Create easy forms for collecting on-site job info

Streamline your on-site data: introducing customisable digital forms in Payaca

Is your business struggling with inconsistent or incomplete information from site visits? Paper forms get lost, handwriting can be illegible, and vital details can be missed, leading to delays and costly errors.

Payaca offers Custom Field Sets — our feature for creating easy-to-use digital forms that your field team can complete directly on their mobile app.

This guide explains how you can use Payaca to standardise your on-site data collection, ensuring you get the exact information you need, every time, for any job – whether it's a solar panel survey, a heat pump installation checklist, or an EV charger site assessment.

What are Custom Field Sets in Payaca?

Think of Custom Field Sets as your digital, customisable questionnaires or forms. You design them within Payaca to ask for specific pieces of information.

For example, a solar survey form might include fields for roof pitch (as a drop-down list), property type (domestic or commercial), number of panels required (as a number input), and existing electricity provider (as a text field).

You can tailor these forms for any process, from initial lead qualification to final commissioning.

Why switch to digital forms for on-site data?

Setting up your first Custom Field Set

Getting started is straightforward:

Step 1: Navigate to Settings — Find the "Custom Fields" section in Payaca.

Step 2: Create a New Field Set — Give your form a name (e.g., "Heat Pump Pre-Install Checklist").

Step 3: Add Your Fields — Choose from text for short answers, drop-down lists for predefined options, number fields for numerical data, date pickers, and more.

Step 4: Assign to Jobs — Schedule an event (like a site survey) and attach your custom form as a task for the assigned engineer.

The office team can even pre-fill some information if needed, saving your field engineers time on site.

What your field team sees

Engineers in the field will see the assigned form as a task within their Payaca mobile app. They can easily open and complete the form, see any information already filled in by the office, and submit the completed form directly from site.

The app is designed to be intuitive, even for less tech-savvy team members, and it works offline, syncing data when a connection is available.

Bringing it all together: using your collected data

Once a form is submitted, the data is instantly visible in the Payaca office system, attached to the relevant project. This means:

• No more waiting for paperwork to return to the office
• All job information is in one place, from initial enquiry to final sign-off
• Structured data can pre-populate quotes, invoices, and compliance documents
• You can even trigger automations within Payaca

The future is flexible: more enhancements coming

We're continuously developing this feature. Soon, you'll be able to include image uploads as part of your forms (e.g., "Photo of the meter location") and even allow customers to fill in certain information via the Client Portal.

Plus, all this data is accessible via the Payaca API, allowing for deeper integration with your other business systems if needed.

Payaca's Custom Field Sets are designed to give you the flexibility to capture the data your business needs, simply and efficiently. Reduce errors, save time, and ensure every job runs smoothly.