A step-by-step guide to the Retrofit application process

Learn how to support your customer and help manage their Retrofit application.

When offering products and services to your customer, you’re not just trying to help your clients save energy – you’re helping them save time and effort, too. Along with completing energy-saving upgrades, you can help your customers reap the benefits of the Retrofit program by acting as their applicant representative and applying on their behalf. Use this step-by-step guide to understand the Retrofit program incentive process and how you can add value to your customer relationship.

Step 1 Introduce your customer to the Retrofit program

The Save on Energy Retrofit program can help businesses from various industries save up to 50 per cent of the costs of their energy-saving upgrades. Introduce your potential customers to the program, so they can understand how they can shorten the payback period on energy-saving projects, as well as the benefits that come with incorporating energy efficiency in their business, including higher reliability and improved competitiveness. As their partner, you can add value by handling the application process for them.


Step 2 Pick a project track

The Retrofit program is designed for both relatively simple upgrades and more comprehensive energy-saving projects. There are two project tracks to choose from:

  • The prescriptive track is best for straightforward projects. The incentives under this track are predefined based on the equipment being installed, and the application must have a minimum total incentive value of $500 to be eligible.
  • The custom track, on the other hand, offers flexibility for more complex projects and must have a minimum incentive value of $1,500 to be eligible. Custom incentives are calculated based on energy savings over pre-project baselines.

Program RequirementsReview the program requirements to see which track is best for your customer’s project. | PDF
Step 3 Plan the project

As you lay out and plan the project with your customer, speak with them about the application process, the program requirements and your role as the applicant representative. Use the available program worksheets to choose project measures and estimate energy savings and available incentives.


Step 4 Sign up for the Retrofit portal online

Once your customer is ready to begin a project, sign up for the Save on Energy Retrofit portal. It will centralize everything about your customer’s project application, from the details of the upgrade to the approval process. Your customer will also need to register for an account to use the portal for project approvals.

Applying on behalf of a customer means you’ll fill in the project details as an applicant representative. Work with them to set up their account, while reminding them that you’ll handle the application process.


Step 5 Add project and measure details to the portal

Create an application in the portal and include project details, such as the estimated project cost, start date and a description of the upgrade. If you’re working on multiple facilities for the same customer, you can fill in details for upgrades at each facility under one application. You will also need to include any relevant documents, such as: a quote for the project, spec sheets for the equipment and any supporting energy calculations.



Step 6 Review the estimated calculations

In the portal, you’ll be able to see estimates for energy savings, based on the project details you provide. Your customers will be able to review their estimated project incentive as well as the project costs. Review them and ensure you and your customer are aligned on the outcome.


Top Tips for a smooth applicationCheck out our Top Tips document to make sure your application’s review goes smoothly. | PDF
Step 7 Get your customer to sign off on the project application

Through the Retrofit portal, forward the application to your customer to get their approval. Your customer will need to review the application and accept the Retrofit program participant agreement, and then submit the application for review and approval by the IESO.


Step 8 Submit the project for pre-approval

When your customer submits the application to the IESO, you’ll receive an email notification that the application has been received and is under review. During this time, the IESO may request edits. If that’s the case, simply return to the portal to make edits to the project details and then ask your customer to re-submit the application.

Once the review is complete, the IESO will send an email stating that your project has been pre-approved.


Step 9 Complete the energy-saving projects

Once the application is pre-approved, it’s time to complete the project. Note that your customer has the option to proceed with the project before it has received pre-approval, understanding the risk that the project may receive a lower than expected incentive amount, or that it might not be approved.

Keep your customer up to date on the project’s progress and completion.


Step 10 Complete the post-project submission

After the project is complete, fill in the post-project submission. You will need to return to the pre-approved application in the Retrofit portal to prepare the submission. Add the verified data for the completed project and upload any required supporting documents such as the customer's invoice for the project, disposal documents for the equipment replaced, and energy-saving calculations or measurements.

Once this is completed, send the post-project submission to your customer for their review. They will submit the post-project submission to the IESO for review and approval, similar to the pre-approval process.



Step 11 Remind your customer to submit their invoice

After the post-project submission is completed and approved, the IESO will ask your customer for an invoice for the approved incentive amount. Only your customer can submit the invoice, through the Retrofit portal. Remind them to finish this important task to receive their incentive payment.

The submitted invoice is then reviewed and approved by the IESO. Once the invoice is approved, your customer can expect to receive their incentive cheque in four to eight weeks.



Step 12 Be sure to follow up

As a final step, follow up with your customer to see how their energy-saving upgrades are going and whether they’re ready to take on their next project. By effectively supporting the incentive application process, you can begin a long-term partnership throughout your customer’s energy-efficiency journey.


Ready to start a project?
There are two ways we can help:

Option One

Call us at

1-844-303-5542

for application support or general questions.

Option Two

Provide us with information about your project and we’ll call you back to provide tailored advice.