Heat pump installer software built for US HVAC operations
Quote from load calcs, run service plans as recurring revenue, capture refrigerant and commissioning data on mobile, and manage every install from one platform. 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 HVAC ops on a tool that was never built for it.
Load calcs live in PDFs, not your quotes
Designers run Manual J, save the PDF, and sales manually re-types BTU loads, equipment specs, and pricing into a generic CRM. Every change order means two systems to update.
Service plans are manual and forgotten
Annual maintenance is recurring revenue, but most CRMs treat each visit as a one-off job. Reminders get missed, customers churn, and you leave service revenue on the table.
Refrigerant logs and EPA records are scattered
Field techs jot refrigerant amounts on paper, take photos of model and serial numbers, and someone in the office tries to keep the EPA log up to date. It does not scale past a handful of installs a month.
Generic CRMs were never built for HVAC ops
ServiceTitan is enterprise-priced. Jobber is general home services. Salesforce is a build-it-yourself project. None of them ship with the heat pump workflow your team actually runs.
What makes Payaca different for heat pump installers
The features generic CRMs make you build yourself, shipped on day one.
Load calculation imports
Pull system designs from your load calc tool straight into Payaca proposals. Equipment, BTU sizing, and pricing flow through automatically. Re-quote in minutes when the design changes.
Learn more →Service plans that sell themselves
Add a recurring annual service plan to any proposal at point of sale. Auto-schedule visits, send reminders, and grow recurring revenue alongside install revenue.
Learn more →Multi-option HVAC proposals
Quote heat pump only, heat pump plus ductwork, heat pump plus thermostat, or full system replacement on a single proposal. Customer picks, e-signs online, and the project starts.
Learn more →Field-ready mobile app
Install crews see the latest load calc, equipment list, and customer details on iOS and Android. Capture refrigerant amounts, model and serial numbers, and commissioning checklists right in the app.
Learn more →Customer portal that closes the loop
Homeowners see install dates, sign change orders, and pay deposits without you sending another email. They also book annual service visits through the same portal.
Learn more →AI agent Dave for the boring stuff
Ask Dave for the status of a project, this week's pipeline, or to draft a customer update. Natural language queries against your real data, no SQL needed.
Learn more →How Payaca compares
Quick takes on the platforms US heat pump installers consider, with deeper comparisons if you want them.
Enterprise HVAC platform, often months to implement
General home services, no HVAC-specific workflow
Build-it-yourself, six months and a consultant later
Sales CRM, not built for install ops
Roofing CRM with HVAC bolted on
Heat pump installer software FAQ
What is heat pump installer software?
Heat pump installer software is a CRM and operations platform built around the HVAC sales-to-install workflow. Beyond contact tracking, it handles heat-pump-specific tasks: importing load calculations, generating multi-option proposals (heat pump only, heat pump plus ductwork, full system), tracking permits and inspections, scheduling install crews, capturing refrigerant logs and commissioning data on mobile, and managing recurring service plans. Generic CRMs need heavy customisation to do these things; purpose-built software ships with them.
How is Payaca different from ServiceTitan?
ServiceTitan is an enterprise HVAC platform priced and scoped for large operators, with implementation typically taking months and starting around $1,500+ per month. Payaca is built for growing and scaling installers (10 to 50+ employees) who want the heat pump workflow without the enterprise overhead. Most Payaca customers are live within 1 to 4 weeks rather than months, with onboarding included in the plan.
Does Payaca integrate with HVAC load calculation tools?
Yes. Payaca's design tool integration lets you pull system designs from your load calc tool directly into proposals. Equipment, BTU loads, and pricing flow through without re-typing. If anything changes in the design, the proposal updates with it.
How does Payaca handle service plans and recurring revenue?
Service plans are first-class in Payaca. Add a recurring annual maintenance plan to any proposal at point of sale, and the system auto-schedules service visits, sends reminders to customers and your team, and tracks renewals. You build recurring revenue alongside your install pipeline rather than relying on the team to chase service work.
Can field techs capture refrigerant and commissioning data on mobile?
Yes. The Payaca mobile app lets field crews capture refrigerant amounts, model and serial numbers, photos, and commissioning checklists against each project. Everything stays attached to the job, so the office has clean records for warranty registration and EPA reporting without chasing paperwork.
Is Payaca a fit for a 10-person HVAC contractor or a 50-person heat pump specialist?
Both. The Core plan is designed for growing contractors (around 5 to 15 users) replacing spreadsheets or a generic CRM. Growth fits scaling install businesses (15 to 50 users) running multiple sales reps, an ops manager, and field crews. Larger franchise and enterprise heat pump operations run on Scale with custom workflows. The same platform grows with the business, so you do not have to migrate when you hire.
How long does it take to switch from another CRM to Payaca?
Most Core customers are live within 1 to 2 weeks. Growth customers take 2 to 4 weeks for full data migration, workflow setup, and team training. Onboarding is hands-on: 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, load calc tool, and service plan strategy. No generic walkthrough.