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How to Integrate Monday 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 Pro+ or Enterprise package with HeyPros in order to integrate.

    • monday.com: Admin (or workspace owner) with permissions to connect 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).

    • A monday.com board with columns for at least: Client Name, Address, Job Title, Start Date, Notes.

  3. What this integration does
    When a new Item is created on a specified monday.com board, Zapier will create a Work Order in HeyPros using data from that item. You can customize which columns map over.

Part 1 — Start from your HeyPros account

  1. Log in to HeyPros.

  2. Navigate 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 both apps later in the Zap build.

Part 2 — Create your Zap (overview)

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

  2. Trigger (monday.com): Choose monday.com as the app, and New Item in Board as the event.

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

  4. Connect both accounts when prompted (monday.com via API token; HeyPros via login + Company Slug).

  5. Map fields from the monday.com item into the HeyPros Work Order fields.

  6. Test, Publish, and verify the Zap works by adding a test item on your monday.com board.

Part 3 — Build the Zap (detailed)

Step A — Set up the Trigger in Zapier

  1. In the Zap Editor, search for and select monday.com.

  2. For Event, select New Item in Board. Click Continue.

  3. Click Sign in to monday.com.

    • In the pop‑up, paste your monday.com API token. You can generate it by:

      1. Opening monday.com → your avatar (bottom‑left) → Admin → API.

      2. Click Generate or Copy token.

      3. Paste into Zapier and click Yes, Continue.

  4. Back in Zapier, click Continue.

  5. Choose the Board and Workspace you want to monitor for new items.

  6. Click Test trigger → Zapier will pull a sample item from that board.

    • If no items are found, add a quick test item to the board, then click Test trigger again.

  7. Once Zapier finds an item, click Continue with selected record.

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).

    • Click Continue/Allow to authorize Zapier.

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

Step C — Map monday.com data into HeyPros Work Order fields

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

  • Location/Group (required) → Choose your default HeyPros location/group.

  • Work Order Title (required) → Recommended: {{monday.com: Item Name}} or {{Client Name}} – {{Job Title}}.

  • Work Order # (required) → Recommended: {{monday.com: Item ID}} to keep records unique.

  • Start Date → Map from a monday.com Date column (e.g., {{Start Date}}).

  • Finish Date → If you track end dates, map from another date column.

  • Starting Price ($) → Optional; map from a numeric column if you track estimated cost.

  • Description → Map {{Notes}} or any long text column from your board.

  • Address → Combine multiple columns if needed (Street, City, State). Click the field → choose each column → separate with commas.

Tip: If you have a complex address field (multiple columns or connect‑board references), use a Formatter by Zapier → Text step before this action to join them cleanly.

(Optional) Step D — Add filters & formatting

  • Filter by Zapier (optional): Only continue when conditions match, such as:

    • {{Status}} = “Approved”

    • {{Service Type}} contains “Exterior”

  • Formatter by Zapier → Date/Time: Reformat dates to ISO (YYYY-MM-DD).

  • Formatter by Zapier → Text: Combine client name, service, and city for standardized titles.

Step E — Test and publish

  1. In the HeyPros Action step, click Test step. Zapier will attempt to create a Work Order in HeyPros.

  2. Check HeyPros → Work Orders to confirm the record appears with correct title, address, and dates.

  3. Back in Zapier, click Publish to turn the Zap ON.

Field mapping reference (monday.com → HeyPros)

HeyPros Field

Recommended Source (monday.com)

Notes

Work Order Title (required)

Item Name or Client Name + Job Type

Keep it consistent for search/reporting.

Work Order # (required)

Item ID

Prevents duplicates and helps trace back to monday.com.

Start Date

Date column

Convert via Formatter if needed.

Finish Date

Date column

Optional.

Starting Price ($)

Number column (Estimate, Cost)

Optional.

Description

Long Text or Notes

Include scope or materials if tracked.

Address

Text/Connect Board fields

Combine columns if split (e.g., Street + City + State).

Validate the flow

  1. In monday.com, create a test item on your target board.

  2. Confirm in Zapier Zap History that the run completed successfully.

  3. Open HeyPros → Work Orders and verify the new record appears with the correct data.

  4. Adjust mappings or add formatters if needed, then re‑test.

Frequently asked questions

Q1: Where do I find my monday.com API token?
Go to monday.com → Profile Picture → Admin → API → Generate token. Copy and paste it into Zapier when connecting.

Q2: Can I trigger the Zap on a status change instead of a new item?
Yes. Choose Specific Column Value Changed as the monday.com trigger. For example, only create a Work Order when the Status column changes to “Approved.”

Q3: What is my Company Slug for HeyPros?
It’s the text before .heypros.com. Example: summitpainting.heypros.com → slug = summitpainting.

Q4: How do I prevent duplicates?
Use the monday.com Item ID as your Work Order # in HeyPros. This ensures each item only creates one record.

Q5: Can I include more monday.com columns?
Yes. Any column value pulled in the trigger can be mapped into HeyPros or used in Formatter/Filter steps.

Support

  • If the Zap fails, open Zap History to review the input/output and adjust mapping.

  • Reconnect monday.com or HeyPros accounts if authorization errors occur.

That’s it! Once published, every new monday.com item will automatically create a Draft Work Order in HeyPros—keeping your production and scheduling teams perfectly in sync.

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