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Bulk Energy Contracting

Kendra Meisgeier
  • Updated

Primary Audience: Admins

Bulk Energy Contracting allows you to send personalized energy contracts to multiple clients at once using a spreadsheet upload. Customers can review, pay, and sign their contracts directly from the Customer Portal, and signed contracts are automatically posted to your ERP as bookings, if supported by your ERP. If your ERP does not support automatic posting, signed contracts will beed to be manually entered into your ERP, the same as a single send energy contract.

Note: Bulk Energy Contracting is available for all partners, except Control ERP. 

Before You Begin

Contract types and payment types are configured during onboarding. Before creating a bulk contract, verify that your contract setup includes the products, terms, and payment options you plan to offer.

The products available for a contract are determined by the selected contract type. If you are unsure which products, payment types, or terms are configured for a contract type, contact the Partner Experience Team at help@agvend.com before proceeding.

Requesting New Contract Types or Payment Types

If you need a new contract type or payment type created, email the Partner Experience Team at help@agvend.com and include the information below.

Contract Type Information

Provide the following details:

  • Contract type name
  • Default delivery start date
  • Default delivery end date
  • Signature due date
  • Available payment types
  • Contract terms
  • Products included in the contract

Payment Type Information

For each payment type, provide:

  • Payment type name
  • Applicable fees
  • Required prepay amount

How Bulk Energy Contracting Works

Bulk Energy Contracting works similarly to a mail merge.

  1. Complete the bulk contract spreadsheet template with one row per customer.
  2. Upload the spreadsheet into Team Hub.
  3. The system validates each row and identifies any errors before contracts are sent.
  4. Preview the generated contracts.
  5. Send the contracts to customers.
  6. Customers review, select payment options, enter quantities, and sign electronically through the Customer Portal.
  7. If your ERP supports it, signed contract are automatically posted as bookings., If not, contract will need to be manually entered into your ERP, the same as single send energy contracts. 

Create a Bulk Contract

A bulk contract batch groups multiple customer contracts together so they can be created, reviewed, and sent at the same time.

To create a new batch:

  1. Navigate to Energy in Team Hub.
  2. Select the Bulk Contracts tab.
  3. Click Create Bulk Contract.
  4. Enter a title for the batch.
  5. Select a Contract Type.

The selected contract type controls the products, locations, payment methods, and contract terms available for all contracts in the batch.

Review the contract terms before continuing. These terms are pulled directly from the contract type configuration and will appear on every contract created in the batch.

Download the Spreadsheet Template

Always use the provided spreadsheet template. Creating your own spreadsheet or modifying the template structure may cause validation errors.

To download the template:

  1. On the Contract Settings page, locate Autofill from XLSX.
  2. Click Download Template.
  3. Open the downloaded XLSX file.

Each row in the spreadsheet represents one customer contract.

Complete the Spreadsheet Template

Customer Information

The following fields are required for every row.

Column Required Notes
Client Name Yes Name shown on the contract
Email Yes Contract notification is sent here
ERP Account ID Yes Must exist and be active in your ERP
ERP Location ID Yes Must exist and be active in your ERP
Energy Only No Enter YES to automatically grant Energy-Only access to customers without an active portal account

Energy Only Access

If a customer does not already have a Customer Portal account, entering YES automatically grants Energy-Only access when the contract is sent.

Enter:

  • YES to grant access
  • NO or leave blank if the customer already has portal access

Products

Each contract must contain at least one product.

The template supports up to four products per contract.

Products must be configured for the selected contract type. Products that are not configured for the contract type selected when creating the batch will be rejected during upload.

If you are unsure which products are available for a contract type, contact the Partner Experience Team at help@agvend.com.

Column Required Notes
ERP Product ID Yes Product must be available for the selected contract type
ERP Sales Tax ID No Leave blank if tax does not apply
Sales Tax Type Required if Sales Tax ID is entered Enter % or $
Sales Tax Value Required if Sales Tax ID is entered Percentage or flat amount

Delivery Dates

Both dates must be future dates and entered using MM/DD/YYYY format.

Example: 08/15/2026

Column Required Notes
Delivery Start Date Yes Must be tomorrow or later
Delivery End Date Yes Must be after the start date

Payment Types

Each contract must contain at least one payment type.

The template supports up to three payment types per contract.

Enter payment type names exactly as they appear in Team Hub, including capitalization and spacing.

Payment types configured for a different contract type will be rejected during upload.

If you are unsure which payment types are available for a contract type, contact the Partner Experience Team at help@agvend.com.

Unit Pricing

For each payment type, enter a unit price for every product included on the contract.

The number of unit prices must match the number of products on that row.

Comments

Comments allow you to include customer-specific information on contracts.

The template includes:

  • One free-form comment field

  • Eight customizable comment columns

Free-Form Comment

Displays the same message on every contract.

Example:

Thank you for your business.

Customizable Comment Columns

Custom comment columns allow customer-specific information such as:

  • Prior year gallons
  • Recommended order quantities
  • Usage history

The following placeholders are supported in column headers:

  • {Product 1}
  • {Product 2}
  • {Product 3}
  • {Product 4}
  • {value}

Example:

Column Header:

{Product 1}: Last Year Gallons: {value}

Data:

  • Product 1 = Diesel
  • Value = 200

Displays on the contract as:

Diesel: Last Year Gallons: 200

Important: You may rename custom comment column headers, but do not change any other part of the template structure.

Max Quantity Deviation %

Use this field to limit how many gallons a customer can request during signing.

The platform uses the highest numeric value entered in the custom comment fields and applies the percentage entered in this column.

Example

Custom comment values:

  • 200
  • 150

Max Quantity Deviation:

  • 15

Maximum allowed quantity:

  • 230 gallons

Leave this field blank if no limit should be applied.

Requirements

  • Must be a positive number
  • Decimals are allowed
  • Cannot be zero
  • Cannot be negative

If a value is entered here but no numeric values exist in the custom comment fields, the row will fail validation.

Template Best Practices

  • Copy ERP Account IDs, Location IDs, and Product IDs directly from your ERP.
  • Use only one contract type per spreadsheet.
  • Budget Billing payment options do not automatically enroll customers in Budget Billing.
  • Send a small test batch before sending contracts to all customers.

Pre-Upload Checklist

Before uploading your spreadsheet, confirm:

  • Client Name, Email, ERP Account ID, and ERP Location ID are completed
  • At least one ERP Product ID is included on every row
  • Delivery dates are valid future dates
  • At least one payment type is entered
  • Unit prices are entered for every product/payment type combination
  • Sales tax fields are completed when applicable
  • Max Quantity Deviation values are positive and supported by numeric comment values

Upload the Spreadsheet

  1. On the Contract Settings page, drag and drop your spreadsheet into Autofill from XLSX, or click to browse.
  2. The platform validates every row immediately after upload.

If errors are found:

  1. Click View Errors.
  2. Correct the issues in your spreadsheet.
  3. Upload the file again.

Contracts cannot be sent until all validation errors are resolved.

Common Upload Errors

Error Resolution
No email address Add a valid email address
ERP Account ID not found Verify the account ID exists in your ERP
ERP Location ID not found Verify the location ID exists in your ERP
Location not allowed for contract type Contact AgVend Support
Product not allowed for contract type Verify the product is configured for the selected contract type
Invalid date format Use MM/DD/YYYY
Energy Only must be Yes, No, or blank Correct the value

If more than 100 errors exist, only the first 100 will be displayed.

Once validation succeeds, click Next to continue.

Add Attachments to a Bulk Contract

You can include PDF attachments with a bulk contract to provide recipients with additional documents, such as letters from your leadership team, pricing sheets, or supporting materials.

Attachments are delivered with each recipient's contract notification email and remain available from the contract within the Customer Portal for future reference.

Attachment Requirements:

  • Only PDF files are supported.
  • Each attachment must be 10 MB or smaller.

Preview and Send Contracts

Before sending, review each generated contract.

  1. Open the Preview tab.
  2. Use the customer selector to review contracts.
  3. Verify:
    • Customer information
    • Products
    • Comments
    • Payment options
    • Pricing

Different payment types may display different pricing. This is the same experience customers will see when reviewing their contract.

When ready Click Send Contracts. 

Each customer will receive a contract notification email.

Save as Draft

If you are not ready to send, click Save Draft.

Important: Selections made while previewing do not carry over to customer contracts.

Customer Experience

After contracts are sent, customers receive an email notification directing them to the Customer Portal to review and sign their contract.

Customers can review available products, pricing, delivery dates, payment options, and any contract comments before completing the signing process.

If a customer does not already have a Customer Portal account, they will be guided through the standard account registration process when accessing their contract. If Energy Only was set to YES in the spreadsheet, the customer will automatically receive Energy-Only access.

Depending on the payment type selected, customers may be required to submit payment before signing. Once all required steps are completed, the contract is electronically signed and, if supported by your ERP, automatically posted to your ERP as a booking. 

For a complete walkthrough of the customer signing experience, view the video below.

Manage Sent Contracts

After contracts are sent, you can monitor contract activity from both the Contracts and Bulk Contracts tabs within Energy.

Individual Contracts

The Contracts tab displays all individual energy contracts and their current status. Open any contract to review customer selections, quantities, payment information, and signature details.

Contracts cannot be edited after they have been sent. If changes are needed after sending, the contract must be voided and recreated.

Bulk Contract Batches

The Bulk Contracts tab displays all bulk contract batches that have been created and sent. Open a batch to view recipient activity, monitor signing progress, and filter contracts by status or payment type.

You can also send reminder notifications to customers who have not yet completed their contracts.

Unsigned Contracts

Each contract type includes a configurable signature due date that is established during onboarding the contract type set up.

Customers receive reminder notifications before the signature deadline. If a contract is not signed before the due date, the contract status automatically updates to Voided and can no longer be completed.

Voiding a Batch

If a contract batch needs to be canceled, you can void the batch from the Bulk Contract details page.

Voiding a batch cancels any unsigned contracts within that batch. Contracts that have already been signed are not affected.

Step by Step Tutorial

For a complete walkthrough of the customer signing experience, view the video below.

Bulk Energy Contracting 

 

If you have any questions related to this article or anything else, please reach out to our Partner Experience Team at help@agvend.com or at 512-812-9399.