Common pitfalls when managing energy for multi‑site small businesses and how to avoid them

The most common pitfalls

• Uncoordinated renewals: Contracts expire at different times. One missed date can lock a site onto higher default rates for a full term, and negotiated discounts can lapse if an agreement ends without anyone realising.

• Inconsistent tariffs and plans: Sites end up on the wrong tariff class, time‑of‑use window, or demand setup for how they actually run.

• Inconsistent billing and late fees: Paper bills go missing, email logins sit with ex‑staff, and small errors add up over months.

• Duplicate admin and unclear ownership: Each site handles bills, queries, and approvals. No one sees the full picture.

• Meter or data issues: Wrong NMI, estimated reads that do not true up, mismatched meters and addresses.

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Why these mistakes cost real money

• Higher unit prices: Rollovers and out‑of‑contract periods push rates up.

• Demand penalties: Unchecked peaks at busy times raise demand charges.

• Network and tariff leakage: Wrong tariff class or demand window means you pay for the wrong structure.

• Time loss: Staff chase bills and portals instead of customers.

• Paying for closed sites: Sites not offboarded properly keep billing active after you leave, so you pay for locations you no longer occupy.

• Missed buying windows: Offers lapse because sites are not aligned.

A structured multi‑site approach that avoids the pitfalls

• One portfolio view: All sites, one dashboard. Bills, usage, NMIs, and key dates in one place.

• Aligned end dates: Bring contracts together so you can go to market once, not ten times.

• Side‑by‑side quotes: Compare like with like. Check energy rates, demand charges, standing charges, and fees on the same basis.

• Tariff and meter hygiene: Confirm tariff class, demand windows, meter numbers, and site addresses before you sign.

• Clear approvals and roles: One owner for procurement and billing queries. Fewer touches, faster decisions.

• Simple operating standards: HVAC setpoints, lighting schedules, and start‑up routines that cut waste without hurting service.

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Quick start checklist

• Gather the latest bill for every site, all pages

• List contract end dates, retailers, and NMIs

• Note trading hours and high‑load equipment by site

• Confirm who approves energy bills and tenders

• Decide a target month to align renewals

Frequently asked questions

Do we need interval data to start?

No. Bills are enough for a first pass. Interval data helps refine demand windows and schedules.

Will centralising disrupt sites?

No. Pricing and onboarding run in the background. Any metering checks are scheduled outside trading hours.

Can some sites stay flexible?

Yes. Keep a flexible term where needed and fix the rest. The goal is fit for purpose across the portfolio.

What about sustainability options?

Where available, you can review carbon neutral or renewable options alongside standard offers, with clear terms and costs.

How Zembl helps multi‑site businesses

• Energy bills: We compare your current pricing with competitive options from our retailer panel, align terms, and manage approvals.

• Energy insights: We analyse usage and bills to find patterns, peak windows, and quick wins across sites.

• Energy solutions: We prioritise low‑cost actions first, then coordinate trusted partners for any upgrades.

Process in brief

Share recent bills and a site list. A Zembl energy expert maps contracts and goes to market. You review a clear summary, choose an option, and we coordinate the rest.

Talk to a Zembl energy expert

Centralising energy for multiple sites does not need to be hard. Send your latest bills or a simple site list and we will line up end dates, compare portfolio options, and recommend a fit for your hours, equipment, and cash flow.