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How to Integrate Jobber with HeyPros

Written by Alex Johnson

Before you start

  1. Access requirements

    • HeyPros: Admin (or equivalent) with access to Settings → Integrations.

    • You must have a HeyPros Pro+ or Enterprise Package with us to be able to integrate other softwares with HeyPros.

    • Jobber: Admin (or equivalent) able to authorize Zapier.

  2. You’ll need

    • Your company’s HeyPros URL (e.g., yourcompany.heypros.com).

    • Your HeyPros login and Company Slug (the text before .heypros.com; e.g., yourcompany).

    • A Zapier account (free tier is fine).

  3. What this integration does
    When a Job is created in Jobber, Zapier will create a Work Order in HeyPros using key details from the Job (client, address, dates, notes). You can customize which fields map over.

Part 1 — Start from your HeyPros account

  1. Log in to HeyPros.

  2. Go to Settings → Integrations → Zapier.

  3. Click Connect Zapier (or Open Zapier). This opens Zapier’s HeyPros app page in a new tab.

  4. If prompted, choose Start free with email (or sign in with Google) to create a Zapier account.

Tip: Keep both tabs open (HeyPros and Zapier). You’ll connect each app to Zapier when building the workflow.

Part 2 — Create your Zap (high‑level steps)

  1. In Zapier, click Create → Zaps to open the Zap Editor.

  2. Trigger (Jobber): Choose Jobber as the app, and New Job Created as the event.

  3. Action (HeyPros): Choose HeyPros as the app, and Create Work Order as the event.

  4. Connect both accounts when prompted (Jobber via login/authorize; HeyPros via login + Company Slug).

  5. Map fields from the Jobber trigger into the HeyPros Work Order fields.

  6. Test each step, Publish the Zap, then create a small test job in Jobber to validate end‑to‑end.

Part 3 — Build the Zap (detailed)

Step A — Set up the Trigger in Zapier

  1. In the Zap Editor, search for and select Jobber.

  2. For Event, select New Job Created. Click Continue.

  3. Click Sign in to Jobber and complete the authorization. (A Jobber pop‑up will ask you to grant Zapier access.)

  4. Back in Zapier, click Continue.

  5. Choose any optional filters Jobber’s trigger offers (if present). For a first build, leave defaults.

  6. Click Test trigger → Zapier will pull a sample Job from your Jobber account. Pick the most recent, realistic job record (ideally with address and scheduling info) and click Continue with selected record.

If you don’t see a sample, create a quick test job in Jobber first, then click Test trigger again.

Step B — Add the Action to create a Work Order in HeyPros

  1. Click the + step and choose HeyPros.

  2. For Event, select Create Work Order. Click Continue.

  3. Click Sign in to HeyPros. In the pop‑up:

    • Enter your HeyPros email and password.

    • Enter your Company Slug (the text before .heypros.com in your URL).

    • Click Continue/Allow to authorize.

  4. Back in Zapier, click Continue to configure the Action fields.

Step C — Map Jobber data into HeyPros Work Order fields

The HeyPros Create Work Order action includes the following common fields (your screen may show more):

  • Location/Group (required) → Choose your default location/group in HeyPros for new work orders.

  • Work Order Title (required) → Recommended: {{Jobber: Job Title}} or {{Client Name}} – {{Service/Job Title}}.

  • Work Order # (required) → Recommended: {{Jobber: Job ID}} to keep it unique and traceable.

  • Start Date → If the Job has a scheduled start, map: {{Jobber: Start Date}} (ensure date format).

  • Finish Date → Map {{Jobber: End Date}} when available, or leave blank for single‑day jobs.

  • Starting Price ($) → Optional; if your process sets price at job creation, map from Jobber (e.g., {{Total}}). Otherwise, leave blank.

  • Description → Map {{Jobber: Job Instructions/Notes}} or {{Quote/Scope Description}}.

  • Address → Map the Client Property Address from Jobber: {{Street}}, {{City}}, {{State}}, {{Postal Code}}.

Formatting tip: If Zapier shows separate address parts, click the field and search for each part from the trigger sample. You can type spaces and commas between tokens to create a full address line.

(Optional) Step D — Add guardrails & formatting

  • Filter by Zapier (optional): Only continue when the job meets conditions, for example:

    • Client email does not contain test@

    • Job title is not empty

    • Job type contains “Exterior” (or your preferred service)

  • Formatter by Zapier → Date/Time: Convert Jobber dates to the format HeyPros expects (e.g., ISO YYYY-MM-DD).

  • Formatter by Zapier → Text: Build a consistent title such as {{Client Last Name}}, {{Service}} – {{City}}.

Step E — Test and publish

  1. In the HeyPros Action step, click Test step. Zapier will attempt to create a Work Order in your selected HeyPros location/group using the mapped fields.

  2. In HeyPros, open Work Orders to confirm the record was created correctly (title, number, address, dates).

  3. Return to Zapier and click Publish to turn the Zap ON.

Field mapping reference (Jobber → HeyPros)

HeyPros Field

Recommended Source (Jobber)

Notes

Work Order Title (required)

Job Title or custom text + tokens

Keep consistent naming for searching and reporting.

Work Order # (required)

Job ID

Ensures uniqueness; easy cross‑reference back to Jobber.

Start Date

Job Start Date

Add a Formatter step if timezones/formats differ.

Finish Date

Job End Date

Optional; leave blank for single‑day jobs.

Starting Price ($)

Job Total (if present)

Optional; add later in HeyPros if your team prices post‑dispatch.

Description

Job Instructions / Quote Summary

Include scope, materials, or crew notes if available.

Address

Client Property Street/City/State/Postal

Build a single line or map to distinct fields if offered.

Validate the end‑to‑end flow

  1. In Jobber, create a small test Job with a real client/property (use a test contact).

  2. Confirm the Zap runs in Zapier (Zap History) with Status: Success.

  3. In HeyPros, verify the new Work Order details.

  4. If something is off, edit the field mapping or add a Formatter step, then retest.

Frequently asked questions

Q1: I don’t see any Jobber sample data in Zapier.
Create a fresh test job in Jobber, then in Zapier click Test trigger again. Choose the new record.

Q2: Zapier asks for a “Company Slug” when connecting HeyPros—what is that?
It’s the text before .heypros.com in your HeyPros URL. Example: dylanpainting.heypros.com → slug is dylanpainting.

Q3: Can I trigger from “Quote Approved” instead of “New Job Created”?
Yes. In Step A, choose Quote Approved as the Jobber trigger. The rest of the steps are the same. Many teams prefer this so Work Orders are only created once the customer approves pricing.

Q4: How do I prevent duplicates?
Use Job ID as your Work Order #. If you need stricter controls, add a search step first (if available) or route into a Google Sheet/HeyPros queue and review.

Q5: Who should own the Zapier connections?
Best practice is a shared admin account (or at least two admins) so the connection doesn’t break if a user leaves. Re‑authenticate in Zapier if anyone changes their Jobber or HeyPros password.

Support

  • If you get errors in Zapier, open Zap History to view the exact input/output for each step, then adjust mapping and retest.

You’re all set. Once the Zap is ON, new Jobs created in Jobber will automatically appear as Draft Work Orders in HeyPros—no manual re‑entry required.

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