted by the client and your review notes kept on the same engagement.

Billing and payments

Fee stages and invoicing exportSet fee stages for each engagement and export what is due to your accounting software.

Compliance and records

Certificate register with expiry remindersRecord certificate references against a building with expiry dates, and get reminders before they lapse.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Assessment types with their own checklists	Included	Included
Assessment requests from the website	Included	Included
Site visit booking and tablet capture	Not in this variant	Included
Client portal with intake and uploads	Not in this variant	Included
Report delivery with numbered versions	Not in this variant	Included
Electronic signature on letters and acceptance	Not in this variant	Optional
Recommendations register	Not in this variant	Included
Monitoring reviews	Not in this variant	Optional
Fee stages and invoicing export	Not in this variant	Included
Certificate register with expiry reminders	Not in this variant	Optional

Roles and permissions

Who does what

Principal
- Review draft reports and release numbered versions to the portal
- See engagements by stage, stalled data intake and fee stages due
- Manage assessment types, intake checklists and report templates
- Manage user accounts and client access
Practice administrator
- Scope requests into engagements and send portal invitations
- Chase outstanding intake items and book site visits
- Record certificate register references and expiry dates as supplied
- Schedule monitoring reviews and send reminders
Assessor
- See their site visits and routes for the week
- Capture plant, meter and lighting observations with photographs on a tablet
- Write and upload report drafts against the engagement
- Answer client questions against a report version
Finance
- Invoice fee stages as engagements move
- See monitoring subscriptions due for renewal
- Export to accounting software
Client
- Complete the intake checklist with bills, readings and plans
- Read report versions and ask questions
- Update recommendation status with evidence
- Submit monitoring readings on schedule and read review notes

Example screen

Concept demo

Concept demo of an energy consultancy engagement screen showing a client intake checklist, a booked site visit, report version history and fee stages.

The engagement as the administrator sees it: the warehouse client's intake checklist with ten items received and two outstanding, the site visit booked for Thursday, the report area showing no version yet, and the fee stage for data collection marked invoiced.

Scope and options

What is included and what is extra

In the base package

Assessment types with their own intake checklists and report templates
Assessment requests with building details and objectives from the website
Client portal with intake checklist, uploads, meter readings and reminders
Site visit booking and tablet capture with photographs and observations
Report delivery with numbered versions, viewing record and client questions
Recommendations register with status, client-side owner and evidence
Fee stages per engagement with invoicing export

Common add-ons

Monitoring reviews with scheduled readings submission and review notes
Certificate register references with expiry reminders
Electronic signature on engagement letters and report acceptance
Calendar feeds for assessors

Needs custom work

Portfolio clients with many sites and client-side roles
Automated consumption feeds from metering or energy data providers
Integration with a specific modelling tool, document store or accounting system

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data, including client and building records, intake uploads, site visit photographs, report versions and the recommendations register, which can be exported at any time in standard formats. Nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of portal invitations, reminders and uploads, backups of reports and intake data, and a monthly window for small changes such as a new assessment type, a changed checklist item or a revised report template. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of assessment types and assessors, the add-ons selected, whether monitoring reviews are included, the signature provider, and how much client, building and report history is migrated. The proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Assessment types with their own intake checklists and report templates
Assessment requests with building details and objectives from the website
Client portal with intake checklist, uploads, meter readings and reminders
Site visit booking and tablet capture with photographs and observations

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How do report versions work?

A draft is uploaded or written against the engagement and reviewed by a principal. Releasing it creates a numbered version in the portal; a later release supersedes it but keeps it readable, and the portal records who viewed each version and when. Client questions are attached to the version they were asked against.

What if a client does not supply the data?

The checklist shows what is outstanding, reminders go to the client contact on the schedule you set, and the engagement appears in the administrator's stalled list after the number of days you choose. The assessor can mark an item as not available with a note so the report records the gap.

Does it calculate ratings or savings?

No. The package stores what your assessors produce with the tools they are accredited to use. Any figure in a report is the consultant's, attributed and versioned; the package never generates or promises one.

Can clients see other clients' buildings?

No. Each client sees only their own engagements, buildings and reports. Within a client, the base package gives every client user the same view; restricting users to particular sites is part of the portfolio custom option.

How are monitoring clients handled?

With the monitoring add-on, a client is placed on a review cycle. Before each review the portal asks for the period's readings, the assessor issues a short review note against the recommendations register, and the finance view shows the subscription renewal date.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is a custom build assembled from our forms, bookings, documents and memberships modules for each practice, and the engagement screen above is a labelled concept demo rather than a live client system. Needs beyond the listed options go through custom energy consultancy development.

Get a quote for Energy consultancy package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.