Migrate from Payaca to Salesforce Sales Cloud

Payaca Customer records (names, addresses, contact information) map to Salesforce Account for business/organization data and Contact for individual person data. We use the CSV customer export as the primary source and enrich with API queries for any records not captured in the CSV. Payaca does not distinguish between household and business customers, so we create an Account and optionally a Contact based on whether individual contact fields are populated. Account.Phone and Contact.Phone are set from Payaca's phone fields; Account.BillingAddress and Account.ShippingAddress carry installation address data.

Payaca Projects are the central lifecycle object, tracking from Lead through Complete. They map to Salesforce Opportunity, with the Payaca project name becoming Opportunity.Name, the current stage mapping to a Salesforce StageName value within a pre-configured Sales Process, and the customer reference resolving to the AccountId via the customer ID mapping established in the Customer phase. The Payaca project value or quoted amount maps to Opportunity.Amount. Projects with status 'Complete' are inserted as Closed Won; projects with no installation date yet are open pipeline. We do not migrate the full project timeline history as separate records; stage transitions are documented as a text log in a custom Opportunity field for audit.

Payaca's fixed pipeline stages (Lead, Survey, Quote, Install, Complete) map to Salesforce Opportunity Record Type and Sales Process configuration. We create one Record Type per Payaca pipeline and a corresponding Sales Process with StageName picklist values matching the Payaca stage names. Stage probability percentages from Payaca migrate to StageProbability values on each stage in the Sales Process. If Payaca has custom stages beyond the five defaults, we add them to the picklist and document the mapping.

Payaca Invoices map to Salesforce Invoice (available on Sales Cloud Professional and above) or a custom Invoice__c object depending on the destination Salesforce edition. Invoice line items migrate as InvoiceLineItems with product references resolved to Product2. Payment status from Payaca (paid, outstanding, overdue) maps to Salesforce Invoice status fields. Historical invoice PDFs are stored in Payaca's document system and migrate as ContentVersion with a ContentDocumentLink to the associated Opportunity. Stripe transaction IDs stored in Payaca invoice records map to a custom field stripe_transaction_id__c for reconciliation against Stripe API exports.

Payaca Items (panel configurations, battery sizes, labor rates, permit fees) map to Salesforce Product2 records. ProductCode maps from Payaca's item code or SKU. We create a Standard Price Book with PricebookEntries for each Product2, using Payaca's unit price as the ListPrice. For bundle items (e.g., 10-panel system with battery), we create a Product2 bundle record with separate line-item Product2 records for each component if the destination reporting requires product-level rollup.

Payaca Custom Fields for compliance tracking, permit management, and AHJ requirements map to Salesforce custom fields. We audit every Payaca custom field definition during discovery: text fields map to Text(255) or TextArea; date fields map to Date; dropdown or multi-select fields map to Picklist or Multi-Select Picklist with values matched to Payaca's options; numeric fields map to Number or Currency. Custom fields that reference other Payaca objects require us to create a Salesforce custom object first with a lookup relationship field. We create the full custom field schema in Salesforce Sandbox before production migration begins.

Payaca Documents attached to Projects and Customers migrate as Salesforce ContentVersion (file binary and metadata) with ContentDocumentLink records connecting to the parent Opportunity (from Project) or Account/Contact (from Customer). We extract document metadata (name, type, upload date, signing status) from Payaca's API and map signing status to a custom field signing_status__c on the ContentDocument. Actual file binaries require separate download from Payaca's document storage and upload to Salesforce Files. We do not migrate the Payaca-branded customer portal file-sharing configuration; that is documented for Experience Cloud portal configuration post-migration.

Payaca Automation Rules (pipeline stage-change triggers, tag triggers, email notifications) do not have a native export format and cannot be migrated as code. We capture every active Payaca automation during discovery: its trigger event, conditions, and action sequence. We deliver a written Flow inventory document describing each Payaca automation and its recommended Salesforce Flow equivalent (record-triggered Flow, scheduled Flow, or screen Flow). The customer's Salesforce admin or a certified partner rebuilds the Flows post-migration. We do not rebuild them as part of the migration scope.

Payaca Service Reminders associated with Customers or Projects map to Salesforce Task records. Reminder subject maps to Task.Subject, the due date maps to Task.ActivityDate, and the description maps to Task.Description. We set Task.Status to Not Started for open reminders and Completed for fulfilled reminders. Task.WhatId links to the Opportunity (from Project) or Account (from Customer) via the ID mapping from earlier phases.

Payaca invoices store Stripe transaction references but not the full Stripe payment record. We map the stripe_transaction_id from Payaca to a custom field stripe_transaction_id__c on the Opportunity for reconciliation. Full Stripe payment history (amount, fee, disbursement date, refund status) requires a separate export from the Stripe API, which we coordinate alongside the Payaca migration. The customer provides Stripe API credentials or we use Stripe's standard CSV export, and we map payment records to a custom Payment__c object or to Opportunity custom fields depending on the level of financial detail required in Salesforce.

Payaca integrations (QuickBooks, Xero, OpenSolar, Gmail, Zapier, Snowflake, BigQuery) store API credentials, OAuth tokens, and webhook URLs that cannot be exported and transferred to Salesforce. We document each active Payaca integration with its connection type, data flow direction, and the equivalent Salesforce integration path (native Salesforce connector, AppExchange app, or Zapier bridge). QuickBooks and Xero accounting integrations require reauthentication in Salesforce; OpenSolar design files reference Payaca project IDs and must be re-linked to Salesforce Opportunity IDs by the customer's admin.

Payaca's branded customer portal (Growth tier feature) with proposals, invoices, bookings, and document signing under a custom domain does not migrate to Salesforce. We document the portal configuration: custom domain settings, proposal template branding, document types, and booking workflow. The customer configures a Salesforce Experience Cloud portal separately, applies branding, and recreates the document signing workflow using Adobe Sign, DocuSign, or Salesforce native eSignature. This is a configuration task for the customer's admin or a Salesforce partner, not a data migration.