Migrate from Payaca to Twenty CRM

Payaca Customers map to both Twenty Person and Company records. Residential installations typically have one homeowner per customer record, which maps to a Person with the address stored in the address compound field. Commercial or multi-property customers with multiple contacts split to a Company record with multiple Person records linked via the Person.company field. We deduplicate on email address during import.

Payaca Projects are the central data object for the install lifecycle and have no direct Twenty standard equivalent. We create a Project custom object via Twenty's /metadata API before migration, defining fields for stage (mapped from Payaca's pipeline stage), customer link (lookup to Person), site address, and any compliance custom fields. Project stage history is preserved as a text audit log field in the custom object.

Payaca's fixed stages (Lead, Survey, Quote, Install, Complete) map to a custom picklist field on the Project custom object in Twenty. Each stage value migrates as a picklist option. If the customer has added custom stages in Payaca, we extend the picklist during schema design. Automation triggers based on stage transitions are documented separately for rebuild in Twenty's workflow system.

Payaca Items (panel configurations, battery sizes, labor rates) map to Twenty Product2 records. ProductCode migrates from Payaca's item SKU if populated. Standard Price Book entries are created during migration for any Items with pricing. Items without pricing become Products with no price book entry for manual quoting setup.

Payaca Invoices are embedded in the Project lifecycle and carry line items, payment status, and Stripe transaction references. We store invoice data as a structured JSON blob in a custom field on the Project custom object in Twenty, preserving invoice number, line item summary, total amount, payment status, and Stripe charge ID. If the customer uses Opportunity-like deal tracking separately from project tracking, we map Invoice records to a separate Opportunities custom object.

Payaca documents attach to Projects and Customers and include proposals, permits, inspection reports, and signed agreements. We migrate document metadata (filename, type, upload date, signing status) as a related list on the Project or Person record in Twenty. Actual file binaries require separate download from Payaca's file storage and re-upload to Twenty's attachment system. Signed e-signature status is preserved as a custom field on the attachment record.

Payaca custom fields for compliance tracking, permit management, and AHJ requirements map to Twenty custom fields on the Project or Person custom object. We map field types directly: Payaca text fields to Twenty text fields, date fields to date fields, dropdowns to single-select picklists. Multi-select picklists from Payaca map to Twenty multi-select picklists. Field labels are preserved; help text migrates as field description.

Payaca Service Reminders are associated with Customers or Projects and carry scheduling logic. We migrate active reminders as Twenty Task records linked to the corresponding Person or Project record. Completed reminders are optionally migrated as closed Tasks. Recurrence patterns are documented in a custom text field for manual rebuild in Twenty's calendar or task recurrence system.

Stripe payment history does not live in Payaca's export scope. We coordinate a parallel Stripe API export to extract charge records, refund records, and dispute records, then map Stripe charge IDs as a custom field on the corresponding Project invoice record in Twenty. This ensures financial audit continuity even though Twenty has no native billing module.

Payaca accounting integrations (QuickBooks, Xero) carry OAuth credentials and webhook configurations that cannot be exported. We document the integration setup requirements for each connected accounting platform, including the objects synced, the field mapping, and the trigger events, so the customer's admin can reconfigure the integrations in Twenty or via Zapier after migration.

Payaca's branded customer portal with custom domain, proposals, invoices, payments, and document signing has no Twenty equivalent. We document portal configuration including custom domain settings, branded assets, and the list of projects and documents visible in the portal. The customer's admin uses Twenty's workspace settings and a third-party portal solution (or Experience Cloud if Salesforce is added to the stack) to replicate the portal functionality.

Payaca automation rules with pipeline stage triggers, tag events, and multi-step sequences lack a native export format. We capture automation configurations during discovery, document each trigger, condition, and action as a written workflow specification, and provide a recommended Twenty equivalent using Twenty's workflow builder or a third-party automation tool. Custom automations with complex conditional logic are flagged as higher-effort rebuilds.