LumaQuote › Lighting Retrofit Software

From site audit to finished proposal in one workflow

Lighting Retrofit Software
for Commercial LED Projects.

LumaQuote helps contractors and retrofit teams turn commercial lighting audits into quotes, savings estimates, rebate assumptions, installation costs, and professional proposals without rebuilding spreadsheets every time.

Built for lighting retrofit contractors, distributors, ESCOs, and energy teams quoting commercial LED retrofit projects across Canada and the US.

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Built for commercial retrofit

Built for commercial lighting retrofit workflows.

A commercial lighting retrofit is more than replacing fixtures. It includes audit data, fixture recommendations, utility rate assumptions, savings, rebates, labour, access costs, exclusions, and a proposal the customer can approve. LumaQuote organizes all of it in one connected workflow.

Retrofit workflow step

What LumaQuote helps organize

Site audit

Areas, spaces, fixture types, quantities, operating hours and photos, entered at the desk or on site with the iPad, iPhone and Android app, which works with no signal

Existing conditions

Existing wattage, operating hours, voltage and fixture counts that establish the energy baseline

LED recommendations

Proposed LED replacements, lamps or retrofit kits per fixture line, picked from your own product catalogue or entered by hand

Savings estimate

Energy and cost savings calculated from actual fixture data and regional utility rate

Rebates

Estimated incentives per fixture line and the program name, with one switch to include or exclude them

Installation costing

Labour, lift, disposal, permits, taxes and exclusions that belong in the net project cost

Proposal output

Client-ready PDF and Word proposal exported from the same project data, with your logo on Pro

Installer handoff

A work order with no prices, as a PDF or a spreadsheet, plus links to product data sheets

Quote commercial LED projects

Quote commercial LED lighting retrofit projects faster.

Each fixture type from your audit gets a LED replacement row. Enter the proposed wattage and cost and per-fixture savings calculate immediately below. No formulas to build. No separate file to maintain.

1 · Existing · Metal Halide 400W High Bay · 458W × 6 units · 12h/d × 260d/yr · 8,574 kWh/yr

LED LED High Bay 200W

200 W

6 units

$ 220

Reb $ 50

458W → 200W  ·  56% reduction  ·  Saves 4,830 kWh/yr  ·  $628/yr

2 · Existing · T8 4ft 2-Lamp Troffer · 72W × 30 units · 10h/d × 260d/yr · 5,616 kWh/yr

LED LED Panel 2×4 40W

40 W

30 units

$ 65

Reb $ 20

72W → 40W  ·  44% reduction  ·  Saves 2,496 kWh/yr  ·  $324/yr

Total kWh savings 7,326 kWh/yr

Annual savings at $0.13/kWh $952/yr

Material cost $3,270

Rebates −$900

Common fixture types

Common fixture types and LED retrofit options.

Existing fixture

Common LED retrofit option and site confirmation

T8 strip and troffer fixtures

LED strip fixtures or direct-wire retrofit kits. Confirm fixture condition, ballast removal, and lens type before specifying.

2x4 recessed troffers

LED panels or troffer retrofit kits. Confirm ceiling grid size, required light levels, and any dimming requirements.

Metal halide or HPS high bays

LED high bays, UFO or linear. Confirm mounting height, beam distribution, and operating environment.

HPS or MH wall packs

LED wall packs with equivalent or improved distribution. Confirm exterior rating, photocell integration, and controls fit.

HPS or MH pole fixtures

LED area lights or shoebox heads. Confirm pole height, required optics, and access method for installation.

Controls should be presented as an opportunity layer where they make sense for the space, not added to every project by default. See the Controls section below.

From audit to proposal

From lighting audit to retrofit proposal in one workflow.

Many teams collect audit data in one file, calculate savings in a second, track rebates in a third, and build the proposal manually in a fourth. LumaQuote connects all of it so changes at any step cascade through automatically.

Setup

Client info, facility type, region. Utility rate, demand charge, and rebate program name pre-fill from regional defaults.

Audit

Add areas, spaces and existing fixtures: type, watts, quantity, hours. Enter it at the desk or bring it in from the iPad, iPhone and Android app. Baseline kWh calculates live.

Retrofit

Select LED replacement per fixture type. Savings appear immediately per row. Running material total updates as you work.

Controls

Optional, on Pro. Model occupancy, daylight, and scheduling savings separately on top of the LED baseline.

Rebates

Per-fixture incentive amounts and the program name. Toggle on or off for net cost and payback.

Installation

Labour, lift, disposal fees, and permits. Full breakdown that feeds net cost, payback, and ROI automatically.

Proposal

PDF and Word proposal, plus a work order for the installer. View sample proposal for the full output format.

Build the financial case

Build savings, ROI, and payback from clear assumptions.

A commercial lighting upgrade proposal that survives client review is built from specific, traceable inputs. Generic percentage claims get tabled. Specific math with visible assumptions gets signed.

Savings input

Why it matters for lighting retrofit ROI

Existing wattage per fixture

Establishes the energy baseline. Using catalog wattage for old magnetic ballasts can understate actual draw by 20 to 30 percent and inflate the savings claim.

Proposed LED wattage

Shows expected wattage reduction. Drives the kWh savings calculation on every fixture row in the retrofit tab.

Fixture quantity

Scales the savings calculation. A 20W reduction on one fixture and on 200 fixtures are fundamentally different proposals.

Operating hours per year

Has a direct multiplier effect on annual savings. Confirming actual hours with facility management is worth the 10-minute conversation before finalizing the proposal.

Utility rate ($/kWh)

Converts kWh savings into dollar savings. The blended rate is usually the correct approach for commercial buildings unless time-of-use billing has been confirmed.

Project cost (material and installation)

Required for payback period and ROI. Including installation cost in the net investment is the only defensible payback calculation to present to a client's energy manager.

Rebates

May reduce net project cost and improve payback if approved. Should always be labeled as estimated until utility confirmation is in hand.

Proposal output

One click. A complete, branded retrofit proposal.

LumaQuote generates the full proposal document from your audit and retrofit data. No reformatting. No rebuilding layout. PDF and Word export both included every time.

📄 Export PDF 📝 Export Word

Example project: 120 fixtures in four spaces, $0.13/kWh, 2% yearly rate escalation. The four tabs show the same project, so the numbers tie together.

Rebate assumptions

Add rebate assumptions without overpromising.

Commercial LED retrofit projects may qualify for utility rebates, but amounts depend on program rules, utility territory, product eligibility, timing, and approval. LumaQuote keeps rebate assumptions in the project workflow, not buried in a separate spreadsheet or email thread.

Recommended proposal language

"Estimated rebate based on current program assumptions. Final eligibility and approval are subject to utility or program administrator review."

Per-fixture rebate amount, with the program name carried into the proposal

Rebate total updates automatically when fixture scope changes

Global toggle to include or exclude rebates from net project cost

Proposal states that rebate amounts are estimates, subject to program approval

Full guide: rebate tracking software for lighting retrofit proposals.

Installation costing

Price the installation, not just the fixtures.

Installation costs are where margin disappears on retrofit jobs. LumaQuote includes an Installation tab where these are itemized and flow into net project cost and payback. When the job is sold, the same tab gives the installer a work order with no prices. Compare this approach to templates and spreadsheets in our guide to proposal software for contractors.

Installation cost factor

Why it belongs in the net project cost calculation

Labour

Core installation cost. Hours per fixture type vary significantly by access difficulty and fixture category.

Lift access

Essential for warehouses, gyms, high-bay areas, and exterior pole fixtures. Often the largest auxiliary cost on an industrial project.

Lamp and ballast disposal

Varies by municipality and waste type. Consistently underestimated on older fluorescent projects with large tube volumes.

Materials and hardware

Mounting hardware, wiring, controls accessories, and conduit. Often omitted from quick estimates and absorbed as margin erosion on the job.

After-hours or phased work

Some facilities require installation outside business hours. Affects labour rate assumptions and total installation timeline.

Exterior work scope

Outdoor fixtures may require different access equipment or weatherproofing materials that affect cost and scheduling.

Exclusions

Documenting what is not included protects the contractor and the client from scope disputes after the proposal is signed.

Commercial lighting upgrades

Commercial lighting upgrade examples by building type.

Commercial lighting upgrade projects vary by building type, fixture category, and controls opportunity. Here is a practical overview of the most common retrofit scopes.

Warehouse

High bays, aisle lighting, loading dock fixtures, occupancy controls where applicable

Office

Troffers, LED panels, occupancy sensors, common area and corridor lighting

Retail

Sales floor lighting, back of house, exterior entrance and signage area lighting

Industrial

High bays, task lighting, durable fixture specifications, controls where conditions allow

Exterior and Parking

Wall packs, pole lights, security lighting, photocell integration

Healthcare and Institutional

Troffers, specialty fixtures, corridor lighting, tunable controls where applicable

Software vs spreadsheets

Lighting retrofit software vs spreadsheets.

Excel can work for simple jobs. For commercial LED upgrades with multiple fixture types, controls scenarios, rebate assumptions, and installation costs, a connected workflow is significantly faster and less error-prone.

Spreadsheet workflow

LumaQuote workflow

×Audit data entered manually into a separate file

✓Fixture data stays connected to the project throughout

×Site notes and photos retyped or filed by hand after the walk

✓The audit from the tablet or phone arrives on the desktop with photos filed by space and fixture

×Savings formulas can break on revision or copy

✓Savings assumptions are structured and always consistent

×Rebate notes sit in a separate email thread or tab

✓Rebate assumptions are tracked and connected to the proposal

×Installation costs managed in a third file or estimate

✓Installation costs are part of the proposal workflow

×Proposal assembled and formatted manually every time

✓Proposal output is generated from the project data automatically

×Scope revisions create version control and re-entry problems

✓Changes cascade through the workflow automatically

Controls layer

LED only, or LED plus controls. Your client decides.

Not every site needs controls. LumaQuote keeps them optional and completely separate from the LED calculation. When you do model them, the savings layer correctly on top of the LED baseline. LED-only and LED-plus-controls payback appear side by side so the client can evaluate controls as an optional upgrade, not a bundled assumption. In this example controls add savings and a few months of payback, which is the trade-off the client should see. Controls analysis is part of Pro.

LED Only

$11,724/yr

1.9yr payback

LED + Controls

$13,017/yr

2.1yr payback

Controls Fit Assessment -- Warehouse Floor

High fit · Occupancy / Vacancy Sensing · 20-35%

High fit · Scheduling / Sweep Off · 10-25%

Possible · Daylight Harvesting · 5-20%

Not likely · High-end Trim · 0-5%

Who uses LumaQuote

Who uses LumaQuote for lighting retrofit projects.

Lighting retrofit contractors

Building repeatable workflows for commercial LED upgrade proposals instead of starting from a new spreadsheet on every job.

Electrical contractors

Adding lighting retrofit proposal capability to the service offering without building and maintaining complex custom templates.

Distributors and ESCOs

Supporting sales teams and contractor customers with faster, more credible proposals priced from their own product catalogue, imported from Excel or CSV.

Energy consultants

Producing investment-grade proposals with defensible savings calculations, detailed assumptions, and professional output for commercial clients.

LumaQuote helps commercial retrofit teams move from audit to quote to proposal with less manual work. See the LumaQuote platform →

FAQ

Lighting retrofit software FAQ.

What is lighting retrofit software?

Lighting retrofit software helps contractors and retrofit teams organize audit data, fixture recommendations, savings assumptions, rebates, installation costs, and proposals for LED upgrade projects. LumaQuote connects the site audit directly to the proposal so all project data stays consistent from the first fixture entry to the final exported document.

What is a commercial lighting retrofit?

A commercial lighting retrofit is an upgrade from older lighting systems to newer LED fixtures, lamps, retrofit kits, or controls in a commercial building. Common projects include replacing T8 fluorescent troffers with LED panels, metal halide high bays with LED high bays, HPS exterior wall packs with LED wall packs, and adding occupancy or daylight controls where they provide measurable savings.

Who uses lighting retrofit software?

Lighting contractors, electrical contractors, commercial lighting distributors, ESCOs, and independent energy consultants use lighting retrofit software to quote and present commercial LED upgrade projects. The tool is most useful when teams need a repeatable workflow for audits, savings calculations, rebate tracking, installation costing, and professional proposal output.

Can lighting retrofit software calculate savings?

Yes. LumaQuote estimates savings using existing wattage, proposed LED wattage, fixture quantity, operating hours, and utility rate. Energy savings in kWh and dollars calculate automatically from these inputs. Demand savings and maintenance savings can also be included, with all assumptions documented clearly in the proposal.

Can LumaQuote include rebates in proposals?

Yes. LumaQuote includes rebate assumptions with the program name and a per-fixture incentive amount. Rebates are deducted from gross project cost to show net investment in the executive summary, and one switch takes them out again. The proposal states that rebate amounts are estimates and are subject to program approval.

Can I do the lighting audit on site?

Yes. LumaQuote Field is an iPad, iPhone and Android app included on every plan. You add areas, spaces, fixture counts, hours and photos while you walk the building, even with no signal. The audit shows up in your LumaQuote dashboard on its own, ready for the Retrofit step.

What should be included in a commercial lighting retrofit proposal?

A strong commercial lighting retrofit proposal should include existing fixture data by area, recommended LED replacements, savings assumptions with utility rate, rebate notes with program name and status, installation costs including labour and disposal, exclusions, project pricing, payback period, ROI, and next steps. The executive summary should present total investment, annual savings, and payback on the first page, as this is what gets presented internally for budget approval.

Is lighting retrofit software better than Excel?

Excel can work for small jobs. For commercial LED upgrade projects with multiple fixture types, controls scenarios, rebate assumptions, and installation costs, purpose-built software significantly reduces errors and turnaround time. LumaQuote keeps audit data, savings, rebates, and installation costs connected in one workflow rather than spread across multiple files that need to stay manually synchronized.

⚡ LumaQuote

Build your next commercial retrofit proposal today.

Audit, retrofit, controls, rebates, installation, and proposal. All connected. All in one workflow.

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