Case studies / Phoenix Industrial Cleaning
ServiceTrade integration
Field jobs in ServiceTrade now move sales deals in HubSpot
The story
What changed
Phoenix Industrial Cleaning runs field work in ServiceTrade and sales in HubSpot. I built the integration between them, then rebuilt it after location matching moved the wrong deals.
Before
Deals didn't move with job progress, matching on a shared location ID swept unrelated deals into the wrong stage, won revenue dropped as jobs progressed, and Zapier use was heading to 4,000 to 5,000 tasks a month on a 2,000-task plan. The portal has no Operations Hub, so no custom code in workflows.
After
Deals follow the job, and Zapier is projected at 1,500 to 1,900 tasks a month, back under plan.
The numbers
Zapier tasks per month
On a Zapier plan with 2,000 tasks a month
Old setup where usage was heading4,000–5,000
New setup projected1,500–1,900
Show as a table
| Setup | Zapier tasks per month |
|---|---|
| Old setup, where usage was heading | 4,000 to 5,000 |
| New setup, projected | 1,500 to 1,900 |
| Plan limit | 2,000 |
Ranges from the project: on the old setup Zapier use was heading to 4,000 to 5,000 tasks a month; the new build is projected at 1,500 to 1,900.
The build
What I built
In the order the work was done.
ZapierDashboardsCustom objectsWorkflowsStack: HubSpot custom objects, workflows and dashboards, ServiceTrade API, Zapier.
01Jobs linked to deals on the ServiceTrade service request ID
02Guarded workflows that move deals forward to Job Scheduled and Job Completed, for cleaning jobs only
03Corrected won and lost stage rules, putting 57 deals back into won revenue
04Merged job Zaps with filters first, so routine job edits cost zero tasks
05Backfilled service request IDs onto 186 deals and 112 jobs from the ServiceTrade API, removed stale links and merged duplicates
06A live recurring revenue dashboard built from ServiceTrade data
07Advice on plan and seats, worked out with HubSpot's account team
Result
Deals follow the job, and Zapier is projected at 1,500 to 1,900 tasks a month, back under plan.
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