Illustrative case study
How an Illinois Energy Broker Could Automate Usage Data Collection and Renewal Outreach
A composite scenario where commercial deals stall because LOAs and interval usage files arrive piecemeal over weeks.
- Illinois
- Energy Brokers
- Example scenario
The problem
A Chicagoland broker managing 120 commercial meters prices 18 RFPs monthly. Average time to complete usage packets is 11 days because clients upload wrong accounts or delay LOA signatures. Renewals within 45 days often have fewer supplier options, compressing broker margin and client savings.
Manual process today
Brokers email PDF checklists. Assistants track missing items in Excel. Renewal dates maintained manually. Client updates sent ad hoc when brokers remember.
Automation built
Inquiry form captures meter list and utility territory. LOA e-sign triggers broker alert. Missing interval data reminders reference specific accounts and due dates. Renewal sequences start at 120 days with broker-approved templates. Contract execution sends welcome sequence draft for broker review.
Tools used
- HubSpot CRM
- PandaDoc LOA
- Make
- Twilio SMS reminders
- Google Drive secure client folders
Time and cost impact (illustrative ranges)
Illustrative range: 14–20 hours per week on document chasing and renewal admin. Actual savings depend on client responsiveness and meter complexity.
Business result
In this illustrative scenario, the broker could price RFPs faster, start renewal conversations earlier, and retain more clients through proactive outreach.
Lessons learned
- Tie reminders to specific meter IDs — generic 'send usage' emails get ignored.
- Brokers review every client-facing price or savings statement.
- Start renewals at 120 days, not 30, in Illinois commercial markets.
- Keep supplier pricing strategy human — automate document logistics.
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