Track permits, PTO and incentive records on every job

Frequently asked questions

How does Payaca help with AHJ permit tracking?

Use custom fields and pipeline stages to track permit state by Authority Having Jurisdiction: submission date, plan review status, inspection date, and approval. Every AHJ portal works differently, so the workflow is configurable rather than fixed to one jurisdiction's process.

Does Payaca track NEM interconnection separately from the permit?

Yes. Interconnection with the utility (application, witness test, Permission to Operate) runs on its own timeline, independent of the AHJ permit. Payaca models interconnection state as its own project fieldset so the install team can see where a project sits with the utility, not just with the building department.

Can Payaca gate commissioning on Permission to Operate (PTO)?

Yes. Track PTO status against the project and use it as a checkpoint before commissioning, so a system doesn't get turned on before the utility has signed off.

Does Payaca help document tax credit and incentive claims?

Yes. Capture the documentation chain (date placed in service, system cost basis, equipment serial numbers, installer credentials) as project data at commissioning, so it is on the job when a filing needs it. Note that the residential clean energy credit under Section 25D, the one homeowners claimed on IRS Form 5695, was terminated for expenditures made after 31 December 2025, so on new residential work the evidence that matters is increasingly the state program's or the utility's rather than the federal homeowner credit. Commercial and third-party-owned systems claim under Section 48E, which has its own timing rules. We document the job; your customer's accountant decides what it qualifies for.

Can Payaca record NABCEP certification and contractor license numbers?

Yes, against the project. Custom fields attach to projects and customers, so the certification and license numbers that a permit packet or an incentive claim asks for are captured on the job itself and stay with it. Payaca is not an HR system and does not hold a per-employee credential register with renewal-date alerts. If you need that, keep it where your staff records live.

How does document management work for US installers?

All permits, warranties, manuals, survey packs, and compliance documents are stored against the relevant project. Files can be up to 250MB, in the formats installers work in day to day (PDF, CAD, images, spreadsheets and more). Your team can access them from any device, in the office or on site.

Can Payaca manage inspection scheduling?

Yes. Schedule AHJ inspection tasks with automatic reminders for your team. Track results within the project workflow and manage any follow-up actions required before final sign-off.

Why not just track this in spreadsheets?

Most install businesses start there. It works until a project is thirty steps behind because AHJ permit state, interconnection status, and incentive documentation each live in a different tab with no link back to the job. Structured fields against the project mean the data survives staff turnover and shows up in reporting, not just in whoever built the spreadsheet's head.