Joby Docs

    Integrations

    Connect Joby to the tools you already use — accounting, payments, email, calendars, lead sources, jobsite photos and spreadsheets.

    Settings & Administration17 min readOwners, admins & managers

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    What it is

    Integrations is the one page where you link Joby to the other tools your business already uses. Each tool has its own tile. You click the tile, sign in to that tool, choose a few options, and Joby keeps the two sides in step from then on.

    You get there from Settings›Connections & AI›Integrations. The page opens with a search box, a row of category buttons, and a tile for every integration Joby offers.

    1. Search box

    Top right of the page. Type a name — “Xero”, “photos”, “calendar” — and the tiles filter as you type.

    2. Category buttons

    All, Accounting, Payments, Communication, Scheduling, Sales & marketing, Field operations, Automation & data.

    3. All / Connected switch

    Far right. Connected shows a running count and hides everything you haven’t set up yet.

    4. The tiles

    Each tile shows the tool’s name, its current state, and a button reading Connect, Manage, Retry or Soon.

    What the wording on a tile means

    • Available — nothing set up yet. The button says Connect.
    • Checking — Joby is still looking up whether you’re connected. Wait a second.
    • Connecting — a sign-in window is open. Finish it or close it and start again.
    • Connected — green tick. The button says Manage and opens that tool’s own settings page.
    • Needs attention — the link broke or the last attempt failed. The button says Retry and the reason appears in red on the tile.
    • Coming soon — announced but not switchable on yet. These sit in their own Coming soon group at the bottom.

    When to use it

    • Your bookkeeper wants customers, invoices and payments to land in QuickBooks Online, Xero, FreshBooks or Wave without re-typing them.
    • You buy leads on Thumbtack and you’re tired of copying names and phone numbers by hand.
    • You want jobs on a shared Google Calendar so the crew can see the week.
    • You want a Google review request texted or emailed automatically the moment a job is finished.
    • You want jobsite photos your technicians shoot in the field to show up on the job.
    • You want a spreadsheet row, or a step in another app, every time a job hits a certain status.
    • You want email to go out from your own mailbox instead of Joby’s built-in sender.

    If you only want to move a one-off list of contacts in or out, you don’t need an integration — use Settings›Developer Reference›Import Leads or Import Clients instead. See the Import Leads guide.

    Before you start

    • The Integrations permission. Your team role must have Integrations switched on. An owner or admin sets this in Settings›People›Team Roles. Without it the Integrations page is blocked, and so is every tool’s settings page.
    • A sign-in for the other tool. You need an account with permission to approve the connection — a bookkeeping login that can authorise apps, a Thumbtack account that owns the business profiles, and so on.
    • Your lead statuses set up first. Thumbtack, Google Calendar, Calendly, Google Reviews, Google Sheets and HighLevel all ask you to pick statuses. Set them up in Settings›Pipeline›Lead Statuses before you connect, so the lists aren’t empty. See Lead Statuses.
    • Pop-ups allowed for Joby. Several tools open a sign-in window. If your browser blocks it, nothing happens when you click Connect.
    • The right company selected. If you run more than one company in Joby, switch to the one you want connected first. Connections are stored per company.

    Two of them work a little differently

    Most tools just ask you to sign in. Calendly and CompanyCam ask you to paste an access token you create in their own settings, and Zapier gives you a key that you paste into Zapier. The steps for each are below.

    Step-by-step

    This is the path for every integration. The details for each tool follow further down.

    1. Go to Settings›Connections & AI›Integrations.
    2. Find the tool. Type its name in the Search integrations box, or click a category button such as Accounting or Scheduling.
    3. Click the tile. If it reads Connect, Joby opens the sign-in for that tool. If it already reads Manage, it opens that tool’s settings page inside Joby.
    4. Sign in to the other tool and approve access. (For Calendly and CompanyCam, paste the access token instead and click Connect.)
    5. Finish the setup on the tool’s own page — choose the account, the statuses, the calendar, the sheet, whatever it asks for.
    6. Click the save button on that page. The wording differs by tool: Save integration (Thumbtack, HighLevel), Save changes (Google Calendar, Calendly), Save settings (QuickBooks Online, FreshBooks, Wave), Save Xero settings (Xero), Save automation (Google Sheets), Save (Google Reviews).

    Every tool’s settings page has a back arrow at the top that returns you to the Integrations page.

    How to check it worked

    1. Go back to Settings›Connections & AI›Integrations.
    2. Find the tile. It should show a green tick and the word Connected, and the button should now read Manage. Many tiles also show the account or company name they’re linked to.
    3. Click Connected in the switch at the top right. Your newly connected tool should be in that list, and the number beside the word should have gone up by one.
    4. Then run the built-in test for that tool, where one exists:
    • Thumbtack — Test connection, then Send test lead. A test lead should appear in Leads within a few seconds.
    • Google Sheets — Send test row, then open the worksheet and look for the new row.
    • Google Reviews — Test link opens your review page in a new tab.
    • QuickBooks Online, Xero, FreshBooks, Wave — the page shows counts of synced, pending and failed records, plus a list of anything that didn’t go through.
    • HighLevel — Sync now, then check the “last synced” line under it.
    • Google Calendar — put a job into one of the statuses you selected, give it a date and time, and check the calendar.

    Common mistakes

    The tile is stuck on “Connecting”

    The sign-in window was closed before you finished, or your browser blocked it. Allow pop-ups for Joby, reload the Integrations page, and click the tile again.

    The tile says “Needs attention” with a Retry button

    The other tool revoked access, a password changed, or the last attempt failed. The reason is printed in red on the tile. Click Retry and sign in again.

    The save button stays greyed out

    Something required is still empty. On Thumbtack you must tick at least one business and pick a default status. On HighLevel you must choose at least one thing to import and fill in the defaults. On Google Sheets you must choose a spreadsheet, a worksheet and at least one status.

    Google Sheets says it can’t find any columns

    The message is “No columns found. Add header names to row 1, then refresh the worksheet.” Joby reads your column names from the very first row of the worksheet. Add headers, then click the refresh arrow beside Worksheet.

    Jobs aren’t showing on Google Calendar

    Only jobs that are in one of the statuses you ticked and have a date and time get an event. Move a job out of a selected status and Joby removes its event again.

    You connected the wrong company

    If you run linked companies, each one keeps its own connections. Switch to the right company first, then connect. A tool connected on the parent company does not appear as connected on a child company.

    You lost your Zapier key

    The key is shown once, right after you create it. If you didn’t copy it, open Settings›Connections & AI›Integrations›Zapier and click Generate new key — but note the old key stops working immediately, so you’ll need to paste the new one into Zapier.

    You can’t find Square

    The Square tile only appears for accounts that have Square card payments switched on. If you want it, contact support@joby.io.

    More detail (11)

    Everything you can connect

    These are the categories exactly as they appear across the top of the Integrations page.

    Accounting

    QuickBooks Online, Xero, FreshBooks, Wave.

    Payments

    Square, for accounts that have it switched on.

    Communication

    Gmail and Microsoft Outlook. Both tiles open Email Accounts.

    Scheduling

    Google Calendar, Calendly.

    Sales & marketing

    Facebook Lead Ads, Thumbtack, HighLevel and Google Reviews.

    Automation & data

    Zapier, Google Sheets.

    Field operations holds one tile: CompanyCam, for jobsite photos.

    Thumbtack

    New Thumbtack requests turn into a client and a job in Joby on their own. Joby matches the customer against your existing clients by phone number and email first, so a repeat customer doesn’t get a duplicate record. The new job then runs through your normal automations like any other job.

    Set it up

    1. Go to Settings›Connections & AI›Integrations›Thumbtack.
    2. Click Connect Thumbtack. Joby sends you to Thumbtack to sign in and approve access, then brings you back.
    3. Under Thumbtack businesses, tick every business profile whose requests should come into Joby.
    4. Set Default lead status — the status new Thumbtack jobs start in.
    5. Set Default owner — the team member they’re assigned to, or leave it on Unassigned.
    6. Click Save integration.

    The Pipeline box shows “Default Joby pipeline” and can’t be changed today.

    What comes across

    • Customer first and last name and phone number.
    • Job address, including the unit, city, state and zip.
    • The Thumbtack service category, which becomes the service type on the job.
    • The customer’s message plus every question and answer from the request, written into the job notes.
    • The Thumbtack lead price, also noted on the job.
    • Proposed times, booking details, attachments and the request’s current state, kept on the job for reference.

    The source and ad source on every one of these jobs is set to Thumbtack, so they show up cleanly in your reports. Information flows one way only: Thumbtack to Joby, when a new request arrives. Joby does not manage your Thumbtack advertising, targeting, budget or profile.

    Your business phone numbers

    Joby registers your active US phone numbers with each Thumbtack business you ticked, so Thumbtack can attribute calls correctly. Numbers whose name contains “masking” are left out. You can see the list under Business phone numbers on the Thumbtack page — it’s for information only, there’s nothing to choose.

    Check it, reconnect it, remove it

    • Test connection checks that Joby can still reach every business you selected. You’ll get either “Connection verified” or a plain-English reason it can’t.
    • Send test lead asks Thumbtack to push a practice request through. It should appear in Leads within a few seconds.
    • If access expires, a red Reconnect Thumbtack banner appears at the top of the page with a Reconnect button. Reconnect, then run Test connection again.
    • Disconnect asks you to confirm, then stops new requests and removes only the connections and phone registrations Joby created. Clients and jobs already in Joby stay exactly where they are.

    Accounting: QuickBooks Online, Xero, FreshBooks and Wave

    All four work the same way: you sign in once, tell Joby which accounts to book things into, and choose what should flow across automatically.

    Set one up

    1. Go to Settings›Connections & AI›Integrations and click the accounting tile you want.
    2. Sign in to that service and approve access. Joby then opens its settings page for you.
    3. Choose the company or organisation, and the accounts sales and payments should be booked into.
    4. Under Automatic sync, turn on what you want: Customers, Invoices, Payments.
    5. Choose when invoices should be sent — When finalized (as soon as it goes out) or When paid.
    6. Click the save button on the page.

    Bringing across what you already have

    • Sync existing records now (QuickBooks Online) or Sync existing Joby data (Xero, FreshBooks, Wave) does a one-time catch-up push of customers, invoices and payments you already have in Joby.
    • Import from pulls the other way — customers first, then invoices. Customers must be imported before invoices, or invoices with no matching customer are skipped. Anything already linked is skipped rather than duplicated. Large lists take a while, so leave the page open.

    When something doesn’t go across

    The page keeps a running count of synced, pending and failed records, broken down by type. Anything that failed is listed with a plain-English explanation, and Retry all tries them again.

    Disconnect stops syncing. Records already sent to your accounting software stay there.

    Payments: Joby Pay and Square

    Card payments on estimates and invoices run through Joby Pay by default. You set Joby Pay up from the Payments page in the sidebar, not from the Integrations page — open Payments, click Activate Joby Pay and then Get started. See the Payments guide.

    If you’d rather take card payments through your own Square account, connect it from Settings›Connections & AI›Integrations›Square. Once it’s connected, the Square page has a Taking payments section where you choose between Joby Pay (marked Default) and Square. You can switch back and forth whenever you like. Card details never pass through Joby either way — customers pay on a secure checkout page.

    Disconnecting Square unlinks the account, and payments fall back to Joby Pay automatically.

    Email: Gmail and Microsoft Outlook

    Joby can send email on its own with no setup at all. Connect a mailbox when you want messages to go out from your own address instead.

    The Gmail and Microsoft Outlook tiles on the Integrations page both take you to Settings›Channels›Email Accounts. On that page:

    1. In the Connect Providers card, click Gmail, Microsoft 365 or SMTP.
    2. Gmail and Microsoft 365 open a sign-in window. SMTP opens a form where you enter your mail server details — the Add SMTP button at the top of the page does the same thing.
    3. Choose whether the mailbox is a Shared sender the whole team can send from, or Private to one person.
    4. Use Customer Email Sender lower down the page to pick which address estimates, invoices, receipts and service plan emails go out from.

    Microsoft mailboxes also sync replies back into Joby, and each account row has a Sync inbox button and shows when it last ran. See the Email Inbox guide for day-to-day use.

    Scheduling: Google Calendar and Calendly

    Google Calendar

    Jobs go one way, Joby to Google. Nothing you do in Google comes back into Joby.

    1. Go to Settings›Connections & AI›Integrations›Google Calendar.
    2. Click Connect Google Calendar and sign in.
    3. Pick the calendar under Calendar.
    4. Under Sync jobs in these statuses, click the statuses that should create calendar events.
    5. Click Save changes.

    A job needs both a selected status and a date and time to appear. Move it out of a selected status and the event is removed again. Disconnecting stops new events; events already on the calendar stay.

    Calendly

    Calendly is the one scheduling tool that doesn’t use a sign-in window — you paste a token instead.

    1. In Calendly, go to Integrations & apps›API and webhooks›Personal access tokens and create a token. Copy it. This is not your Calendly password.
    2. Go to Settings›Connections & AI›Integrations›Calendly.
    3. Paste the token into the box and click Connect.
    4. Choose your Demo event type.
    5. Set When booked and When canceled to the lead statuses those events should move a job into.
    6. Click Save changes.

    The bottom of the page spells out in one sentence what will now happen, using the two statuses you chose.

    Leads and reviews: HighLevel and Google Reviews

    HighLevel

    1. Go to Settings›Connections & AI›Integrations›HighLevel.
    2. Click Connect HighLevel and sign in. If you have several locations, choose the one you want under Connected account or location.
    3. Under What to import, switch on any of Contacts, Form submissions and Opportunities.
    4. If you turned on form submissions, choose All forms or Selected forms, and decide whether a submission should create a client only, or a client and a job.
    5. Fill in the Lead defaults — default service type, default status and default owner. These are used for anything that creates a job.
    6. Click Save integration.

    Sync now pulls immediately rather than waiting, and the line beside it tells you when it last ran. Contacts that match an existing Joby client are linked to it rather than duplicated.

    Google Reviews

    Sends a review request with a tracked link, and tells you who clicked. Only the account owner and admins can change the settings.

    1. Go to Settings›Connections & AI›Integrations›Google Reviews.
    2. Under Your Google listing, search for your business and select it. Afterwards, Test link opens your review page and Change lets you pick a different one.
    3. Turn on Send review requests.
    4. Choose the Channel — SMS or Email.
    5. Click the Trigger statuses that should start a request — usually your “job complete” status.
    6. Edit the Message template. The insertable tokens listed underneath drop in things like the customer’s name.
    7. Set a Delay (minutes) if you don’t want it to go out the instant the status changes.
    8. Optionally switch on Send a 2nd request if not opened and set After how many days.
    9. Click Save.

    Send now at the bottom lets you pick a specific job and send a request by hand, which is the quickest way to see the whole thing working.

    Jobsite photos: CompanyCam

    Photos your technicians take in the field appear on the job in Joby, under the job’s Documents tab.

    1. In CompanyCam, open the profile menu, go to Access Tokens, click New Token and copy it. This needs a CompanyCam Pro plan.
    2. Go to Settings›Connections & AI›Integrations›CompanyCam.
    3. Paste the token into the box and click Connect.
    4. Choose when Joby should create the CompanyCam project under Auto-create projects: Manual — click Link on each lead, When a lead is scheduled, When a lead goes In Progress, or On every new lead. The choice saves itself.

    Once the project exists, CompanyCam matches on-site photos to it automatically — nobody has to link anything by hand. Disconnecting stops photos appearing on the Documents tab.

    Automation and data: Zapier and Google Sheets

    Zapier

    Zapier connects Joby to thousands of other apps. It uses a key rather than a sign-in.

    1. Go to Settings›Connections & AI›Integrations›Zapier.
    2. Click Connect Zapier.
    3. Copy the key straight away. It is shown once and never again — the page warns you in amber.
    4. Follow the Finish in Zapier steps on the page: click Open Zapier, start a Zap, search for Joby, and paste your key when Zapier asks you to connect.
    5. Pick a trigger such as New Lead, then pick what should happen next.

    Generate new key replaces the key — the old one stops working straight away, so you must paste the new one into Zapier. Disconnect cancels the key and stops any Zap using it.

    Google Sheets

    Adds a row to a worksheet whenever a job moves into a status you choose.

    1. Go to Settings›Connections & AI›Integrations›Google Sheets.
    2. Step 1, Google account — click Connect Google and sign in. One sign-in covers both Drive and Sheets.
    3. Step 2, Destination sheet — choose the Drive, the Spreadsheet and the Worksheet. Each has a refresh arrow beside it if you’ve just created something new.
    4. Step 3, Lead trigger — click the statuses that should add a row.
    5. Step 4, Field mapping — for each column in your sheet, pick the Joby field that fills it, or Do not sync. Joby matches obvious ones for you. Both standard and custom fields are in the list.
    6. Click Save automation, then Send test row to prove it.

    Your column names come from row 1 of the worksheet. If row 1 is empty, no columns appear to map. Change account swaps to a different Google account, and Disconnect stops the rows.

    What’s already built in

    Some things people expect to “connect” need no setup at all, so they aren’t on the Integrations page:

    • Calling and texting. The phone system is part of Joby. You buy and route numbers in Settings›Channels›Phone Numbers, and call and message usage appears on your Joby bill. Already have business numbers elsewhere? Contact support@joby.io and we’ll plan the move with you so there’s no gap in service. See Phone Numbers.
    • Sending email. Joby sends email out of the box. Connecting Gmail or Outlook is optional, and only changes which address it comes from.
    • Maps and AI features. Both are included and need nothing configured.
    • Moving lists in and out. Use Settings›Admin›Developer Reference and its Import Leads and Import Clients tabs.

    Who can connect and disconnect

    • Access is controlled by the Integrations permission on a team role, set in Settings›People›Team Roles. Anyone without it can’t open the Integrations page or any tool’s settings page.
    • Google Reviews goes further: only the account owner and admins can change its settings. Everyone else with the permission can look but not edit.
    • Sign-in details and keys are stored securely and are never shown back to you. The only exception is your Zapier key, which is shown once, on purpose, so you can paste it into Zapier.
    • Disconnecting never deletes your Joby data. Clients, jobs, invoices and photos already in Joby stay put.

    Stuck on any of this? Email support@joby.io and include the name of the tile and what it says on it.

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