Managing disconnected systems leads to wasted time, errors, and miscommunication. This guide shows you how to set up a simple two-way sync between ServiceTrade and HubSpot using Zapier, and no coding is required. By integrating these tools, your sales, marketing, and service teams will have real-time access to customer and job data.
Ideal for RevOps managers, sales leaders, and service coordinators, this integration ensures smooth handoffs and reduces manual tasks, allowing your team to focus on delivering value to customers.
What is ServiceTrade?
ServiceTrade is software built for field service businesses. It helps manage everything that happens after the sale: scheduling jobs, dispatching technicians, sending quotes, job tracking, and billing.
Teams use ServiceTrade to plan and track work. Technicians use it in the field to log updates, upload photos, and mark jobs complete. Everyone works in the same system, so no one’s guessing what’s next.
ServiceTrade Key Terms to Know
Before diving into the setup, it helps to know how ServiceTrade labels its data. These terms will show up in your Zapier or HubSpot setup and might not match what you’re used to.
Job: A job is the core unit of work. It’s what gets scheduled, assigned, and completed. One closed deal in HubSpot might result in one or more jobs in ServiceTrade, depending on the service.
Job Status: Each job moves through a status: Scheduled, In Progress, Completed, or Closed. These are key triggers when syncing data. You’ll often use a status change, like “Completed,” to signal HubSpot that the job is done.
Technician Notes & Attachments: Technicians can add notes, photos, or files while on-site. These stay with the job. You might sync them into HubSpot so account managers or customer support can see what happened without reaching out.
Service History: Every job adds to the customer’s record. It’s visible in ServiceTrade, but key milestones, like “last completed job”, can be synced into HubSpot to drive workflows, renewals, or follow-ups.
Service Location: One customer can have multiple service locations. If you’re syncing data to HubSpot, make sure each location is tracked properly, especially if you’re using custom objects.
Service Lines: These are the types of services your team performs, like inspection, repair, or installation. Some teams map this directly from HubSpot based on what was sold.
Appointments: A job can have multiple appointments tied to it. One job, several time slots, different techs. Know the difference between syncing job status and appointment status, as they’re not the same.
Who Uses ServiceTrade?
ServiceTrade is built for commercial service contractors, such as HVAC, fire protection, electrical, and mechanical teams. It helps them coordinate field work, assign jobs, and keep customer records up to date.
If your sales team works in HubSpot and your service team uses ServiceTrade, syncing both keeps handoffs clean. It reduces manual follow-up and helps everyone stay aligned.
Key Features of ServiceTrade
Not everything in ServiceTrade needs to connect to HubSpot. But a few features matter if you’re setting up a sync through Zapier.
Job Scheduling and Dispatch: Office teams use this to assign jobs to the right tech at the right time. If a deal closes in HubSpot, that job can be created in ServiceTrade automatically.
Mobile Technician App: Techs in the field update job records directly from their phone. When those updates are sent to HubSpot, sales or support teams get visibility without needing to check in.
Quotes, Invoices, and Service Records: ServiceTrade holds everything tied to a job: approvals, paperwork, or service notes. Some teams pull this into HubSpot to help with renewals or support cases.
Customer Portal and Communication Tools: Customers can approve jobs or view history through a portal. You might not sync this data, but knowing a customer is active or engaged helps your support and marketing teams.
Integration and API Access: ServiceTrade works with Zapier and has an open API, which makes it easier to connect to HubSpot.
Where ServiceTrade Fits in the HubSpot Ecosystem
Think of HubSpot as handling everything up to the closed deal. ServiceTrade takes over from there. Syncing only contacts or companies won’t solve the real problem.
What matters is connecting the moment a deal closes in HubSpot to the moment a job gets scheduled in ServiceTrade. That’s the gap this setup helps you close.
Before we jump into how to set up the sync, it’s worth understanding why connecting these two tools matters in the first place.
Why Connect ServiceTrade and HubSpot?
You’ve got one tool for sales. Another for service. Now that you know what each platform does, here’s why it matters to connect them.
When ServiceTrade and HubSpot don’t talk to each other, it could lead to a missed update, a delayed job, or a confused customer. Small gaps add up fast.
How These Two Tools Work Together
HubSpot covers everything before the job. From lead capture to signed deal, it’s where your sales and marketing teams spend most of their time.
Then, ServiceTrade takes over. This is where jobs are scheduled, technicians are dispatched, and field work is tracked.
The shift between platforms might be clear to your team, but it’s invisible to the customer. They expect one continuous experience from first contact to final service. That’s why connecting the two matters. Together, ServiceTrade and HubSpot give you a complete view of the customer journey, without manual updates or duplicated effort.
Benefits of Syncing ServiceTrade and HubSpot
Syncing the right things saves time and avoids confusion. Here’s where you get the biggest return:
Avoid duplicate data entry: Without a sync, someone has to manually retype job details into ServiceTrade. That’s slow and prone to errors. A sync turns closed deals into jobs automatically.
Marketing can track job outcomes: Marketing usually loses visibility after a deal is closed. When job updates flow into HubSpot, they can finally see which campaigns lead to real work, not just won deals.
Everyone stays aligned: Sales sees when the job is scheduled. Service knows who closed the deal. Marketing knows which campaign brought the lead. No one’s left guessing.
No lost details in the handoff: When systems aren’t connected, small but important info, like site notes or job preferences, gets lost. A sync keeps everything together, so the tech shows up prepared.
Clearer communication with customers: If a customer calls the sales rep about their job, the answer is already in HubSpot. No need to ask for service or chase down someone in the field.
Shared visibility across the team: Everyone, from Sales Development Representatives to techs, can see the current status of the job. That saves time and avoids miscommunication.
Why Use Both Tools Together?
You don’t have to choose one or the other. They serve different purposes, but work better when connected.
End-to-end tracking in one place: Marketing sees what drove the work. Sales sees if the job is complete. Support sees what happened on-site. All in HubSpot.
Less admin work: No more bouncing between tools or filling out spreadsheets. The sync handles repetitive tasks like job creation and updates.
The customer sees a coordinated team: To the customer, it’s one experience. No lag, no confusion, no “let me check and get back to you.” Just answers.
Why It’s Hard to Keep ServiceTrade and HubSpot in Sync Without Integration
HubSpot handles marketing, sales, and CRM. ServiceTrade manages job scheduling and field work. When they’re not connected, teams waste time tracking down updates instead of getting work done.
Sales hands off a deal, but service starts without context: Once a deal is marked “closed-won,” the sales rep moves on. But if the job isn’t automatically created, or if details don’t carry over, your service team is left guessing. That often means missed notes, extra back-and-forth, or techs showing up unprepared.
Service finishes the job, but no one updates HubSpot: If a technician closes out a job in ServiceTrade, that update stays there. HubSpot still shows it as open. So customer success or sales might follow up late, or not at all, because they’re working off outdated info.
Your data ends up in two separate places: Sales notes live in HubSpot. Job notes live in ServiceTrade. This split makes it harder to run clean reports or understand what’s working. Marketing can’t see which campaigns led to finished jobs, and leadership can’t see the full path from lead to service.
Follow-up campaigns miss the mark: If marketing doesn’t know a job is complete, emails go out at the wrong time, or not at all. You might send a review request before the work’s done, or miss a chance to ask for feedback entirely.
The Solution: Use Zapier to Connect ServiceTrade and HubSpot
You don’t need a developer to make these tools talk. Zapier acts as the go-between, moving data from one system to the other automatically.
Zapier is a no-code tool. It watches for something to happen in one app (the trigger) and responds by doing something in another (the action). In this case, those are HubSpot and ServiceTrade.
Why Zapier Works Well for This Setup
No coding needed: You can set it up yourself. No IT ticket or dev time required.
Easy to update: If a field changes, you can adjust the setup without starting over.
Quick to test: You can preview what’s moving between systems and troubleshoot easily if something goes wrong.
What You Can Do With Zapier
Create jobs in ServiceTrade from HubSpot: When a deal is marked “closed-won,” Zapier creates a job in ServiceTrade. You can include contact details, location, job notes, or service descriptions.
Update HubSpot when a job is done: Once a job is completed in ServiceTrade, Zapier updates the job status in HubSpot. This can trigger a follow-up task, notification, or email.
Add service notes to HubSpot records: Zapier can log job summaries or tech notes right into the HubSpot timeline. Everyone sees the full story (sales, service, and customer history) in one place.
Trigger follow-ups based on job status: When a job wraps up, Zapier can kick off things like review requests, Net Promoter Score surveys, or follow-up workflows. No one has to remember to do it manually.
Now that you know what Zapier can do and why it works, let’s walk through how to actually set up the integration step by step.
Step-by-Step: How to Connect ServiceTrade and HubSpot Using Zapier
If you’re using HubSpot for sales and ServiceTrade for jobs, you need both tools to talk to each other. Zapier makes that possible, no coding required.
What You’ll Need Before You Start
To build the connection, you need access to the right tools. Make sure you have:
HubSpot account: Make sure you can access workflows or custom properties, depending on what you want to trigger.
ServiceTrade account with API access: Zapier connects through ServiceTrade’s API. If you’re unsure about access, ask your admin.
Zapier account: The free plan is usually enough unless you’re handling complex workflows or large volumes.
Set Up: HubSpot → ServiceTrade
Start with a trigger in HubSpot: Use a deal stage like “Closed Won.” This tells Zapier when to create a new job in ServiceTrade.
Set the action to create a job in ServiceTrade: Map the essentials: customer name, job description, service location, and internal notes.
Test with real data: Use a recently closed deal, not a dummy record. It helps catch mapping issues early.
Set Up: ServiceTrade → HubSpot
Create a second Zap for updates: Now you’re going the other way. This one sends updates back to HubSpot. When a job is marked complete in ServiceTrade, update the matching HubSpot record.
Keep field mapping simple: Stick with plain text: job status, service outcome, or technician notes. HubSpot handles this cleanly without extra formatting.
Add fallback values and error handling: If a value is missing, Zapier can fill it in or follow a different path. It keeps the sync from failing silently.
Final Touches That Make a Difference
Use clear Zap names: Label them like “[HubSpot → ST] New Job” so they’re easy to find later.
Organize by team: Create folders in Zapier: Sales, Service, Marketing, etc. This helps avoid overlap.
Set up error alerts: Use Slack or email alerts to catch failures. Zapier won’t always tell you unless you ask.
Most sync issues aren’t about Zapier, they’re about mismatched data. If HubSpot says “Closed Won” and ServiceTrade says “Job Ready,” Zapier doesn’t know they mean the same thing. That’s why naming conventions, fallback values, and clean mapping matter.
And don’t leave out the marketing team. When job status updates hit HubSpot, they can trigger follow-ups, like surveys, reminders, or review requests. Without that update, they’re guessing.
Use Case #1: Send Closed Deals From HubSpot into ServiceTrade
When a deal hits “Closed Won” in HubSpot, your team should move forward quickly. But without an automated handoff to ServiceTrade, someone has to manually create the job. This Zap automates that process.
Zap Setup: HubSpot → ServiceTrade
Trigger: Deal Stage Moves to “Closed Won”
This is your starting point. When a deal reaches “Closed Won” in HubSpot, Zapier kicks off the automation.
Action: Create a New Job in ServiceTrade
Zapier pulls in the relevant details, like the customer’s name, contact info, and job specifics, and creates a job in ServiceTrade automatically.
Suggested fields to map:
Customer Name and Contact: Use the HubSpot contact and company associated with it.
Job Description and Type: Differentiate between install, maintenance, or one-off jobs.
Internal Notes or Special Requests: Pass along any commitments, like after-hours scheduling.
Helpful Tips
Use a Custom Property for Control: Not every “Closed Won” deal needs to create a job immediately. A custom property lets you control which deals trigger the Zap.
Add a Delay for Finalization: Sometimes deals close fast, but reps still need time to finalize details. A short delay (e.g., 10 minutes) can help.
Label Zaps Clearly: Name your Zap something like “Closed Won → Job” so it’s easy to locate later.
Test with Real Deals: Use a real deal to test the integration, ensuring everything works correctly and you don’t miss any fields.
Use Case #2: Send Job Status Updates From ServiceTrade Back to HubSpot
After a job is completed in ServiceTrade, the status should be reflected in HubSpot. This update keeps all teams aligned without extra work. Here’s how to automate it:
Zap Setup: ServiceTrade → HubSpot
Trigger: Job Is Marked “Completed” or “Closed” in ServiceTrade
When a job is marked as complete in ServiceTrade, Zapier picks it up. This sends the relevant info back to HubSpot while it’s still fresh.
Action: Update a Deal or Contact in HubSpot
Zapier pushes job status updates back into HubSpot. You can choose to update the deal, contact, or custom object.
Here’s what you can update:
Lifecycle stage: Move the deal to stages like “Fulfilled” or “Completed.” This helps sales and customer success track progress.
Service notes or job summary: Add a text field to the deal timeline to inform teams of job details, delays, or follow-up requests.
Trigger automations: Use the update to start post-service actions like review requests, check-ins, or follow-ups.
Helpful Tips
Push updates to the timeline: Instead of overwriting, add timestamped notes. This helps reps understand the full context.
Allow manual options: Some accounts may need a different approach. Use HubSpot tags to let reps skip or delay actions if needed.
Beyond the Basics: Enhance Your ServiceTrade and HubSpot Integration
You can go beyond basic job creation and status updates when syncing ServiceTrade with HubSpot. Simple add-ons can save time, reduce manual effort, and keep your teams aligned, without the need to check multiple tools.
What You Can Sync
Sync Technician Notes or Service Attachments: Field techs can add job notes, photos, or PDFs in ServiceTrade. These can be pulled into the HubSpot timeline as internal notes, giving your sales or customer success teams quick access to job details.
Update HubSpot Contact Records With Service Data: Feed job info into contact or company records. Track details like “Total Jobs Completed” or “Last Job Date,” helping sales and marketing target customers based on service activity.
Show Job Outcomes on the HubSpot Timeline: Log specific outcomes, like part replacements or failed inspections, directly on the timeline. This ensures that customer-facing teams have up-to-date details without switching apps.
Create Custom Dashboards for Sales + Service Visibility: Use HubSpot’s properties, lists, or reports to create dashboards showing job activity, such as completed jobs by customer or jobs linked to new deals.
Build Lifecycle Triggers Based on Service Milestones: Trigger workflows when service milestones occur. For example, move customers to “At-Risk” after 90 days of inactivity or start a feedback sequence when a job is closed.
Avoid These Common HubSpot and ServiceTrade Integration Mistakes
Integrating HubSpot and ServiceTrade through Zapier can be straightforward, but there are common mistakes that can cause issues. Here’s how to avoid them:
Mistake #1: Field Mismatches
If data isn’t mapped correctly, you may end up with missing or incorrect information. Always test with real data to ensure all fields sync properly.
What to Do Instead: Double-check the field mapping and test the integration with actual data. Make sure custom fields are available in both platforms before mapping.
Mistake #2: Update Loops
Multiple Zaps triggering each other can create endless loops, causing confusion and system overload.
What to Do Instead: Limit the number of triggers and use one-way syncs when possible. Suppose you need bi-directional sync, set filters to avoid unnecessary updates.
Mistake #3: Permissions Issues
An incorrect API key or app connection settings can cause Zaps to fail or reject data.
What to Do Instead: Verify that your API keys and app permissions are correctly configured. Ensure each user has the appropriate access for smooth syncing.
Mistake #4: Lack of Documentation
Without clear documentation, your team may forget which Zaps are active or how to manage them, leading to confusion.
What to Do Instead: Create a shared standard operating procedure (SOP) outlining each Zap’s function, trigger, and action. This helps the team stay organized and makes troubleshooting easier.
Mistake #5: Ignoring Error Handling
Errors can stop your integration without you noticing until there’s a data gap.
What to Do Instead: Set up fallback values or error notifications in your Zaps. This ensures you’re notified of issues and can address them early.
Strengthen Team Collaboration with ServiceTrade and HubSpot
Integrating ServiceTrade and HubSpot with Zapier improves collaboration between your sales and service teams. By automating key processes, both teams can work with the same real-time data, which reduces manual tasks and boosts efficiency.
Once the integration is set up, you’ll eliminate the need for manual data entry. When a deal is closed in HubSpot, it automatically triggers a job in ServiceTrade, streamlining handoffs and minimizing the need for constant updates. With shared data, teams can respond faster, leading to better service and a smoother customer experience.
The setup process is simple with Zapier, and no developers are required. Once the integration is live, you’ll notice fewer errors and faster updates. Start automating today to improve team alignment and operational efficiency.
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Frequently Asked Questions (FAQs)
What data can I sync between ServiceTrade and HubSpot?
You can sync key data such as contact information, deal status, job details, service notes, and job status updates between ServiceTrade and HubSpot. This ensures both sales and service teams have the most current information.
What is the difference between Zapier and Operations Hub for HubSpot integration?
Zapier is a third-party tool that lets you create automated workflows between apps without coding, making it ideal for simple setups. Operations Hub, a native HubSpot feature, offers more control and customization but requires technical knowledge for complex workflows.
Do I need a developer to integrate ServiceTrade with HubSpot?
No, using Zapier, you can integrate ServiceTrade with HubSpot without a developer. However, if you need custom actions or more complex integrations, Operations Hub may require some coding.
Can I use other tools to integrate HubSpot and ServiceTrade?
Yes, you can use HubSpot’s Operations Hub for advanced integrations. Other third-party platforms with API access may also be suitable for more custom workflows.
Is the HubSpot and ServiceTrade integration free?
The integration typically requires paid accounts for both HubSpot and ServiceTrade. While Zapier offers a free plan for basic integrations, more advanced workflows may require a paid plan.
