Stop re-entering customer data: automate your solar survey workflow
Are you manually copying customer details from website enquiries into your CRM, then re-typing them into survey forms, then entering them again for DNO applications? This wastes hours every week and creates costly errors. Payaca offers a powerful solution: direct website integration that captures lead data once and flows it automatically through your entire workflow - from initial enquiry to completed field survey.
This blog post demonstrates how you can connect any website form (Webflow, WordPress, custom build) directly into Payaca, eliminating duplicate data entry and ensuring your field team has all the information they need before they arrive on site.
What is Payaca's website integration?
Payaca provides an open API that allows you to connect your website contact forms directly into your business workflow. When a customer fills out a "Get Free Survey" form on your website, Payaca automatically:
- Creates the customer record with contact details and address
- Generates a new project with all technical information pre-filled
- Captures marketing data (how they found you, property type, etc.) for analytics
- Pre-populates custom field sets ready for your surveyor to complete
You can connect using Payaca's API directly (if you have technical capability) or use platforms like Zapier for no-code integration.
Why automate your lead capture workflow?
The benefits of eliminating duplicate data entry are substantial:
- Time savings: No more manually copying customer details from emails or website notifications into your CRM.
- Accuracy: Customer enters their information once - no transcription errors from illegible handwriting or typos.
- Instant availability: Lead appears in Payaca immediately, ready to book survey appointment.
- Pre-populated surveys: Field team sees customer's answers before arriving on site (roof type, property ownership, etc.).
- Marketing analytics: Track which advertising channels generate the most profitable jobs.
The complete workflow: from website to completed survey
As demonstrated in our video, here's the seamless process:
1. Customer submits website form
Customer fills out your "Get Free Solar Survey" form with:
- Name, email, phone, address
- Property details (ownership type, roof material, etc.)
- How they heard about you
- Any additional questions relevant to your business
2. Lead appears in Payaca instantly
The moment they submit, a new customer and project are created in Payaca with:
- All contact information populated
- Custom field data ready for the survey
- Marketing source captured for analytics
- Notes and AI-generated summaries (if using AI integrations)
3. Book the survey appointment
From the Payaca office dashboard:
- Click to schedule survey appointment
- Select survey template (includes custom field set)
- Assign surveyor(s) - appears in their calendar instantly
- Pre-populated data is already attached to the booking
4. Surveyor uses mobile app on-site
Your field engineer sees the appointment in the Payaca mobile app with:
- Customer information: Contact details, address, any notes
- "On the way" notifications: Tap to send customer automated SMS/email with estimated arrival time based on Google Maps traffic data
- Track time: Start work timer for accurate labour cost tracking
- Custom survey form: Questions already pre-filled where customer provided answers
5. Complete survey with photos
Surveyor completes the custom field set with:
- Technical measurements and observations
- Photo capture for: roof overview, consumer unit, site access, meter location, etc.
- Corrections to any customer-provided information
- Works offline - syncs when signal available
6. Request materials on-site
If materials are needed, surveyor can:
- Search entire City Plumbing database locally on device (works offline)
- Check stock availability and branch locations
- Request materials with delivery date
- Office receives notification to approve and order
7. Data syncs to office instantly
As soon as surveyor completes the form:
- All survey data and photos sync to the project
- Images automatically organised into folders (Survey & Design)
- AI-powered image search tags photos (search "roof" to find roof images)
- Time tracked for labour cost analysis
Never re-enter data: using survey information
Now the powerful part - all this captured data flows forward into:
Proposals
Pre-populate quotes with customer details, address, survey findings, and photos embedded in professional documents.
DNO applications
Submit G98/G99 applications to ENA Connect Direct with project data, system specifications, and consumer unit photos already attached.
MCS documentation
Generate commissioning certificates and handover packs with technical data from surveys.
Analytics dashboards
Filter profitability reports by marketing source, property type, or any custom data captured at lead stage to identify your most profitable customer segments.
AI-powered features: work smarter
Payaca's AI capabilities enhance the workflow:
- Image recognition: Automatically tag and describe uploaded photos - search "ladder" to find ladder images
- Smart file organisation: AI suggests file names based on image content
- Automated summaries: Integrate with Claude, ChatGPT, or Gemini to generate project notes from form submissions
File management: everything in one place
Survey photos and documents are organised with:
- Folder templates automatically created per project
- Nested subfolders (e.g., Survey & Design → Photos → Shared)
- Client portal sharing - send secure links to specific folders
- Drag-and-drop organisation
- Full audit trail of who added or moved files
What you can connect to Payaca
The API works with any website platform:
- Webflow: Native form integrations
- WordPress: Contact Form 7, Gravity Forms, etc.
- Framer: Custom form handlers
- Custom websites: Direct API integration
- No-code via Zapier: When form submitted → Create Payaca lead
Ready to eliminate duplicate data entry?
Payaca's website integration ensures you enter customer information once and it flows through your entire business workflow. From the moment a customer submits your website form through to completed surveys, proposals, DNO applications, and final invoicing - all without re-typing data.
Watch our full demo video to see the complete workflow in action, including mobile app features, materials ordering, AI-powered image search, and DNO application pre-population. If you're new to Payaca, book a demo to see how we can connect your website and streamline your entire renewable energy business.
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