Migrate from Payaca to Odoo CRM

Payaca Customers map directly to Odoo CRM Contacts. The Payaca customer CSV export provides names, addresses, and contact fields; we enrich these with any additional contact data available via the Payaca API (phone, email, tags). Email is used as the Odoo Contact dedupe key. All Customers must be loaded before any Project migration because Odoo Opportunities reference the parent Contact at insert time. Address fields from Payaca map to Odoo Contact street, city, state, zip, and country fields with country taken from Payaca's regional settings.

Payaca Projects are the central migration object and require the most transformation. Each Payaca Project maps to one Odoo CRM Opportunity with project-level fields (system size, equipment configuration, permit status, installation address) migrated as custom Opportunity fields. The original Payaca pipeline stage history (Lead > Survey > Quote > Install > Complete) is denormalized into a stage-history custom field and the Opportunity StageName set to the final Payaca stage. Multiple Payaca Projects belonging to the same Customer generate multiple Odoo Opportunities under the same Contact lookup. The customer_id lookup must resolve before Opportunity insert to satisfy Odoo's foreign key constraint.

Payaca Invoices migrate to Odoo Account Moves (invoices and bills) if the Odoo Accounting module is in scope. Invoice line items, amounts, payment status, and Stripe transaction references migrate to Odoo AccountMove records. If only Odoo CRM is in scope (no Accounting module), we migrate invoice metadata as a custom Odoo CRM Opportunity field capturing invoice number, total, and payment status. Historical Stripe payment records require a separate Stripe API export coordinated alongside the Payaca extraction to ensure complete financial record continuity.

Payaca Items (panel configurations, battery sizes, labor rates, permit fees) map to Odoo Product records with type set to Service or Consumable based on item classification. Item pricing migrates as Odoo Product list_price. If Odoo Accounting or Sales is in scope, standard price book entries are created alongside Product records. Item names and descriptions preserve the clean tech-specific naming conventions used in Payaca quotes.

Payaca's five fixed pipeline stages (Lead, Survey, Quote, Install, Complete) map to Odoo CRM stages configured in the Odoo Pipeline view. We create one Odoo CRM pipeline with stages named to match the Payaca lifecycle, probabilities assigned per stage (Lead 10%, Survey 25%, Quote 50%, Install 75%, Complete 100%), and Automated Actions configured on stage transitions to replicate Payaca automation triggers. The customer chooses whether to use one pipeline or split by service line during scoping.

Payaca documents attached to projects and customers migrate as Odoo IrAttachment records linked to the parent Opportunity (from Payaca Project) or Contact. We migrate document file names, MIME types, and binary content where accessible via Payaca API. Signed document status migrates as a custom field on the Opportunity. Actual document binaries require separate file transfer outside the database migration; we coordinate the file share migration alongside the data migration.

Payaca custom fields for compliance tracking, AHJ requirements, and permit management migrate to Odoo CRM custom fields on the Opportunity object. We pre-create all custom fields in the destination Odoo schema (via developer mode or Studio) before importing any records. Custom field types from Payaca (text, date, dropdown) map to equivalent Odoo field types with validation rules configured to match Payaca's field constraints. A field mapping document listing each Payaca custom field and its Odoo equivalent is delivered at discovery completion.

Payaca automation rules with stage-change triggers and tag-based actions migrate as Odoo Automated Actions (IrCron) and Server Actions. We document each Payaca automation during discovery with its trigger, conditions, and actions, then provide a written Odoo Automated Action recipe for each. Multi-step conditional logic from Payaca may require multiple chained Server Actions in Odoo; the rebuild scope is documented but not executed inside the migration engagement. Odoo Automated Actions are configuration-based and do not require developer access, so the customer's admin can implement them from the written documentation.

Payaca integrations with QuickBooks, Xero, Stripe, OpenSolar, Gmail, Zapier, and Snowflake/BigQuery are documented at migration discovery. We provide a written inventory of each active integration with its connection type, OAuth credentials held in Payaca, and recommended Odoo replacement (Odoo native Accounting for QuickBooks/Xero, Odoo Payment Acquirer for Stripe, Odoo Studio for OpenSolar-equivalent quoting). API credentials, OAuth tokens, and webhook URLs do not migrate and must be reconfigured by the customer's admin in the Odoo environment.

Payaca Service Reminders (associated with customers or projects) migrate to Odoo CRM Mail Activity records linked to the parent Contact or Opportunity. Reminder dates, descriptions, and recurrence patterns preserve. Mail Activity uses Odoo's native reminder and follow-up system, which provides the same scheduled follow-up capability as Payaca's service reminder module.

Payaca's branded customer portal with proposals, invoices, document signing, and shared files under a custom domain does not migrate. We document the portal configuration (pages, content, document templates) as a configuration note for the customer's admin to rebuild using Odoo Website module or Odoo Sign. Custom domain configuration requires DNS changes and SSL certificate setup that is outside the data migration scope.

Payaca online payment records reference Stripe transaction IDs. We export Stripe payment records via the Stripe API alongside the Payaca extraction. Stripe transaction IDs are stored as a custom field on the corresponding Odoo Account Move (invoice) or Opportunity. Full Stripe-to-Odoo payment reconciliation requires Odoo Accounting module to be in scope; CRM-only migrations store the Stripe reference as a read-only field for reconciliation in the Stripe dashboard.