One system to run your entire heat pump operation
From load calculations to service plans — everything connected
Payaca understands heat pump installations. From load calculations to service plans, project tracking to customer management - everything you need to run and scale your heat pump business.
Sound familiar?
Manual data entry from load calculations into quotes
Tracking federal and state incentives across different programs
No system for managing warranty and service visits
Documentation scattered across folders and emails
Customers asking for status updates constantly
Field teams without access to job details on site
Built for heat pump installers
Purpose-built features that understand your business
Load Calculation Integration
Import load calculations from design tools. System sizing and equipment specs flow directly into your quotes.
Incentive Tracking
Track federal tax credits, state rebates, and utility incentives per project. Show customers their total savings.
Service Plan Management
Sell annual service plans at point of sale. Auto-schedule visits, send reminders, and manage recurring revenue.
Multi-Tech Proposals
Quote heat pump + ductwork + thermostat on a single proposal. Customers configure their package and accept digitally.
Documentation made easy
Tools that handle permits, inspections, and documentation automatically
Project Tracking
Use custom fields and pipeline stages to track project progress. Link documents and set task reminders for key milestones.
Digital Forms
Commissioning checklists, refrigerant logs, and handover forms completed on mobile. Everything stored against the job.
Documentation
Complete history of every document, change, and communication. Professional records for every installation.
We help you build the process, not just sell you software
Most software vendors hand you a login and wish you luck. We work alongside you to build operational systems that actually work for your team.
Workflow mapping
We document your sales, installation, and service processes, then configure Payaca to match how your team works.
Data migration
We migrate your customers, projects, and service records from existing systems.
Team training
Role-based training for sales, technicians, and service teams. Everyone learns workflows relevant to their role.
Go-live support
We're alongside you during the first weeks of live operation, refining processes and answering questions.
Connects with your tools
Integrations built for heat pump installers
Frequently asked questions
- Does Payaca integrate with load calculation tools?
- Yes, Payaca can import load calculations from design tools. System sizing and equipment specifications flow directly into your quotes without re-typing.
- Can Payaca track federal and state incentives?
- Yes, Payaca tracks federal tax credits, state rebates, and utility incentives per project. You can show customers their total savings on proposals.
- Does Payaca support service plan management?
- Yes, you can sell annual service plans at point of sale, auto-schedule service visits, send reminders, and manage recurring revenue - all within Payaca.
- Can I create multi-technology proposals?
- Yes, you can quote heat pump + ductwork + thermostat on a single proposal. Customers configure their package and accept digitally with e-signatures.
- How is Payaca different from generic CRMs like Salesforce or HubSpot?
- Generic CRMs require extensive customization for HVAC workflows. Payaca is purpose-built with load calculation integration, incentive tracking, service plan management, and field service capabilities out of the box.
- How long does implementation take?
- Most heat pump installers are fully operational on Payaca within 2-4 weeks. This includes workflow mapping, data migration, team training, and go-live support.
Ready to scale your heat pump business?
See how Payaca can help you grow without the operational chaos.