What This Checklist Is For (and Who Should Use It)
If you're an office administrator or facilities manager tasked with evaluating solar for your company's building, this is for you. I manage vendor relationships and purchasing for a 50-person firm—processing around 60-80 orders annually across 8 vendors. Solar isn't something I buy every month, so I needed a clear, repeatable process. This checklist is what I put together after evaluating Vivint Solar for our office.
This approach works if you're looking at a mid-sized commercial property (think 5,000 to 20,000 sq ft) and want a full ecosystem—solar panels, battery backup, and possibly EV charging. If you're only after a small residential system or a single product, your steps will be different.
Here are the 5 steps I followed. They take about 3-4 hours total, spread over a week.
Step 1: Verify the System Design Matches Your Building’s Load
What to do: Before talking to any sales rep, get your building’s last 12 months of utility bills. You need the total kWh consumed and the peak demand (in kW). This is your baseline. Vivint’s design team will propose a system size based on this—usually covering 70-100% of your usage.
Why this matters: I learned this the hard way in 2021 when I approved a proposal that looked fine on paper but didn’t account for our HVAC upgrades. When I compared our Q1 and Q2 usage side by side—same square footage, different HVAC load—I realized the system was undersized by about 20%.
Checklist:
- Collect 12 months of utility bills
- Note any planned changes (new equipment, expansion)
- Ask Vivint for a system size that covers at least 80% of your annual usage (if possible given roof space)
- Request a production estimate (kWh/year) and compare it to your actual consumption
One thing most people miss: Ask about the solar roof racking system. For commercial flat roofs, the racking type affects long-term maintenance and roof warranty. Vivint uses standard aluminum racking for most installs, but if your roof has a unique structure (like a membrane that’s less than 5 years old), you might need a different approach. I didn’t think about this until our roofer brought it up during a separate project (ugh).
Step 2: Check the Battery Backup Design—Not Just the Panels
What to do: Solar panels alone don’t give you power during an outage. For that, you need a home battery backup or a commercial storage system. Vivint offers the Vivint Battery, which is a lithium-ion unit. You need to decide: do you want whole-building backup (costly) or just critical loads (lights, internet, server room)?
Why this matters: People assume batteries are just ‘add-ons.’ Here’s the thing: the battery chemistry and capacity determine how long it lasts and what it can power. How long does a solar battery last? Most lithium-ion batteries last 10-15 years, but the number of cycles (charge/discharge) matters more than calendar age. For our office, we chose backup for critical loads only—about 30% of our peak demand. This worked for us, but our situation was a single-story office with predictable daytime usage. If you’re a data center or a 24/7 operation, your mileage may vary.
Checklist:
- Decide on critical vs. whole-building backup
- Ask for the battery’s usable capacity (kWh) and power output (kW)
- Inquire about the number of charge/discharge cycles the battery is rated for
- Confirm whether the battery integrates with your existing electrical panel or requires a new sub-panel
From the outside, getting a battery seems like the ultimate solution. The reality is batteries degrade over time and have different chemistries. Some are better for daily cycling; others for occasional outages. Make sure you know which one you’re buying.
Step 3: Evaluate the Financials with a Total Cost Lens
What to do: Vivint offers several ownership models: cash purchase, loan, lease, and PPA (Power Purchase Agreement). For commercial buildings, the loan or cash purchase is usually best for maximizing long-term savings, but leases work if you want zero upfront costs.
Why this matters: In Q4 2024, I evaluated 3 proposals (including Vivint) and found pricing variations of 30% for identical system sizes. Vivint was middle-of-the-pack on base price but included monitoring and warranty in the package. Here’s the financial breakdown I used:
- Base system cost: $25,000 - $45,000 for a 20-30 kW system (based on Vivint quotes, Q1 2025; verify current pricing)
- Battery add-on: $8,000 - $15,000 per battery (including installation)
- Federal ITC (30%): Applies to both solar and battery if stored energy is charged by solar
- State/local incentives: Vary wildly; in Texas, there’s no state incentive, but some utilities offer rebates
- Ongoing monitoring: Usually included for 5-10 years, then $15-25/month
Surprising insight: The cheapest quote I got was from a local installer, but their warranty was 10 years vs. Vivint’s 25-year performance guarantee for panels. I did the math: over 25 years, the potential panel replacement costs from the local guy would have wiped out the savings. Total cost of ownership includes more than just the sticker price.
Checklist:
- Get quotes from at least 2 vendors (Vivint plus one local)
- Calculate the 25-year total cost, not just the upfront price
- Check the warranty terms for panels, battery, and inverter
- Ask about monitoring fees after the initial period
Step 4: Verify Installation Logistics for Your Location (Especially San Antonio)
What to do: If you’re looking at solar panel installation San Antonio (or any specific city), you need a local installation team. Vivint does nationwide installations but subcontracts to local crews. Ask for the local team’s credentials, license, and insurance. Check if they have experience with your roof type (flat, tile, metal, composite shingle).
Why this matters: A bad installation can void your roof warranty. Our office roof is a flat TPO membrane, and the installer needed to use a non-penetrating ballasted racking system instead of roof-penetrating attachments. Not all installers have experience with this.
Checklist:
- Ask for the local installation crew’s name and license number
- Verify their experience with your specific roof type
- Request a site survey before finalizing the contract
- Inquire about permitting: Who handles it? What’s the timeline?
- Check if your building has any HOA or city-specific requirements
I can only speak to commercial office installations in Texas. If you’re dealing with a historic building or a leasehold where you don’t own the roof, the calculus might be different. Always verify local regulations with the city permit office.
Step 5: Read the Fine Print—Especially the Lease Terms
What to do: If you’re considering a lease or PPA, read the annual escalation clause. Many solar leases increase payments by 2-3% per year. Over 25 years, that can double your monthly payment. Also check the buyout option: some leases allow you to purchase the system after 5-10 years at a predetermined price, which can be a good option if your business finances improve.
Why this matters: I saw a 25-year lease proposal from Vivint with a 2.9% annual escalator. That sounded small, but by year 20, the monthly payment would be nearly 70% higher than year 1. For a building we might only occupy for another 5-7 years, that locked-in escalator became a risk when we eventually sold the property (future buyer would assume the lease).
This worked for us, but our situation was we own the building and plan to stay for 10+ years. If you’re in a shorter-term lease, consider the impacts on your future tenant or buyer.
Checklist:
- Find the annual escalator percentage in the lease/PPA contract
- Check the buyout price schedule
- Ask about early termination fees (if you sell the building)
- Verify whether the system can be transferred to a new owner
Final Notes (a.k.a. What I Wish I Knew)
I went with Vivint for our office. The decision came down to the 25-year panel warranty and the fact they handle the full ecosystem (solar + battery + EV charger) under one contract. It’s simpler for my reporting to finance (Processing orders for 8 vendors is already messy enough).
Two common mistakes I see:
- Ignoring the battery’s time-of-use value: In some markets, you can discharge the battery during peak rate hours and save $100s per month even without an outage. I didn’t factor this into my ROI calculation until after installation (lesson learned the hard way).
- Assuming the federal ITC covers everything: It covers solar panels and batteries, but not all electrical upgrades (like new sub-panels or trenching). Check with your tax advisor.
Prices as of Q1 2025; the solar market changes fast, especially with new battery chemistries (like lithium iron phosphate) that are becoming more common. Verify current pricing and incentives before budgeting.
If you’re a mid-size office administrator evaluating solar for the first time, start with this checklist. It won’t make you a solar expert, but it’ll keep you from missing the things that cost you later.