Cafca Software
Modular cloud ERP built for installation businesses
About Cafca Software
Cafca Software is a Belgian SaaS ERP designed specifically for installation companies — HVAC, plumbing, electrical, security, and roofing contractors with up to 50 employees. It covers the full job cycle across six subscription modules: quoting and invoicing, work-order planning with a technician app, purchasing, service and maintenance management, time tracking, and inventory. With over 26 years in the installation sector, it integrates with wholesalers, banks, and accounting packages, and supports Peppol e-invoicing.
Pros & Cons
Pros
- Purpose-built for installation trades (HVAC, plumbing, electrical, security, roofing) rather than generic construction software
- Modular pricing lets small firms start with one module at €25–€50/month and expand step by step
- Subscription includes helpdesk support, cloud hosting, backups, and regular updates at no extra cost
- Deep local integrations: sector wholesalers, banks, accounting packages, and Peppol e-invoicing for Belgian compliance
- 26+ years of sector experience and recognized Flemish training provider (30% KMO Portefeuille subsidy on training)
- Technician mobile app for work orders, certificates, and photos on Android and iOS
Cons
- Focused on the Belgian market — interface, integrations, and compliance features are Dutch/French oriented
- One-time implementation cost and mandatory basic training on top of the subscription
- Aimed at companies up to roughly 50 employees; larger enterprises may outgrow it
- No free tier or self-serve trial — onboarding goes through a demo and guided implementation
- Costs add up when combining all six modules compared to all-in-one field service suites
Key Features
Projects module (quotes and invoicing)
Create quotes, send Peppol-compliant sales invoices, track projects, and run post-calculation to compare estimated versus actual costs
Work-order planning and technician app
Plan jobs in a scheduling calendar and dispatch digital work orders to technicians via a mobile app for Android and iOS, including photos, attachments, and signatures
Service and maintenance management
Manage installations, recurring maintenance contracts, inspection certificates, and refrigerant bookkeeping for HVAC compliance
Time tracking with vehicle telematics
Register hours in the vehicle or through the Webuur app, follow teams live, track vehicles, and generate monthly overviews of hours and mobility allowances
Purchasing and material planning
Process purchase invoices via Peppol and plan material orders against upcoming jobs
Inventory management
Track stock across the warehouse and service vehicles and manage reorders
Wholesaler, bank, and accounting integrations
Built-in connections with major installation-sector wholesalers, banks, and accounting software keep pricing and bookkeeping in sync
AI-assisted workflows
An AI layer helps execute administrative tasks more efficiently and tailored to the business
Pricing
- Quotes
- Sales invoices (Peppol)
- Project overview
- Wholesaler, bank & accounting integrations
- Post-calculation
- Optional: progress billing, Master Catalog, automatic payment reminders
- Work orders
- Work Order App for technicians
- Technician scheduling calendar
- Optional: custom work-order attachments
- Purchase invoices (Peppol)
- Material planning
- Installation & maintenance management
- Certificates
- Refrigerant bookkeeping
- Clock in from the vehicle or Webuur app
- Live tracking
- Monthly overview of hours and mobility
- Vehicle Track & Trace
- Warehouse & vehicle stock
- Purchase orders
Best For
HVAC and plumbing contractors
Manage quotes, work orders, maintenance contracts, and refrigerant bookkeeping in one system built around installation workflows
Electrical and security installers
Plan technicians, dispatch digital work orders with certificates, and invoice completed jobs directly via Peppol
Field service scheduling
Use the planning calendar and technician app to coordinate crews, capture photos and signatures on site, and eliminate paper work orders
Job costing and post-calculation
Compare quoted versus actual material and labor costs per project to protect margins
Digitizing administration step by step
Start with the Projects base module and add planning, purchasing, service, time tracking, or inventory as the business grows
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