Migrate from Payaca to Mailchimp

Payaca Customer records map to Mailchimp Audience Members. We extract names, email addresses, phone numbers, and physical addresses via Payaca's CSV export and targeted API queries. The Payaca customer ID is preserved in a custom merge field payaca_customer_id__c for audit and reconciliation. Mailchimp's duplicate detection uses email address as the primary key. Customers without email addresses are flagged in a reconciliation report because Mailchimp requires an email address for Member records.

Payaca stores address data on Customer records. We map address components to Mailchimp's standard ADDRESS merge field (ADDR1, ADDR2, CITY, STATE, ZIP, COUNTRY) and phone numbers to the PHONE merge field. Mailchimp's address merge field supports one address per Member; for customers with multiple property addresses (billing vs installation site), we use the primary contact address and tag installation-site contacts with the property postcode for segmentation.

Payaca Custom Fields defined at the Customer level map to Mailchimp Merge Fields. We create text-based Merge Fields in the Mailchimp Audience for each Payaca custom field value, truncating any field exceeding 255 characters. Compliance fields (NABCEP certification, insurance certificates, MCS number) migrate as text Merge Fields for verification-segmentation use cases. Date-type custom fields (e.g., certificate expiry) map to Mailchimp DATE merge fields. Dropdown-type custom fields map to RADIO merge fields for mutually exclusive options or CHECKBOX for multi-select.

Payaca Pipeline stages (Lead, Survey, Quote, Install, Complete) are used to tag each Customer's current lifecycle stage in Mailchimp. We create Tags corresponding to each pipeline stage (e.g., Payaca-Stage-Lead, Payaca-Stage-Quote) and apply them to Member records based on the most recent project stage. This allows Mailchimp segments for targets in the Quote stage (high-intent prospects) versus Complete stage (existing customers for referral campaigns). Tags are applied during import and updated as Payaca stage changes are received via delta export.

Payaca Projects do not have a direct Mailchimp equivalent. We capture project references as Tags using the format Project-[ProjectID] or Project-[Address] so that Mailchimp segments can filter Members by installation property for targeted follow-up campaigns. Projects without linked customers are not imported since Mailchimp requires an email-address-identified Member. Historical project records with completed status can be used to tag Members as Past-Install-Customer for re-engagement campaigns.

Payaca Items (quoted products and services: panel configurations, battery sizes, EV charger models, heat pump units) can be used to tag Members in Mailchimp with the products they received quotes for. We extract the Item category or product family from Payaca Quotes linked to each Customer and apply Tags like Solar-PV, Battery-Storage, EV-Charger, Heat-Pump for segment-based product-marketing campaigns. This is a configuration choice made during scoping based on whether the customer wants product-based segmentation.

For Payaca Customers with outstanding or completed Stripe payments, we extract payment status from Payaca's invoice data (via API) and apply Tags Paid, Payment-Pending, or Payment-Overdue to Mailchimp Members. This enables segmented campaigns for overdue payment follow-up or post-payment thank-you sequences. Payment data requires separate Stripe API export in parallel with the Payaca migration; we coordinate both exports to ensure payment status tags are applied at the time of Member import.

Payaca Service Reminders associated with Customers can be mapped to Mailchimp Tags for maintenance-cycle email campaigns. We extract reminder type (e.g., Annual-Maintenance, Certificate-Renewal, System-Upgrade) and apply Tags to Members with active reminders. Reminder scheduling data does not migrate as Mailchimp does not support calendar-based service reminders; the customer's admin uses Mailchimp's customer journey automation to recreate reminder-triggered email sequences post-migration.