How long does a Payaca to Nutshell migration take?

Most migrations land between three and five weeks for accounts with fewer than 1,000 Customers, 500 active Projects, and under 2,000 Invoices. Accounts with complex custom field schemas, large document inventories, or extensive automation rules move to six to ten weeks. Discovery and sandbox validation typically take one to two weeks; migration execution takes one to three weeks depending on data volume and reconciliation cycles.

What Payaca data does not migrate to Nutshell?

Payaca Projects do not have a native Nutshell equivalent and map to Deals with custom field extensions. The customer portal configuration (branded domain, shared file links, document signing settings) does not migrate; these require manual reconfiguration in Nutshell. Automations, sequences, and templated workflow rules do not migrate as code; we deliver a written inventory for your admin to rebuild in Nutshell Workflows. Stripe reconciliation data requires a separate Stripe API export coordinated alongside the Payaca migration.

What does a Payaca to Nutshell migration typically cost?

Small accounts under 1,000 Customers, 500 Projects, and 2,000 Invoices typically cost $3,500-$5,500 and complete in three to four weeks. Mid-size accounts with compliance custom fields, document reference migration, and full automation inventory typically cost $6,500-$9,500 and complete in six to ten weeks. Nutshell subscription costs (typically $23-$79 per user per month depending on tier) sit outside the migration fee and replace Payaca's $444-$1,724 flat monthly rate.

Will we lose our Payaca pipeline stage history?

No. We map each Payaca project stage (Lead, Survey, Quote, Install, Complete) to a corresponding Nutshell Pipeline stage during migration, preserving the stage transition history on each Deal. Stage transition timestamps are not natively stored in Nutshell Deals, so we document the last stage change date as a custom field on each Deal for audit purposes. Historical stage transitions are preserved in our migration record and available for reference in the handoff documentation.

Can we still use Payaca's OpenSolar or Stripe integration after migration?

No. After migration to Nutshell, the Payaca-OpenSolar integration and Payaca-Stripe integration are no longer active. Nutshell does not have a native OpenSolar integration. Stripe can be reconnected to Nutshell if Nutshell releases a Stripe integration, or Stripe can be managed independently. We document the current Payaca integration configuration (API credentials, OAuth tokens, webhook endpoints) in the handoff notes so that the customer can evaluate reconnection options in Nutshell.

How do we handle Payaca's custom compliance fields for permits and AHJ requirements?

We map Payaca custom fields for permit numbers, AHJ jurisdiction, inspection dates, and equipment specifications to Nutshell custom fields on the Person (customer-specific compliance) and Deal (project-specific compliance) objects. Field types are converted during migration: date pickers to Nutshell date fields, dropdowns to Nutshell picklists, and text fields to Nutshell text or Long Text fields. We flag any Payaca custom fields that exceed Nutshell's 225-character text limit for manual review before migration.

Do we need to rebuild our Payaca automations in Nutshell?

Yes, automation rebuild is required and is outside standard migration scope. We deliver a written automation inventory during handoff that lists every active Payaca automation with its trigger type, conditions, and resulting actions. The inventory includes a recommended Nutshell Workflow equivalent for each automation. Your Nutshell admin rebuilds the automations post-migration. We can provide a separate scope and estimate for a Nutshell Workflow rebuild engagement if needed.

What happens to our Payaca customer portal data after migration?

The branded customer portal (proposals, invoices, document signing links, shared files under a custom domain) does not migrate to Nutshell. We document the portal configuration, custom domain settings, and active shared documents as part of the handoff so that your team can evaluate Nutshell's portal alternatives or document management approach post-migration. Active document signing links from Payaca become invalid after migration cutover and should be replaced with new documents in Nutshell.

Payaca to Nutshell Migration — Field-Level Mapping & Rollback

Overview

What this migration involves

Moving from Payaca to Nutshell is a structural migration that trades vertical-specific job management for a broader, lower-cost general CRM. Payaca structures its entire data model around the clean tech install lifecycle—Lead through Complete stages, linked Projects, and compliance custom fields for AHJ requirements. Nutshell does not have a Jobs or Projects object; we remap Payaca Projects to Nutshell Deals, preserving the project identifier and stage history, and map custom compliance fields to Nutshell's available field types. We migrate Customers (People and Companies in Nutshell), Invoices as line items on Deals, Items as Products, and Service Reminders as Tasks. We do not migrate Payaca's templated automations as code; we deliver a written inventory of triggers and conditions for your Nutshell admin to rebuild. The Growth-tier flat-rate pricing ($1,724/month) often exceeds Nutshell's per-user cost for teams above four seats, which is the primary cost driver behind this migration.

Field-level fidelity

Every standard and custom field arrives verified.

Schema-aware mapping

AI proposes the map; you confirm before any record moves.

Relationships preserved

Parent–child, lookups, and ownership stay linked.

Full activity history

Calls, emails, meetings — with original timestamps.

Attachments & notes

Documents, uploads, and inline notes move with the record.

Why teams make this switch

Two sides of the same decision

Leaving

Payaca

What's pushing teams away

Flat-rate per-month pricing at £299 or $444+ means costs scale poorly for high-volume, low-margin residential installers compared to per-user or per-job competitors.
Limited public review volume (4.9 on Capterra from 19 reviews) makes independent validation of long-term reliability difficult for enterprise buyers.
Smaller vendor footprint with ~13 employees and estimated $433k annual revenue raises concerns about long-term product support and feature development velocity.
Teams with complex ERP needs report Payaca's QuickBooks and Xero integrations require additional configuration that rivals dedicated field service platforms.
Implementation still takes 2–4 weeks even for straightforward residential installs, which frustrates operators expecting faster onboarding from modern SaaS tools.

Choosing

Nutshell

What's pulling them in

Lowest cost entry point among mid-market CRMs—Foundation plan starts at $13/user/month, making it accessible for teams validating CRM fit before committing.
Integrated sales automation and email sequencing on Pro plans without requiring a separate email marketing platform, per verified Capterra reviews.
Consistently praised for intuitive interface and fast onboarding, with case studies reporting 100% team adoption rates within initial deployment periods.
Strong customer support responsiveness cited across G2 reviews, with dedicated support tiers available on Enterprise plans.
Native integrations with WhatsApp, Facebook Messenger, Instagram, and Slack reduce reliance on third-party middleware for common communication channels.

Object mapping

How Payaca objects map to Nutshell

Each row shows how a Payaca object lands in Nutshell, including any object-level transformations, lookup resolution, or schema-design dependencies.

Typical mapping — final map is confirmed during the sample migration step.

Payaca

Customer

maps to

Nutshell

Person + Company

1:many

Fully supported

Payaca Customers map to Nutshell Person records (individual contacts) linked to Company records (the household or business). The Payaca customer address and contact fields split into Person fields (name, email, phone, personal address) and Company fields (company name, website, billing address). The Payaca customer ID is preserved in a custom field for cross-reference during reconciliation.

Payaca

Project

maps to

Nutshell

Deal

1:1

Fully supported

Payaca Projects map to Nutshell Deals as the closest structural equivalent. The Payaca project stage (Lead, Survey, Quote, Install, Complete) maps to Nutshell Deal stages, which we configure to match Payaca's lifecycle names before migration. The Payaca project identifier is stored in a custom field on the Nutshell Deal. Projects linked to a Customer carry the Person as the Deal's primary contact.

Payaca

Pipeline

maps to

Nutshell

Pipeline

lossy

Fully supported

Payaca's fixed pipeline stages (Lead, Survey, Quote, Install, Complete) are recreated as Nutshell Pipeline stages with matching names and reorder logic. We configure the stage sequence in Nutshell during migration setup so that historical project stage transitions map to the correct Nutshell stage positions. Any automation-triggered stage changes in Payaca are documented for manual recreation in Nutshell Workflows.

Payaca

Invoice

maps to

Nutshell

Deal Line Item

1:many

Fully supported

Payaca Invoices attached to a Project merge into the corresponding Nutshell Deal as line items. Invoice number, line item description, quantity, unit price, and total amount map to Deal fields. Payment status (paid, partial, overdue) from Payaca is preserved in a custom Deal field since Nutshell Deals do not have native payment status. Stripe transaction references on Payaca Invoices are stored as a custom text field on the Deal for reconciliation.

Payaca

Item

maps to

Nutshell

Product

1:1

Fully supported

Payaca Items (panel configurations, battery sizes, labor rates) map to Nutshell Products. Product name, description, unit price, and cost carry over directly. We create a Nutshell Product for each unique Payaca Item so that the Item library is available for future quoting in Nutshell.

Payaca

Document

maps to

Nutshell

Attachment

1:1

Fully supported

Payaca Documents linked to Projects or Customers are migrated as file references (URLs) in Nutshell custom fields rather than binary file migration. Actual document files (PDFs, signed proposals, permits) require separate file transfer and reattachment in Nutshell because Nutshell does not have a native document portal equivalent to Payaca's customer portal. We provide a file inventory spreadsheet listing each document, its associated Payaca project or customer, and recommended upload location in Nutshell.

Payaca

Custom Field (Compliance)

maps to

Nutshell

Custom Field

lossy

Fully supported

Payaca custom fields for AHJ requirements, permit numbers, inspection dates, and equipment specifications map to Nutshell custom fields on Person (for customer-specific compliance data) and Deal (for project-specific compliance data). Field type conversion is required: Payaca date pickers map to Nutshell date fields; dropdowns map to Nutshell picklists; text fields map to Nutshell text fields with 225-character limit noted. Very long text fields require splitting or truncating to fit Nutshell's Long Text field limit.

Payaca

Service Reminder

maps to

Nutshell

Task

1:1

Fully supported

Payaca Service Reminders map to Nutshell Tasks with the due date, description, and associated Person or Deal preserved. Recurring reminder patterns from Payaca are documented as a Task recurrence recommendation (daily, weekly, monthly) in the handoff notes since Nutshell Tasks support recurrence rules. The Task is linked to the migrated Person or Deal so that the reminder appears in the correct Nutshell activity timeline.

Payaca	Nutshell	Compatibility
Customer	Person + Company1:many	Fully supported
Project	Deal1:1	Fully supported
Pipeline	Pipelinelossy	Fully supported
Invoice	Deal Line Item1:many	Fully supported
Item	Product1:1	Fully supported
Document	Attachment1:1	Fully supported
Custom Field (Compliance)	Custom Fieldlossy	Fully supported
Service Reminder	Task1:1	Fully supported

Gotchas + challenges

What specifically takes care here

Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.

Payaca gotchas

High

CSV export only captures customer contact records

High

Project imports require pre-existing customer IDs

Medium

Automation rule portability is limited to templates

Low

Stripe transaction fees are external to Payaca billing

Nutshell gotchas

High

Contact tier limits enforced on import

Medium

No bulk API endpoint requires paginated extraction

Medium

Email sequences not exportable via API

Medium

Foundation plan disables key sales features

Payaca gotchas		Nutshell gotchas
Severity	Issue	Severity	Issue
High	CSV export only captures customer contact records	High	Contact tier limits enforced on import
High	Project imports require pre-existing customer IDs	Medium	No bulk API endpoint requires paginated extraction
Medium	Automation rule portability is limited to templates	Medium	Email sequences not exportable via API
Low	Stripe transaction fees are external to Payaca billing	Medium	Foundation plan disables key sales features

Pair-specific challenges

Nutshell has no project or job management object

Payaca's core data model centers on a Project object that tracks the full install lifecycle from Lead through Complete, with custom fields for permits, AHJ requirements, and equipment specs. Nutshell does not have a Jobs or Projects object. We remap Projects to Deals, but Deal objects in Nutshell are sales-cycle records and do not natively support install-specific metadata. Teams relying on Payaca's project tracking for field crew scheduling, job checklists, or permit state management must either use Nutshell's Tasks and custom fields to approximate project tracking, or accept that operational project management will move to a separate tool post-migration.
CSV export omits project records, invoices, and documents

Payaca's native CSV export function captures only Customer contact records (names, addresses, phone, email). Project records, Invoices, Documents, Items, and Service Reminders require extraction through separate manual processes or API queries. We combine CSV customer exports with targeted project and invoice API queries to build a complete migration dataset. If the Payaca API is unavailable (account tier or credential scope limits), manual CSV downloads per object type are required before migration can proceed.
Project imports require pre-existing customer IDs

Payaca enforces referential integrity: project records must reference a valid customer ID that already exists in the system at import time. This creates a strict migration ordering dependency. We sequence the migration to load all Customer records first, validate the ID mapping table, then process Project records. Skipping this sequencing step results in orphaned project records with null customer references that must be manually corrected.
Payaca automations document but do not port to Nutshell Workflows

Payaca templated automations (pipeline stage-change triggers, tag-based actions) can be documented with their trigger conditions and resulting actions. Nutshell Workflows use a different rule model and do not accept imported automation configurations. We deliver a written automation inventory (trigger, conditions, actions, recommended Nutshell Workflow equivalent) for the customer's admin to rebuild. Multi-step conditional automations with more than three conditions are flagged as high-complexity rebuilds.
Custom field type limits require transformation

Nutshell custom fields on People, Companies, and Leads have type-specific character limits: text fields cap at 225 characters, Long Text fields store paragraphs, Currency fields display monetary format, Date fields store calendar dates. Payaca custom fields for multi-line compliance notes or long permit descriptions may exceed Nutshell text field limits and require truncation or splitting into multiple fields. We audit field lengths during discovery and flag any Payaca custom fields that require transformation before migration.

Migration approach

Six steps for a successful Payaca to Nutshell data migration

Discovery and data audit

We audit the Payaca account across record type (Core or Growth tier), customer count, active project count, invoice volume, custom field definitions (field name, type, associated object), automation inventory (active templates and custom rules), and integration list. We extract customer records via CSV and project records via API query. We produce a written migration scope with record counts, custom field mapping, and automation inventory for the customer's review before migration begins.
Nutshell sandbox setup and schema design

We create a Nutshell sandbox or trial account and configure the pipeline stages to match Payaca's lifecycle (Lead, Survey, Quote, Install, Complete). We create custom fields on Person and Deal objects to receive Payaca compliance and permit data. We configure custom picklist values for any dropdown fields. The customer reviews the sandbox configuration and approves the stage names and custom field definitions before any data is written.
Customer and Company migration (first wave)

We run the first migration wave: Payaca Customers become Nutshell People with Company records created for any organization-linked customers. The Payaca customer ID is stored in a custom field for cross-reference. The migration validates that all Person records have at least a name or email before proceeding to the project wave. We reconcile the Person count against the source Payaca customer export count.
Project and Item migration (second wave)

We map Payaca Projects to Nutshell Deals using the Person mapping from Wave 1 to set the Deal's primary contact. Payaca Items migrate to Nutshell Products. We validate that every Deal has a linked Person and that all Payaca project stages map to the correct Nutshell pipeline stage. Any Payaca projects without a matching Customer are held in a reconciliation queue for manual assignment.
Invoice, document reference, and reminder migration (third wave)

We migrate Payaca Invoices as line items on the corresponding Nutshell Deals. Payment status and Stripe references are stored as custom fields on the Deal. Service Reminders become Nutshell Tasks linked to the appropriate Person or Deal. Document references are compiled into a migration inventory spreadsheet that lists each file's Payaca URL, associated project or customer, and recommended Nutshell attachment location for manual re-upload.
Cutover, validation, and automation handoff

We freeze Payaca write access during cutover, run a final delta migration of any records modified during the migration window, then mark Nutshell as the system of record. We deliver the automation inventory document listing each Payaca automation with its trigger, conditions, and recommended Nutshell Workflow equivalent. We provide a one-week hypercare window to resolve record-reconciliation issues reported by the customer's team. We do not rebuild Payaca automations in Nutshell as part of the migration scope; that is a separate workflow rebuild engagement.

Platform deep dives

Context on both ends of the pair

Payaca

Source

Strengths

Vertical-specific CRM with pipeline stages designed for the clean tech sales-to-install lifecycle out of the box.
All-in-one platform combining sales CRM, job management, invoicing, and customer portal reduces tool sprawl for small to mid-size installers.
Stripe integration and automated payment reminders handle recurring payment collection without requiring separate accounting software.
Growth tier includes full data migration and workflow mapping as part of onboarding, reducing migration friction.
OpenAPI access and Zapier integration provide escape hatches for custom integrations even on lower tiers.

Weaknesses

Flat-rate pricing model does not align with team-size or job-volume growth, making it expensive for high-volume, low-margin residential operations.
Limited public API documentation and lack of a publicly documented bulk export endpoint restrict programmatic data extraction beyond CSV.
Small vendor with ~13 employees and ~$433k annual revenue signals higher concentration risk compared to established competitors like Jobber or Housecall Pro.
Customer portal and automation features require Growth tier to access advanced configuration, limiting functionality on entry-level Core plan.
Minimal public review volume (19 Capterra reviews) makes competitive benchmarking and long-term reliability assessment difficult.

Nutshell

Destination

Strengths

Simple, intuitive interface with minimal learning curve for sales teams new to CRM
Per-seat pricing is transparent and predictable, with annual billing reducing monthly cost
Full data export tool available for all account data including backups
Open JSON-RPC API allows programmatic access to all core objects
Native multichannel engagement (email, SMS, WhatsApp) without third-party add-ons for communication

Weaknesses

Reporting and analytics are considered weak, requiring manual Excel exports for detailed analysis
No bulk API endpoint—migration requires paginated API reads that must be rate-limited carefully
JSON-RPC API is less common than REST, requiring custom integration code compared to standard REST CRMs
Add-on costs (Forms, Nutshell IQ, Email Marketing) are per-company charges that stack on top of per-seat pricing
Feature restrictions on entry-level plans mean teams often need mid-tier to get basic automation

	Payaca Source	Nutshell Destination
Strengths	Vertical-specific CRM with pipeline stages designed for the clean tech sales-to-install lifecycle out of the box. All-in-one platform combining sales CRM, job management, invoicing, and customer portal reduces tool sprawl for small to mid-size installers. Stripe integration and automated payment reminders handle recurring payment collection without requiring separate accounting software. Growth tier includes full data migration and workflow mapping as part of onboarding, reducing migration friction. OpenAPI access and Zapier integration provide escape hatches for custom integrations even on lower tiers.	Simple, intuitive interface with minimal learning curve for sales teams new to CRM Per-seat pricing is transparent and predictable, with annual billing reducing monthly cost Full data export tool available for all account data including backups Open JSON-RPC API allows programmatic access to all core objects Native multichannel engagement (email, SMS, WhatsApp) without third-party add-ons for communication
Weaknesses	Flat-rate pricing model does not align with team-size or job-volume growth, making it expensive for high-volume, low-margin residential operations. Limited public API documentation and lack of a publicly documented bulk export endpoint restrict programmatic data extraction beyond CSV. Small vendor with ~13 employees and ~$433k annual revenue signals higher concentration risk compared to established competitors like Jobber or Housecall Pro. Customer portal and automation features require Growth tier to access advanced configuration, limiting functionality on entry-level Core plan. Minimal public review volume (19 Capterra reviews) makes competitive benchmarking and long-term reliability assessment difficult.	Reporting and analytics are considered weak, requiring manual Excel exports for detailed analysis No bulk API endpoint—migration requires paginated API reads that must be rate-limited carefully JSON-RPC API is less common than REST, requiring custom integration code compared to standard REST CRMs Add-on costs (Forms, Nutshell IQ, Email Marketing) are per-company charges that stack on top of per-seat pricing Feature restrictions on entry-level plans mean teams often need mid-tier to get basic automation

Complexity grading

How hard is this migration?

Standard CRM migration. 2 of 8 objects need a mapping; the rest are 1:1.

Overall complexity

Standard migration

Derived from compatibility, mapping clarity, API constraints, and data volume across Payaca and Nutshell.

Object compatibility
B
2 of 8 objects need a mapping; the rest are 1:1.
Field mapping clarity
C
Field mapping is derived from defaults — final spec confirmed during the sample migration.
Timeline complexity
B
8-object category — typical timelines run 2–7 days end-to-end.
API constraints
B
Payaca: Not publicly documented in available help resources.
Data volume sensitivity
B
Payaca doesn't expose a bulk API — REST + parallelization used for high-volume runs.

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Migrate from Payaca to Nutshell

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Payaca

Nutshell

How Payaca objects map to Nutshell

What specifically takes care here

Six steps for a successful Payaca to Nutshell data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Payaca to Nutshell migration cost

What are you migrating?

Frequently asked questions about Payaca to Nutshell data migrations

Can't find your answer?

Related migrations to explore

Move from Payaca.
Land in Nutshell, intact.

Migrate from Payaca to Nutshell

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Payaca

Nutshell

How Payaca objects map to Nutshell

What specifically takes care here

Six steps for a successful Payaca to Nutshell data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Payaca to Nutshell migration cost

Frequently asked questions about Payaca to Nutshell data migrations

Can't find your answer?

How long does a Payaca to Nutshell migration take?

What Payaca data does not migrate to Nutshell?

What does a Payaca to Nutshell migration typically cost?

Will we lose our Payaca pipeline stage history?

Can we still use Payaca's OpenSolar or Stripe integration after migration?

How do we handle Payaca's custom compliance fields for permits and AHJ requirements?

Do we need to rebuild our Payaca automations in Nutshell?

What happens to our Payaca customer portal data after migration?

Related migrations to explore

Move from Payaca. Land in Nutshell, intact.

Move from Payaca.
Land in Nutshell, intact.