Syncing Deals to Jobs

This guide shows you how to sync CRM deals/opportunities to field service jobs. This creates a seamless handoff from sales to operations.

Overview

Goal: When a deal is won in your CRM, automatically create a job in your field service system so operations can begin work immediately.

Common Use Cases:

• HubSpot Deals → Jobber Jobs
• Pipedrive Deals → Jobber Jobs
• Salesforce Opportunities → Jobber Jobs

Time Required: 20-30 minutes

Before You Start

Ensure you have:

• [ ] Contacts/Clients already syncing between systems (see guide)
• [ ] Understanding of your deal stages and job statuses
• [ ] Both platforms connected to FluxCascade

Step 1: Map Your Stages

Before creating the mapping, align your CRM stages with job statuses:

Example: HubSpot to Jobber

Example: Pipedrive to Jobber

Step 2: Create the Mapping

1. Go to Mappings → New Mapping
2. Configure:

Source:

• Connection: Your CRM (HubSpot, Pipedrive, etc.)
• Object: Deals (or Opportunities)

Target:

• Connection: Jobber
• Object: Jobs

Direction: Source to Target (one-way)

Jobs are typically created from deals, not the other way around. Use one-way sync.

Step 3: Configure Field Pairs

Essential Fields

Stage Mapping Transform

For the dealstage → job_status field, configure a value map transform:

Transform: value_map

Mappings:
  "presentationscheduled" → "Lead"
  "contractsent" → "Quote Sent"  
  "closedwon" → "Approved"
  "closedlost" → "Archived"

Default: "Lead"

Step 4: Link to Existing Client

Jobs need to be associated with a client. Configure the relationship:

1. Add a field pair for client association:

   • Source: Associated Contact ID (from deal)
   • Target: client_id

2. Or use email matching:

   • The contact's email from the deal
   • FluxCascade finds the matching Jobber client

Prerequisite: Contacts/Clients must already be synced. Run the HubSpot + Jobber guide first.

Step 5: Add Filters

Only sync deals that should become jobs:

Filter by Stage

Only sync deals past a certain stage:

Filter: dealstage IN [
  "presentationscheduled",
  "decisionmakerboughtin", 
  "contractsent",
  "closedwon",
  "closedlost"
]

Early-stage deals don't need jobs yet.

Filter by Pipeline (Optional)

If you have multiple pipelines:

Filter: pipeline = "sales-pipeline"

Only sync from relevant pipelines.

Step 6: Configure Matching

Set up how to identify existing jobs:

Matching Strategy:

• Use Deal ID stored in Jobber custom field
• Or match by deal name + client combination

Recommendation: Store the CRM Deal ID in a Jobber custom field for reliable matching.

Step 7: Test and Deploy

1. Test with a few deals:

   • Run test sync with filter for specific deals
   • Verify jobs created correctly
   • Check stage mapping works

2. Review the results:

   • Open created jobs in Jobber
   • Verify all fields populated
   • Check client association

3. Enable scheduling:

   • Set sync frequency (hourly recommended)
   • Enable real-time sync for immediate job creation

Syncing Job Status Back (Optional)

To update deal status when jobs complete:

1. Create a second mapping (reverse direction):

   • Source: Jobber Jobs
   • Target: CRM Deals
   • Direction: Source to Target

2. Map job status back to deal stage:

   • Jobber "Complete" → CRM "Closed Won"
   • Jobber "Archived" → CRM "Closed Lost"

3. Use filters to only sync completed/archived jobs

Common Scenarios

Scenario: Deal Won → Job Created → Work Completed

1. Sales closes deal in HubSpot (stage: Closed Won)
2. FluxCascade creates job in Jobber (status: Approved)
3. Field team completes work in Jobber (status: Complete)
4. (Optional) FluxCascade updates HubSpot deal notes

Scenario: Deal Lost After Job Created

1. Job exists in Jobber (from earlier deal stage)
2. Deal marked as Lost in HubSpot
3. FluxCascade updates Jobber job to Archived
4. Field team sees job is cancelled

Best Practices

1. Sync Contacts First

Always ensure contacts/clients sync before deals/jobs. Jobs need existing clients.

2. Use Meaningful Job Titles

The deal name becomes the job title. Ensure your team uses descriptive deal names:

✓ "Smith Residence - HVAC Installation"
✗ "New Deal"

3. Don't Sync Too Early

Wait until deals reach a certain stage before creating jobs. Early-stage deals may never close.

4. Store Cross-References

Store IDs in custom fields on both sides:

• HubSpot: Store Jobber Job ID
• Jobber: Store HubSpot Deal ID

This makes troubleshooting easier.

5. Consider Job Timing

Use the deal close date or a custom date field for job scheduling. Don't create jobs with past dates.

Troubleshooting

Jobs Not Associating with Clients

Cause: Client doesn't exist in Jobber

Solution: Ensure contact/client sync is running. Create the client first.

Duplicate Jobs Created

Cause: Matching not finding existing job

Solution: Use deal ID for matching, store in custom field.

Stage Mapping Not Working

Cause: Value map doesn't include all stages

Solution: Add all possible stage values to the transform mapping.

Next Steps

• Address Mapping – Handle service addresses
• Error Handling – Handle sync failures
• Webhooks – Real-time job creation