CRM for renewable energy companies: from a solar PV inquiry to installation and invoice

Signs you have this problem

• Inquiries from campaigns, from your website and from referrals land in different inboxes, and some of them are still waiting for a call back.
• Sizing the solar PV system, heat pump or energy storage is done by one person in a spreadsheet, while the sales rep waits for the result.
• Once the contract is signed, ordering the equipment, the installation and the invoice are all handled outside the CRM.
• Sales reps’ commissions are calculated by hand at the end of the month.
• Every change to a subsidy program means correcting the calculations in several files at once.

What a CRM for renewables covers

1. 1

   Handling inquiries

   Every inquiry goes into one database, not into several inboxes. Automated tasks and reminders make sure no lead goes unanswered.

2. 2

   Calculators in front of the client

   Five calculators size and price the installation: solar PV, heat pump, energy storage, wind turbine and pellet boiler. The quote is prepared during the conversation, not after the rep gets back to the office.

3. 3

   Field work

   The client record, routes on a map and navigation on the phone. With no signal the rep keeps working, and activities and orders sync once the connection is back.

4. 4

   From contract to invoice

   Inventory, commissions and invoices with KSeF are in the same system as sales, so the office doesn’t retype data from the contract.

Three ways to solve it and when each makes sense

1. Option 1

   Off-the-shelf renewables CRM

   When your sales process is typical and a quick start matters. In a separate article we compared 15 systems for solar PV companies and heat pump installers, with prices and which of them state that they work offline.

   The subscription grows with every user. Check whether the calculator can price your offer and whether the system works without internet access.

2. Option 2

   General-purpose CRM plus calculation spreadsheets

   When the company is small and quotes are prepared by one person who knows their spreadsheets well.

   Calculations, orders and invoices live outside the CRM, so you make every change in several places.

3. Option 3

   Custom industry CRM

   When your quotes follow their own logic (sizing, variants, financing), your reps work where there is no signal, and sales, inventory and invoices should be in one system.

   A higher cost to start with, but no per-user fees: adding a sales rep doesn’t raise the bill.

How it works in a real project

We built the renewables CRM for teams selling solar PV, heat pumps and energy storage. Excel and paper notes are gone from the sales process, reps prepare quotes in front of the client, and the history of every contact stays with the company, even when a rep leaves.

In 2026 the subsidy rules for prosumers changed, and with them the assumptions behind quote calculators. When there is one calculator and it runs in the CRM, the change is made in one place. We describe exactly what changed in our comparison of CRMs for renewable energy companies.

Our project

• 
  Renewable energyCRM for renewables: solar and heat pump sales

  A mobile CRM for teams selling solar PV, heat pumps and energy storage, built for field work: offline, with map routes and installation sizing calculators to use in front of the client.

  Scale: 500+ API endpoints, 140+ database tables, 30+ screens