HeyPros is excited to announce that our users are now able to use Zapier to set-up an automated data feed between PaintScout and their HeyPros account. The key benefit of the integration will be reducing the amount of information project managers need to enter in duplicate systems. Individual set-up configuration will vary slightly from company-to-company, so for the sake of this guide we will demonstrate HeyPros recommended practice.
Zapier also provides access to pre-existing templates for the integration and a guide of their own.
Step 1: Set up a free account with Zapier (if you don't already have one).
2. Login to Zapier and click on "Create" in the top lefthand corner of the screen.
3. Click "Zaps"
4. Click "Trigger"
5. Type "PaintScout" into the search bar.
6. Click on "PaintScout"
7. Under "App & event" click the "Choose an event" dropdown menu.
8. Click "Quote Status Changed"
9. Click "Continue"
10. Next you'll find yourself in the "Account" section where you'll be prompted to "Sign in" to your PainScout account. Click "Sign In"
11. A new browser tab will open where you'll need to input your PaintScout credentials. Do so, and click "Log In".
12. Back within the Zapier tab you should now see that your PainScout account has been added. Click "Continue".
13. You should now be under the "Trigger" menu. Click "Quote Status" and select "Accepted". This will cause PaintScout to trigger the creation of a work order in HeyPros when the quote in PaintScout has been accepted.
14. For "Quote View" you'll need to choose between "Area" and "Substrate". For today's example we'll choose "Area".
15. For the "Quote Display" field we recommend using "Work Order".
16. The "Quote Type" field allows the option to either create a single Zap for all categories of job (i.e. Interior, Exterior etc.) or to create a separate Zap for each category of Job. If you choose the latter, you'll need to repeat the set-up process for each job type you offer.
The benefit of going this route would be more customization- if you wanted some job types to come from PaintScout into HeyPros with different fields, requirements, checklists, etc. If you prefer all of your work orders follow the same format regardless of job category, choose "All Types". In our example today, we'll use "All Types".
17. Click "Continue"
18. Next you'll be prompted to Test your trigger, click "Test Trigger".
19. Select a Quote record from your PaintScout account to use as a test. In this example we'll be using Quote C from our PaintScout test account. Click "Continue with selected record".
20. You'll now be prompted to "Choose an action". In the search bar type "HeyPros".
21. Click HeyPros
22. "App & event" will now open on the righthand side of the screen. Click on "Choose and event". Then click "Create Work Order".
23. Click "Continue"
24. You will now be in "Account" and prompted to connect your HeyPros account to Zapier. Start by entering in the credentials to your HeyPros account.
25. You will see a third field asking for something called your "Tenant Slug". This can be found by going into your HeyPros account and copying the text found in your URL before ".heypros.com". In this case, our "Tenant Slug" would be "dylanpainting". See below for example:
26. Once you've entered your "Tenant Slug" into the field, click "Yes, Continue to HeyPros".
27. Back in your Zapier tab, you should now see that your HeyPros account has been added to Zapier. Click "Continue".
28. You'll now be in the "Action" tab. There are only three required fields here; Location/Group, Work Order Title, and Work Order #. The other fields such as; Start Date, Description, and Address are optional. These are the data fields that we are asking PaintScout to feed over to HeyPros. For this example we'll just be using the required fields.
29. First select a location/group. These are the locations we have set-up in HeyPros for our example business. If you only have one location/group set-up in your HeyPros account you will only see one result here.
30. Next enter a Work Order Title using the data fields displayed in the dropdown. Click each desired data type to include it in the titles of the work orders that will be created in HeyPros when a Quote is Accepted in PaintScout.
In our example we've chosen to have PaintScout send over the "Contact - Last Name" and "Job Address - Address" as the Work Order Title in HeyPros when we have accepted a quote in PaintScout. You are welcome to use any of the provided options in the dropdown to create the Work Order Title format that best fits your business' needs.
31. Next enter Work Order # using the data fields displayed in the dropdown. We recommend using "Number".
32. As mentioned before, the remaining fields under "Action" are optional, but they function similarly to the examples provided above. Use them as you'd like, or ignore them entirely. Once you are done filling out the fields in "Action", click "Continue".
33. You should now see the "Test" screen. Click "Test Step".
34. Once the test is successful, click "Publish" to take the Zap live.