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Template fields + software for commercial lighting audits
Lighting Audit Template
Every Field. On-Site Ready.
Every field you need to document a commercial facility, with the reason each one matters. Plus how LumaQuote turns the same audit into a finished retrofit proposal without retyping a single number.
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Free plan: 3 proposals, no credit card · Offline iPad, iPhone and Android app · US and Canada utility rates built in
Commercial Lighting Audit Template
Westfield Manufacturing · October 2026
Excel LumaQuote
▾ Warehouse Floor 3 fixture types · 34 fixtures · 16,748 kWh/yr Set Hours
# · Fixture Type · Lamp / Ballast · W · Qty · h/d · d/yr · kWh/yr · $/yr · Status
1 · Metal Halide 400W · MH 400W / Magnetic · 458 · 6 · 12 · 260 · 8,574 · $1,115 · In Scope
2 · T8 4ft 2-Lamp · F32T8 / Electronic · 72 · 24 · 10 · 260 · 4,493 · $584 · In Scope
3 · HPS 250W · HPS 250W / Magnetic · 295 · 4 · 12 · 260 · 3,682 · $479 · Leave As-Is
Space Total: · 16,748 kWh/yr · $2,177/yr · At $0.13/kWh, calculated as you enter
24 Template fields,
each explained
4 Categories: fixtures, energy,
space, controls
45 Fixture types built
into LumaQuote
81 Fields in the LumaQuote
CSV export
Before you start
Set your audit up for a clean proposal.
Arrive with these four things confirmed and you will not have to backfill numbers after the visit.
Site and facility details
Client name, address, contact, building type, total square footage, floors and year built. This fills the proposal cover and gives context for the controls suggestions.
Utility and rate information
Utility provider, current rate ($/kWh), demand rate if any, and the rebate program. LumaQuote fills these from your region, but always check the client's billed rate.
Floor plan or list of spaces
Even a rough sketch. Knowing the areas and spaces in advance lets you set them up before you walk, so on site you only count fixtures.
Project scope intent
Whole facility or selected areas? Are controls in scope? Which fixtures will not be replaced (emergency, heritage, under warranty)? Knowing this first saves audit time.
Template fields
Every field your lighting audit needs, and why.
Four categories. The first two drive the energy model. The last two make the proposal accurate and protect you on installation day.
Fixture Type
The most important field. It sets the default wattage and the LED replacement options. Use a standard list (T8 4ft 2-Lamp, Metal Halide 400W, HPS 250W), not free text that comes out different on every line.
Required for energy model
Lamp and Ballast
The lamp designation (F32T8, MH400/U, HPS250) and the ballast: magnetic or electronic. The ballast changes the system wattage for the same lamps, and some rebate applications ask for lamp-level detail.
Required for HID, T12 and older T8
Input Wattage
The default from the fixture type is a starting point. Enter the system wattage from the nameplate or a meter. A 400W metal halide fixture draws about 458W once the ballast is counted, and that difference is real money in the savings.
Required for energy model
Quantity
The count of identical fixtures in this space. Do not lump different wattages into one line to save time. Wrong quantities are the most common cause of savings errors.
Required for energy model
Mounting Height
Not part of the energy model, but it decides the LED and the light levels. The high bay and low bay cutoff is around 20 feet. Record it in every warehouse and industrial space.
For LED selection
Color Temperature
The color of the existing lamps (3000K, 4000K, 5000K). Matching it, or changing it on purpose, avoids complaints after the retrofit and makes the LED choice faster.
For LED selection
Operating Hours per Day
The biggest variable in the energy model. One hour a day on a 10-hour schedule is 10% of the energy, and of the savings. Confirm with the facility manager, do not guess. Typical: 10h office, 12h warehouse, 16h two shifts, 24h parking garage.
Required, highest impact
Operating Days per Year
365 for round-the-clock sites, 260 for Monday to Friday, about 300 for six-day weeks. Using 260 when the site runs every day understates savings by about 40%. Ask for the real schedule.
Required for energy model
Utility Rate ($/kWh)
LumaQuote fills it from the region you pick, but always check it against the client's bill. Commercial rates vary by rate class, time of use and contract. The proposal is only as credible as the rate behind it.
Required, check the bill
Demand Rate ($/kW per month)
Larger facilities pay demand charges, often a large share of the bill. When they apply, the wattage reduction saves demand as well as kWh. Record the demand rate if the bill shows one.
Recommended for large sites
Rebate Program
The utility program name, per-fixture or per-watt amounts and any deadline. LumaQuote fills in the program name from the region; confirm the amounts with the utility or your distributor.
Important for payback
Annual kWh (calculated)
Watts × quantity × hours per day × days per year ÷ 1000. LumaQuote updates it as you type. In a spreadsheet the formula is =(W*QTY*H*D)/1000; test it on one known fixture before trusting the whole sheet.
Calculated in LumaQuote
Area and Space
Group the building by area (floor, wing or building) and then by space: Warehouse Floor, Open Offices, Loading Dock. Clients think about their building that way, and many rebate applications follow it.
Required for an organized proposal
Floor Area and Ceiling Height
Square footage and ceiling height per space. Area supports lighting power checks and code documentation; ceiling height drives fixture choice, sensor coverage and lift needs.
Recommended
Location Note
Row A Bay 3, above the press line, west exterior wall. A short note that lets you or an installer find the exact fixtures weeks later. Critical on big sites with many identical fixtures.
Recommended on large sites
Condition
Good, fair or poor. Poor means the fixture is failing and replacement is more urgent. It also protects you: if a client later says a fixture worked before the retrofit, you have a record.
Documents the existing state
Scope Status
In scope, leave as-is, excluded or emergency only. Not every fixture gets replaced, and those decisions need a record. Excluded and leave-as-is fixtures show in the proposal with a note, so nothing is lost.
Required for an accurate proposal
Photos and Notes
Fixture, nameplate and ceiling photos tied to the line, plus anything that does not fit elsewhere: access issues, obstructions, mounting, client preferences. In LumaQuote the photos stay with the right space and fixture.
Recommended
Existing Controls
What controls this space today: wall switch, dimmer, occupancy or vacancy sensor, daylight sensor, timer, photocell, lighting panel, or always on. It changes the controls opportunity and the installation cost.
Recorded per space
Controls to Add
What the space needs, with a quantity per type: occupancy sensors, vacancy sensors, daylight sensors, dimmers, timers, photocells. Or none needed. Where the code requires controls, such as New York, this is part of the documentation.
Recorded per space
Daylight Availability
Windows, skylights or clerestory glazing that give meaningful daylight: high, moderate or none. Daylight controls only make sense where daylight is real, so this prevents overconfident suggestions.
Controls fit input
Occupancy Pattern
Always occupied, intermittent or often empty. Occupancy sensing pays where spaces sit empty; a warehouse running 24/7 gains little.
Controls fit input
Space Type
Warehouse, open office, private office, corridor, restroom, parking, exterior, stairwell. It drives the suggested controls fit: corridors and restrooms suit occupancy sensing, perimeter offices daylight, exteriors scheduling.
Drives the suggested fit
Controls Fit
LumaQuote suggests a fit from the space type: High fit, Possible fit, Needs site review, Not likely. Adjust it to what you saw on site. The software suggests, you decide.
Suggested, editable
On-site workflow
How to run a lighting audit efficiently.
01
Set up areas and spaces before you walk
In the LumaQuote field app, create the areas (floors, wings, buildings) and their spaces before you arrive, or in the parking lot. Then you tap into a space and add fixtures straight away. Creating spaces as you go slows the walk.
02
Set the schedule for each space first
Confirm operating hours with the facility manager before counting. Pick a schedule for the space once and every fixture in it follows. One tap instead of typing the same hours 40 times. A line can still keep its own hours.
03
One line per fixture type per space
You do not need a line per physical fixture. You need one per combination of fixture type, wattage and schedule. Thirty identical T8 4ft 2-lamp troffers in one space is one line, quantity 30. Split only when the wattage or hours differ.
04
Check the wattage, and take the photo
The fixture type fills a typical system wattage. Read the nameplate or meter older fixtures to confirm it, and take a photo of the fixture and the label while you are there. It answers questions in the office without a second visit.
05
Mark leave-as-is and excluded fixtures
Not every fixture is in scope. Mark lines as leave as-is, excluded or emergency only. They appear in the proposal with a clear note, so the client sees everything and nothing is hidden.
06
Check the space total before moving on
LumaQuote shows the running kWh/yr for each space. Before you move on, look at it: if it seems too high or too low for the room, find the error now. It is much harder to fix back at the office.
Common audit mistakes
What gets missed, and why it matters.
Five lighting audit errors that make proposals fail client review or cause problems on installation day.
Wrong operating hours
Assuming 8 hours when the site runs 10 understates the real savings by 25%. Overstating the hours does the opposite and makes your numbers undeliverable. Confirm with the facility manager.
No utility bill review
A regional average rate is a starting point. The client's billed rate can differ a lot depending on rate class and contract. Ask for the last 12 months of bills before you finalize the proposal.
Lamp watts instead of system watts
A 400W metal halide fixture draws about 458W with its ballast. Using 400W understates the existing load and the savings. Use system wattage from the nameplate, or meter older HID fixtures.
Missing fixtures entirely
Exit signs, stairwells, emergency units, mechanical rooms. They are often out of scope, but they still belong in the audit with a scope status. Out of scope is not the same as not there.
No daylight or controls note
Suggesting daylight controls in a room with no windows, or missing the sensors already installed, makes a controls proposal fall apart at review. Record what is there before suggesting what to add.
Audit Complete: Summary
5
Spaces audited
48
Fixture lines
42
In scope
6
Leave / Exclude
Total existing kWh/yr 84,320 kWh/yr
Total existing $/yr $10,962/yr
Next step
→ Retrofit: specify LED replacements
→ Controls: review opportunities
→ Rebates: confirm program amounts
→ Summary: generate the proposal
Template vs. software
When a lighting audit template is enough, and when software saves hours.
Spreadsheet Template
The right tool when the project is truly simple.
Single space, one or two fixture types
Rough feasibility estimate only
Client does not need a formal proposal
Many areas and spaces (warehouse, office, exterior)
Mixed fixture types with different hours
Rebate calculations per fixture type
Payback or cash flow table required
Controls analysis needed
Photos tied to each fixture line
Revisions expected after client review
⚡ LumaQuote
Built for real commercial projects, any size.
Offline iPad, iPhone and Android app with photos on every line
Unlimited areas, spaces and fixture types
kWh/yr calculated live, no formulas to build
Per-fixture rebates tracked and totaled
Payback, ROI and 10-year cash flow, generated
Controls fit per space: High, Possible, Needs review, Not likely
Revisions: change one number, everything updates
PDF and Word proposal, plus a work order for your crew
Full CSV export of every field when you need the raw data
AI cover letter written from your actual project data
What happens after the audit
The audit is the start. The proposal is the win.
In LumaQuote, every fixture in the audit feeds the proposal directly. You never re-enter data. Here is how it flows.
01
Audit
Fixtures, watts, qty, hours
kWh/yr live
02
Retrofit
LED type, watts, cost
Savings live
03
Controls
Fit, type, added cost
Optional
04
Rebates
Per-fixture amounts
Net cost
05
Summary
Full proposal export
PDF + Word
Every number in steps 02 to 05 comes from what you entered in the audit. No retyping, no copy and paste, no formula errors. See the sample proposal.
US + Canada support
Pick your region.
Rates fill in.
LumaQuote includes built-in utility rates, CO₂ factors, demand charges and rebate program names for major US regions and every Canadian province. No looking up rates mid-audit, and every value stays editable.
Northeast US · $0.22/kWh · California · $0.27/kWh · Texas · $0.12/kWh · Midwest · Southeast · Southwest · West · Ontario · $0.13/kWh · Quebec · $0.076/kWh · BC · $0.098/kWh · Alberta · $0.17/kWh · Manitoba · Saskatchewan · Nova Scotia · New Brunswick
Ontario · filled in on selection
Utility rate $0.13/kWh
Demand charge $0/kW/mo
CO₂ factor 0.03 kg/kWh
Rebate program Save on Energy
Common questions
Lighting audit template FAQ.
What is a lighting audit template?
A lighting audit template is a structured form for documenting existing lighting during a facility walk-through. It captures fixture type, lamp and ballast, wattage, quantity, location, operating hours, daylight and controls. A good template feeds the savings calculation and the retrofit proposal without retyping after the visit.
What columns should a lighting audit spreadsheet include?
Area and space, fixture type, lamp and ballast, input wattage, quantity, hours per day, days per year, color temperature, mounting height, daylight, existing controls, controls to add, location note, condition and scope status. For a proposal you also need the LED replacement, unit cost and rebate per fixture line.
Is there a free lighting audit template?
Yes. Download the free Excel template on this page. It has tabs for site and utility details, spaces, the fixture inventory and a summary, with dropdowns for 45 fixture types and 18 space types, typical system wattages, and formulas for kWh, cost, LED savings, rebates and payback. It also opens in Google Sheets. When you would rather skip the spreadsheet, the LumaQuote Free plan covers three complete proposals with no credit card, and the iPad, iPhone and Android app is included.
Can I use a lighting audit template on a tablet during the site walk?
Yes. LumaQuote Field is an iPad, iPhone and Android app built for the walk-through: large buttons, one sheet per fixture line, photos on every line, and it works with no signal. The audit then opens in LumaQuote on your computer, ready to price. A spreadsheet on a tablet works too, but typing into small cells on site is slow.
How does the audit connect to the retrofit proposal?
In LumaQuote, every fixture in the Audit tab carries forward to Retrofit, Controls, Rebates, Installation and Summary. The kWh/yr and $/yr from the audit feed the savings, rebates and 10-year cash flow in the proposal. You never re-enter data.
What is the difference between a lighting audit template and lighting audit software?
A template is a spreadsheet you fill in and maintain. Even with savings and payback formulas built in, you still copy the results into a proposal and redo it when the scope changes. Lighting audit software like LumaQuote calculates energy use as you enter fixtures, links the audit to the proposal and produces a PDF or Word document, so a change in one place updates everything.
⚡ LumaQuote
Your next lighting audit
starts here.
From fixture count to finished proposal, in one tool. Every field in the audit feeds the proposal.
Start Free See the Audit Software → Proposal Template → Download the Free Excel Template
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