Heat pump installation management

Win More Heat Pump Projects with Accurate, Compliant Quoting

Create compelling, compliant heat pump proposals that clearly demonstrate value and secure customer trust. Payaca helps you navigate the complexities of quoting, including heat loss surveys and incorporating government incentive details, turning enquiries into profitable installations.   

• Compliant Heat Pump Proposals: Generate detailed quotes with accurate system sizing, performance estimates, and required payment schedules, ensuring compliance and customer confidence.   

• Government Incentive Clarity: Easily incorporate government incentive information into your proposals, showing customers the net cost and making the switch to a heat pump more attractive.   

• Spruce Integration for Design: Connect seamlessly with Spruce for detailed heat loss surveys and compliant heat pump system designs, feeding accurate data directly into your Payaca proposals.   

• Integrated CRM & Lead Nurturing: Manage leads effectively, track communications, and guide potential customers through the decision-making process with our built-in CRM.

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Streamline Heat Pump Installation Management from Start to Finish

Efficiently manage every stage of your heat pump projects, from initial site survey to final commissioning and handover. Payaca provides complete visibility and control over scheduling, team coordination, especially for complex retrofits, and on-site operations.  

• Intelligent Job Scheduling: Easily schedule surveys, installation teams, and specialist subcontractors. Optimise routes and manage your workforce for maximum efficiency.  

• Mobile App for Field Engineers: Empower your heat pump engineers with all job details, digital forms (e.g., commissioning checklists, safety assessments), task lists, and photo capture on-site, even offline.  

• Real-Time Project Tracking: Monitor job progress, track time accurately, and manage materials allocated for each heat pump installation, keeping office and field teams aligned.  

• Supplier & Cost Management: Keep precise records of supplier orders and material costs against each job to ensure your heat pump projects are profitable.

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Simplify Heat Pump Compliance & Connect Your Workflow

Navigate the essential paperwork and compliance aspects of your heat pump installations with greater ease. Payaca helps you manage crucial industry documentation, streamline grid connection application information, and connect with specialist tools.  

• Industry Documentation Support: Create, manage, and store all documentation required for industry certification, ensuring your heat pump installations meet the highest standards.  

• Grid Connection Information: Collate and manage project-specific information (system details, schematics) from your Payaca jobs to support smoother grid connection application submissions.  

• Key Software Integrations: Beyond Spruce , Payaca can connect with other essential business tools via Zapier, and our OpenAPI (available on Scale plans ) allows for custom connections to further streamline your unique workflows. 

• Digital Forms & Certificates: Utilise customisable digital forms for heat loss surveys, commissioning reports, and customer handover packs, all stored securely and easily accessible.

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Enhance Customer Experience & Build Your Heat Pump Business

Deliver exceptional service that educates customers, builds trust, and turns them into advocates for your heat pump installation business. Payaca provides tools for professional communication, transparent project updates, and efficient aftercare.   

• Client Portal Access: Offer your customers 24/7 access to their proposals, invoices, key documents (like industry certificates and warranties), appointment schedules, and online payment options.   

• Automated Communications: Keep clients informed with automated appointment reminders, job status updates, and helpful post-installation follow-ups, improving customer satisfaction.   

• Professional Invoicing & Payments: Generate accurate invoices quickly from job data and offer convenient online payment options to improve your cash flow.   

• Reporting & Analytics for Growth: Gain valuable insights into job profitability, sales performance, and operational efficiency to make data-driven decisions and sustainably grow your heat pump business.

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