Multi-site energy renewal planning for West Midlands firms in 2026

A business with several premises can lose track of energy contracts long before it loses track of its total spend. This 2026 planning guide sets out a practical way to organise renewals across branches, offices and industrial units.

Build a supply register, not just an address list

One address can contain several meters, and electricity and gas may have different contract dates. Create one row per supply. Include the site name, full address, supply reference, supplier, contract start and end dates, annual usage, billing contact and the person who can authorise changes.

Add a link to the relevant contract and latest bill. Record unknown information explicitly rather than filling gaps with assumptions. For a Birmingham head office managing branches in Coventry or Wolverhampton, a consistent register makes it easier to see which site needs attention next.

Create a renewal calendar with owners

Work backwards from each contract end date and the notice requirements in the agreement. Set internal reminders for gathering data, reviewing options, seeking approval and checking the new arrangement. There is no universal best purchasing date: your process should leave enough time to evaluate the offers actually available.

Ofgem advises businesses considering a switch to check their current terms and compare contract offers. Use Ofgem's switching guidance as a starting point, then record the requirements that apply to each individual agreement.

Give every task one named owner and a backup contact. A shared calendar is less useful if everybody assumes somebody else will respond to the supplier.

Separate portfolio goals from site constraints

Agree what you are trying to achieve: simpler administration, a more predictable budget, better visibility of consumption or a different contract structure. Then record the exceptions. A short lease, planned closure or substantial equipment upgrade may make one site's requirements different from the rest.

Do not assume combining sites guarantees a lower price. Ask for proposals that make each supply's costs and terms clear, including any shared service charges. Compare the administrative benefits with the commercial terms rather than treating consolidation as a saving in itself.

Prepare a consistent procurement brief

• Supply the same usage period and contract assumptions to everyone quoting.
• Identify missing readings, estimated bills and expected operational changes.
• Ask how each supply will be billed and how disputes will be handled.
• Confirm the scope of any broker service and how it is paid for.
• Record offer expiry times and who can approve acceptance.

Keep site-level calculations alongside the total portfolio estimate. A favourable combined figure can hide a poor fit for a low-consumption branch or a site with unusual operating hours.

Close the loop after renewal

Check the first bill for each renewed supply against the accepted agreement. Update the register with the new dates, contacts and documents. Review the calendar monthly and after property changes, rather than rebuilding it from scratch at the next renewal.

Our energy procurement service and business energy account management support different parts of this process. Begin with a reliable supply register so advice can reflect the individual premises behind your total energy spend.