Heat pump installer software for US install businesses
Quote the system, get it signed online, capture commissioning data on mobile, and manage every install in one system. Built for heat pump installers ready to scale.
No credit card needed. ISO 27001 certified.
Why heat pump contractors outgrow generic CRMs
If any of these sound familiar, you are running heat pump installs on a tool that was never built for it.
Quotes get typed twice. Equipment and prices are copied from a spreadsheet into a generic CRM, then again into the proposal.
Site records live on paper. Model and serial numbers, commissioning readings and photos are jotted down on site and typed up later, if at all.
Generic CRMs were never built for heat pump installs. ServiceTitan is enterprise-priced. Jobber is general home services. Salesforce is a build-it-yourself project.
What makes Payaca different for heat pump installers
Quarry Ridge Solar & Storage, a demo installer, from signed proposal to paid.
Stage payments on one schedule
Deposit at signing, the installation payment and the final payment after inspection sit on the project, and each is marked paid as it comes in.
Commissioning records from the field app. Crews fill in the forms you set up for each job on iOS or Android, such as refrigerant charge, readings, serial numbers and photos. How Payaca does it →
Multi-option heat pump proposals. Offer the heat pump on its own or with ductwork or a thermostat on one proposal. The homeowner picks and signs online. How Payaca does it →
A customer portal that closes the loop. Homeowners see their proposal and install dates and pay deposits without another email from you. How Payaca does it →
Agent Dave, the AI built into Payaca. Ask for a project's status or this week's pipeline and he answers from your real data. He never sends anything to a customer. How Payaca does it →
How Payaca compares
Quick takes on the platforms US heat pump installers consider, with deeper comparisons if you want them.
Enterprise service software, often months to implement
General home services, no heat pump workflow
Build-it-yourself, six months and a consultant later
Sales CRM, not built for install ops
Roofing CRM, heat pumps bolted on
Heat pump installer software FAQ
What is heat pump installer software?
Heat pump installer software is one system built around the heat pump sales-to-install workflow. Beyond contact tracking, it handles heat-pump-specific tasks: generating multi-option proposals (heat pump only, heat pump plus ductwork, full system), tracking permits and inspections, scheduling install crews, and capturing refrigerant and commissioning data on mobile. Generic CRMs need heavy customization to do these things. Purpose-built software ships with them.
How is Payaca different from ServiceTitan?
ServiceTitan is enterprise service software priced and scoped for large operators, with implementation typically taking months and per-technician pricing available only on request. Payaca is built for growing and scaling installers (10 to 50+ employees) who want the heat pump workflow without the enterprise overhead. Growth and Scale include guided onboarding with data migration, as a one-off paid setup.
Does Payaca integrate with heat pump load calculation tools?
Not directly. Payaca does not import Manual J load calculations today. Attach the load calc report to the project, and build the proposal from your own heat pump and installation items so equipment and prices are not re-typed.
Can field techs capture refrigerant and commissioning data on mobile?
Yes. Field crews fill in the forms you set up on each job in the Payaca mobile app, such as refrigerant charge, model and serial numbers, photos, and commissioning checklists. Everything stays attached to the job, so the office has clean records for warranty registration without chasing paperwork.
Is Payaca a fit for a 10-person heat pump contractor or a 50-person heat pump specialist?
Both, and you do not have to migrate when you hire. A 10-person contractor typically runs the whole business in Payaca out of the box: quoting and proposals, the install pipeline, scheduling, the field app, and invoicing, replacing spreadsheets or a generic CRM. A 50-person heat pump specialist runs the same system with more structure on top: separate pipelines for residential and commercial projects, each with their own stages and required fields, an ops manager tracking install and commissioning capacity, field crews on mobile, and automations handling the handoffs between them. Current plans and what each one includes are on our pricing page at payaca.com/pricing/us.
How long does it take to switch from another CRM to Payaca?
Onboarding is guided and includes full data migration, workflow setup, and team training. We map your sales-to-install process, import your existing customer and project data, and train your team. You do not get handed a login and left to figure it out.
See Payaca built for your heat pump workflow
30-minute demo. We will tailor it to your install volume, equipment, and field ops. No generic walkthrough.
Install more than heat pumps? See Payaca as field service software for clean energy installers.