Stop re-keying leads: enquiry forms that build the project for you

A lead fills in the contact form on your website. Someone on your team opens the email, copies the name, number, and address into your CRM, creates a customer record, adds a project, and picks a pipeline stage. By the time that's done, the lead has been sitting for however long it took someone to notice the email.

Multiply that across every enquiry you get in a month and you're paying someone - in time, in delay, in the leads that fall through because nobody got round to the copy-paste - for work a form submission should do on its own.

What's live

Every Payaca account now has enquiry forms - public lead-capture pages hosted on your own yourcompany.payaca.site subdomain. This was a pilot feature until this month; it's now standard, with nothing to enable and nothing to ask for.

You build the form once: pick the fields, pick the pipeline the lead should land in, set your brand colour. Put the link on your website, in your Google Business Profile, wherever leads currently reach you. Every submission creates the Customer, the contact, and a Project - already sitting in the pipeline stage you chose - with no one on your team touching the keyboard.

Why the Heat Pump form is worth setting up separately

A heat pump enquiry usually starts with the same question a survey would answer: what's the property like? Wall type, floor area, current heating system, age of the building - all of it drives the heat loss calculation that determines system size and, in turn, the quote.

Today, that means either asking the customer questions they can't answer accurately, or waiting for a site visit to find out. The Heat Pump enquiry form skips both. When someone submits it, Payaca queries the property against the UK EPC register and pulls back floor area, construction age band, and the current heating type - automatically, before anyone on your team has picked up the phone.

It's not a full survey. It won't replace a site visit for a final quote. But it means the person doing the first callback is looking at real property data instead of a name and a phone number, and can qualify the lead - realistic candidate for an air source system, or not - in the first conversation rather than the third.

Built for your workflow, not a generic form

The reason this beats a Typeform or a website contact-form plugin isn't the form itself - it's what happens to the data after someone hits submit.

A generic form gives you an email. Someone still has to read it, decide it's real, and manually build the customer and project records before any of your actual workflow - pipeline stages, task automations, assigned engineers - can pick it up. With Payaca's enquiry forms, that step doesn't exist. The project is already there, in the stage you'd have put it in yourself, the moment the form is submitted.

For a business doing a steady flow of inbound enquiries, that's not a convenience - it's the difference between every lead getting the same fast, consistent first touch and leads sitting in an inbox depending on who happened to check it that morning.

Making it look like yours

Enquiry forms pick up your account's brand colour automatically - the call-to-action button and the progress bar match whatever colour you've set under Branding, not a default Payaca purple. A form on your own subdomain, in your own colours, doesn't read as a third-party tool bolted onto your website. It reads as part of your business, which is exactly what a lead capture form should do.

Getting set up

1. Set your brand colour under My Company → Branding, if you haven't already - the form inherits it automatically.
2. Set up your Customer Portal subdomain, also under My Company → Branding. This is what your *.payaca.site address is built from.
3. Build your form (or forms) - General for broad lead capture, Heat Pump if you're taking UK heat pump enquiries - and choose the pipeline each one should feed.
4. Put the link wherever your leads currently land: your website, your Google Business listing, your email signature.

That's it. No developer, no embed code to fight with, no separate tool to log into and check.

If re-keying leads from your website into your CRM is still part of someone's morning, it doesn't need to be. Book a demo and see enquiry forms running against your own pipeline.