When you first access Payaca, start by setting up your business settings.
You can do this from the "My Company" section found via the drop-down in the right-hand corner of your account.
From here you can manage your account settings and customisations.
Company info
Trading name
This will be shown alongside the legal business name from when you signed up. If you need to change your legal business name please drop us a message.
SMS handle
In the UK and Australia, you can send SMS messages from your business name. Enter a name between 4 and 11 characters here.
Telephone number
Shown in the footer of your quotes, invoices and other documents.
Address
Shown in the footer of your quotes, invoices and other documents.
Registered country name
Shown in the footer of your quotes, invoices and other documents.
Company registration number
Shown in the footer of your quotes, invoices and other documents.
Default proposal due days
Set the default time range a quote or estimate is valid for. This is the default setting and can be changed on a case-by-case basis when creating individual proposals.
Default invoice due days
Lets you set the default payment period before your money is received. This can also be edited on individual invoices.
Professional accreditations
You can add your Gas Safe Reg. Number and your NICEIC Reg. Number and these will automatically be added to any forms you fill in.
Each engineer can also add their ID card number in My profile.
Project settings
Use these settings to display overall summary prices or line-by-line prices on proposals.
You can also opt whether to show or hide tax breakdown on proposals.
You have the ability to set a default deposit percentage (e.g., 20% or 30%).
Each of these settings can be edited separately on individual proposals and invoices, this is just the default setting.
Construction industry scheme
If you're in the UK and you are part of the construction industry scheme, then this gives you some additional functionality when creating lines on quotes and invoices.
If you need help enabling this feature, you can find the steps outlined in our article on suppliers, items and materials.
Branding
You can upload your brand image into the logo box. You can also attach additional files using the "Attach marketing material" section.
Any included files will automatically be attached to proposals and invoices.
To do this either drag and drop a file onto the "+" icon or click on the "+" icon and choose your file.
Awards and credentials
Use this section to save your awards and credentials so that they're automatically added to all your invoices, proposals, and the client portal.
As with the marketing material, either click on the "+" icon or drag and drop the images you want to use.
Please note: These accreditations will not be visible in your quote or invoice previews but will appear in the customer portal when the customer views those documents.
Brand colour
You can set your brand colour by using a hex code, with an RGB code, or by using the colour picker tool.
Getting paid
Use this section to enable or disable payment methods.
To enable card payments and to access the service plans feature you will need to set up a Stripe account. You can enable the integration via the "Connections" page.
When switched on, the bank details section will reveal your payment information (which you can save on this page).
This information will be revealed when the customer clicks "Pay now" from an invoice, rather than on the actual invoice itself.
Tax rates
The tax rates will get pre-populated with your country's standard tax rates. If you want to create or add any custom tax rates, this can be done here. Just click "Create Tax Rate".
Make sure if you're using Xero or QuickBooks that those tax rates exist within those systems as well. This ensures that when they get sent automatically they match up.
We have included steps on how to map your Payaca tax rates against Xero in our article on "Importing data".
Terms
Use the "+" icon to add your terms and conditions.
We recommend adding these as a saved file. This file will be attached to attached to your proposals and the customer will have to confirm they have accepted the terms before proceeding.
The customer will also be sent the attached file once they accept the proposal.
You can also use the "Terms of business" box to manually write out your terms, however, we would recommend using an attached file.
Schedule
By setting your operating hours, this will allow you to hide your non-operating hours on your schedule, giving you a more focused view of your calendar.
You can also choose your working days, again allowing you to hide the days you are not operating.
Event Reminders
You can set up event reminders from this section.
This allows you to automatically send out email and text reminders about upcoming events to your customers.
Click "Add reminder".
This will open the "Type", "Time" and "Include description" dropdowns.
Choose if you want your reminder to be an email or text reminder.
Choose the number of days, hours or minutes preceding the event you want to use to trigger the reminder.
Choose if you want to include the event description. This will be taken directly from the event the reminder is triggered from and will be included in the email or text that is sent.
Once set up reminders will be sent out for any upcoming events with an associated customer address.
Reminders will contain the following message:
This is a friendly reminder that your booking is scheduled for [Date] at [Time] at the following address:
[Address taken from event]
Thanks,
[Your company name].
You are unable to customise this message, however you can choose to include the event description in the message for email messages.
If you choose to do this make sure that you are happy with the text in your event description as this will be used word for word in your reminders and will be applied to all events.
Event status colours
You can use colour settings to quickly reveal information about events in your schedule. This can either be set to provide information about how events relate to tasks or pipeline stages.
Task status
Task status
When event status colours are turned on, events will appear colour-coded, indicating if they are complete or incomplete.
Events will appear as green when all the associated tasks have been completed.
Events will appear yellow when some but not all of the associated tasks have been completed
Events will appear as red when associated tasks have not been completed, and the event is in the past
If an event has no tasks associated with it or an end date in the future with no completed tasks it will be white
Once you've selected this setting events in your schedule will now display as either green, orange, red or white, allowing you to quickly understand an event's status without clicking into it.
Pipeline
Pipeline
If you set events to display according to pipelines, they will appear in the colour that matches the pipeline they are associated with.
This allows you to quickly see which events apply to which pipelines from the schedule view.
Email customisation
Send emails from your own domain
This is a business plan feature, so it will not be visible to core users.
Use it to send emails from your own domain.
To set this up you will need to put in your email address and the system will send an email to confirm. You will then need to log into wherever your website is hosted and add DNS records.
This process is fairly technical, so if you have a development team then you can put them in contact with us to get this integration sorted.
For more information on how to set this up, read our article on 'How to configure emails from your domain'.
Email templates
Use templates to save default messages that will be used in the body of the emails for Estimates, Quotes and Invoices.
You can further edit and customise individually when you go to send each estimate, quote or invoice.
Custom fields
Primary Pipeline
From here you can set which pipeline will appear as your default when you use the pipeline view in your account.
This will be set to the default pipeline unless you change it to one of your custom pipelines.
Timelog types
These are the categories that your field agents can log their time against. For example, you may want to add an 'In work' and 'Travelling' category.