One system. Dave does the work.
Payaca is the CRM, job management and field service system for growing UK solar and heat pump installers. Run the whole job in one place, from design and quote to MCS and DNO paperwork, costs and payment. Agent Dave, the AI built in, writes your reports, builds your automations and drafts your documents.
The CRM, the job management and the field service system, in one.
Every part of the job lives on one record, so nothing is retyped and nothing is lost between the office and the van.
CRM and pipeline
Enquiries, customers, deals and the stages your jobs move through.
Proposals and quoting
Priced proposals the customer signs online, with deposits and grants where they apply.
Scheduling and the field app
Crews booked, site surveys captured, documents signed on site, offline if it has to be.
Compliance
MCS handover documents and DNO applications from the job itself.
Design
Glow for solar and Flow for heat pump estimates, both in limited release, or import from the tool you already use.
Costs, invoicing and payments
Job costs while the work is live, invoices from the proposal, payment in the customer portal.
Deeper in the system
Stock and purchase orders
Bulk-bought kit held in named locations at real cost, and purchase orders raised from the job's materials list.
Purchase orders
Sent to the supplier from the project, confirmed against what arrives.
Customer portal
The customer sees the estimate, the proposal to accept, bookings, invoices and documents under your brand.
The AI assistant that does the work
Dave is not a chatbot pointing at help articles. He connects to your Payaca data and takes real action on it.
He builds your automations
"Chase quotes that go quiet after two weeks." Dave works out the trigger, conditions and actions and creates it switched off for you to check. You turn it on. When the work repeats, the automation runs it. Dave builds it.
He writes your documents
Describe the handover pack, commissioning certificate or service report, and Dave builds it live, in your branding, with your fields. No coding, no template agency.
He answers the hard questions
"Where are we losing jobs?" Conversion by stage, unpaid invoices, margin per job, which engineer is busiest. Dave works it out from your data and shows you the numbers.
He connects to your other tools
The MCP server exposes your Payaca data to any AI tool or agent framework you already use, inside your permissions and never outside them.
Real people too. Dave answers in seconds, and our Bristol office is there whenever you'd rather talk to a human.
More installs expose the gaps between your tools.
When each team has its own spreadsheet
- A design becomes a quote, then someone has to enter the details again.
- The office chases the latest survey notes before booking the install.
- DNO and MCS documents end up in another folder.
- Job costs are hard to see while the work is still underway.
When your CRM, quoting and scheduling tools are separate
- The accepted proposal doesn't carry through to the job plan.
- The finished roof design lives in your design tool. The quote is rebuilt in the CRM, and the materials list is retyped again.
- Paperwork and payment get chased after the team has moved on.
- Managers need to check several systems to see where a job stands.
Keep the detail with the job as work moves forward.
The office and field team can work from the same project, with proposals, schedules, documents, costs and invoices linked to it.
The design and the job are the same project
Stop copying between your design tool and your quoting software. Design in Payaca, or keep the tool you already use. Either way, the design flows into the quote, the materials and the job.
Solar design
Glow
Design the roof where you run the job
Pin the roof and Glow pulls high-resolution imagery, finds the roof faces and lays the panels out from your own catalogue. The estimate is MCS-compliant: an MIS 3002 performance estimate, with shade assessed automatically on each roof face wherever the property has a surface model. The kit becomes the priced items on the proposal, then the materials list, then the purchase orders. The margin on the job is live from the day it's quoted.
See Glow
Heat pump estimates
Flow
An indicative estimate before anyone books a survey
A customer fills in your enquiry form, Payaca pulls the EPC, runs the heat loss and sizes the pump and cylinder from your own appliance list, takes off the Boiler Upgrade Scheme grant, and gives you an estimate to send before a survey is booked. It's the fast estimate, not room-by-room heat loss; your design tool still does that part.
See FlowAlready committed to a design tool? The EasyPV, Heatpunk, OpenSolar and Spruce integrations still work. Their designs and specs flow straight into your quotes.
One system behind the work
Solar, heat pumps, batteries, EV charging. Payaca runs the quoting, scheduling, compliance and payments behind every install, so your team can stay on the tools.
Loved by businesses across the UK
See why leading clean tech businesses choose Payaca
“That AI stuff is amazing. You ask a really specific, direct question and it comes back with the exact answer.”
Trusted by clean tech businesses across the UK
Powering the clean energy transition
Real projects delivered through Payaca
Clean tech installations completed
Installed through Payaca
Connected to the grid
Managed end-to-end
One system. No more chaos.
Sales pipeline and CRM
Everything a CRM does, and everything it doesn't
Most CRMs were built for software companies, not installers. Payaca's CRM is built around the install lifecycle: quoting, scheduling, compliance, invoicing. Your pipeline reflects how the work actually flows.
Pipeline that knows your installation lifecycle
Visual stages from first enquiry to commissioned install. Drag and drop, see values per stage, automate follow-ups.
Email and customer history in one place
Forward inbound emails or BCC outbound. Every conversation logs against the right project so the whole team sees it.
Ask Dave anything
AI agent built into your CRM. "Show me overdue jobs in Bristol" and Dave finds them, in your data, with your permissions.
Sales & quoting
Multi-option proposals
Good, better, best packages with customer selection
Solar design
Design in Payaca with Glow (limited release), or import from EasyPV, Heatpunk and OpenSolar
E-signatures
Customers sign digitally, instantly
Payment collection
Deposits at acceptance via Stripe
Operations
Map-based scheduling
See the day's jobs on a map and group them by area
Mobile app
Schedules, specs and checklists that work offline
Project tracking
Real-time progress for every installation
Timesheets
Automatic tracking for payroll and costing
Finance & compliance
Invoicing
Generate invoices, collect payments online
Accounting sync
Two-way sync with Xero and QuickBooks
MCS compliance
Auto-generate required documentation
Grid applications
Submit DNO applications via ENA Connect
Made to fit your business. Auditable all the way through.
Custom fields, branded documents, automations, the field app, the customer portal, the full API and MCP, all on one database, every change recorded. Not AI bolted onto a design tool: one end-to-end system, and Dave helps you build your side of it.
AI-native, shaped to your business
Configure the system to the way you install, and ask Dave to build it with you.
- Custom fields
Structure the data your jobs actually need on projects, customers or any record. Build them yourself, or ask Dave.
- Branded documents
Your proposals, handover packs and commissioning certificates, in your branding. Dave writes them with you. No coding, no template agency.
Automations
Triggers on projects, proposals, invoices, events, DNO applications and documents. Configure them through conversation with Dave, and check them before they go live.
Field app
Schedules, specs and checklists on site. Works offline and syncs when back in range.
Customer portal
Every job's documents, bookings and payments in one place, under your brand, 24/7.
Connected and auditable
Data flows between every piece, every change is recorded, and it's proven at enterprise scale.
Full API, webhooks and MCP
Webhooks for every key event, an OpenAPI-documented REST API and an MCP server. Extend Payaca with anything.
Activity timelines
Every project and customer records what changed and when. The audit trail is the system.
ISO 27001 certified
Independently audited information security.
Trusted by OVO Solar & Heating
A national energy supplier's installation franchise network runs on Payaca.
Franchise management
Multi-site, multi-team, one system.
Frequently asked questions
Everything you need to know about Payaca
Still have questions? Get in touch
Ready to run more installs without losing control?
Growing installers run their whole job on Payaca, from design or enquiry to payment. We'll handle your workflow mapping and data migration.