Forum Discussion
Best Jobber Automations
I just wanted to get a post going for these. They can be super powerful in your business and I feel like they don't get talked about enough sometimes.
What are your best Jobber automations you have set up??
I really enjoy dashboards myself that give more custom information about my business. I like to use Airtable / Asana / Zapier.
Cheers !
112 Replies
We have several going:
- Welcome onboarding client guide gets auto sent to every new client we add in jobber
- Auto email handoff gets sent when a client approves a quote and this email puts my production manager and the client in the same email together with each others contact info
- Approved quote auto transfers job info into Asana to our production board
- Quote follow up automation tagging the estimator to follow up in Asana
We have others as well but they aren't jobber related.
Bro this sounds exhausting. This is the type of stuff I wish jobber would spend time on. There are some run of the mill triggers they could build that seem pretty straight forward but I don't want to make assumptions when it comes to coding.
My business does not require such a collection of advanced automations but the marketing for jobber is getting close to what I need. I think i spend hundreds of dollars /month just to find, organize and build "sequences" to send marketing emails to the industries I'm aiming to break into.There are already a bunch of "run of the mill triggers" that are happening in Jobber. Most automations that can be implemented after that, would be "specific" to each type of business. AI will be changing things rapidly within the next year for two , so it will be super interesting to which direction some of these software companies pivot too.
Hold on to your seat!
im super curious about the onboarding client guide that gets sent out- how do you automatically send something like that when a client is added to jobber? and what kind of information are you putting in there? This is a good idea :)
I use Zapier so the trigger is (New client added) then Zapier will shoot out the email in Gmail or Airtable or whatever platform you like.
Here is the email with the link to the guide. (I'll be updating this guide soon)
"Hi Melissa,
Just letting you know we've added you into our system and wanted to say thanks for giving Vancity Electric a shot at being your electrical contractor of choice!
This is a welcome email to say hello and introduce you to our informed client guide. It will give you a little more insight into the journey ahead and how we do things.
You can find the guide here: https://www.vancityelectric.ca/informed-client-guide
If you have any questions at all, please reach out to me anytime you like.
Cheers.
Cory Byron (Owner)
Vancity Electric
cory@vancityelectric.ca"
Is this onboarding email in addition to the one that Jobber sends?
Jobber doesn't send an email at this stage.
I have found Zapier to be really helpful as well. Here's a few examples that specifically involve Jobber and Zapier:
- Zap lead forms from Meta into Jobber as clients.
- Our Lead tech receives a text message prompt to fill out his post project google form once his job is completed. The text includes the pre-tax job total for his tracking purposes and a direct link to our form.
It gets expensive quickly. I am trying to figure out how to minimize the number of calls and triggers that cause Zapier to charge my card with every change in Jobber.
I definitely need this integration to keep my CRM up to date and to stay in contact with my clients. However, the margins in my industry do not allow for such luxuries.
To avoid these charges, I have to export my Jobber data to the CRM once a month. This ensures 100% accuracy and allows my marketing and updates to remain relevant to my clients.
Any advice on how to optimize this process would be greatly appreciated!
We use Jobber as our CRM, definitely makes it more streamlined and less steps.
Have you tried adding job forms to your jobs in jobber and removing the google forms? its super easy!
We use checklists and forms in Company Cam which is far more robust
Does the Zap from Meta have to be a Lead or anyone that sends a message to your business page?
I currently have it set up only for leads. The person would fill out a brief form from my Meta ad (first and last name, email, phone number) and the info gets zapped into Jobber as a client. I don't think a message would work as it wouldn't have any contact info on the clients profile.
Technically I actually zap the lead into a google sheet which then is zapped into jobber as a lead. I like doing it this way as it helps to automate inputting clients into my "Lead Tracker". You can also run a bunch of other automations from the google sheet like a welcome email, text message, etc.
Thanks for getting this conversation going WiringByron and sharing yours to start 🔥 Excited to hear everyones top setups they're leveraging.
We use a ton via Zapier.
1) When a job closes, filter the action by job title, then send an appropriate follow up email asking them to schedule another visit. Massive time saver.
2) When a property is added that's not in our default sales tax area, send an email to the admin team asking them to manually adjust the sales tax setting. This saves time on sync errors when an invoice is generated.
3) This isn't technically an automation, but using job templates with the "Create similar job" function keeps our job titles tidy and allows for much better reporting
This is a fun topic!Wesley I knowwwwwwwww you have more than that haha. Thanks for chiming in.
How do you guys minimize Zap costs with jobber changes and customize jobber actions in Zap. I noticed there aren't many. Any recommendations?
We started out with multiple Zap accounts to try and keep costs down. Their pricing tiers were really wonky and it was much cheaper to have two accounts with low level subscriptions than one at the highest level for like $2K. We have since consolidated to one Zap account at the highest paid level. Considering we save tens of thousands in office labor through the zaps we think it's worth the cost.
As for the triggers, I am BEGGING for a "visit completed" trigger. Apparently it exists in the web hook code and you can custom code it but it's not an off the shelf option. For businesses with a ton of recurring jobs it's silly that we can't trigger things off completed visits.
Hey wesleyparker? I feel like I'm always recreating the wheel on this one.
*how are you saving out / storing the job templates?
Really interested to learn more about how/why you would need Jobber, Airtable, and Asana hooked in by Zapier.
I’ve been exploring my Zapier options and find myself stuck.I use Airtable for a bunch of stuff. You can push your data over to it through Zapier and then make a key metric dashboard for your self to analyze your data. Something like this
https://airtable.com/appERYRH5vL4nq8E1/shr1GY9zeF4eN1XfC
or this
https://airtable.com/appHogNIowQL33KBE/shrXBMQaHD4ZsjtS0
Airtable can also send automated emails so when a client approves an estimate in Jobber it put's myself the client and production manager in an email together for handoff to production.
Airtable is pretty fun and addicting once you figure it out.
We use Asana for our production board with all the steps for a job from start to finish so we don't forget things. We have different steps like "needs scheduled" "order materials" "pull permit" "final invoice" And when a quote is approved in Jobber it automatically shoots the job info over to Asana and starts a task with due date for my project manager.
Very nice and thanks for sharing! Definitely give me some ideas.
Zapier acts as a "department of weights and measures," allowing various software applications to standardize the data they are working with. For example, "Client First Name," "First Name," and "Client Name" might be labeled differently in each app, and Zapier serves as the intermediary that standardizes these definitions. Is that what you were asking?
In my opinion, having to rely on tools like Airtable is quite frustrating, especially since Jobber is written in GraphQL and is accessible via API. This accessibility would allow data to be integrated into any custom-designed dashboard. Unfortunately, I lack the required coding knowledge to make that happen.
However, it’s only a matter of time before more streamlined solutions become available, potentially within the next year. Typically, startups create forums like these to gather insights from their users, helping them rank ideas, address top complaints, and identify urgent fixes.
I bet I don't have any zaps going that you don't Cory :) But one of my favorites (albeit simple) is Zapier > New Client > Add client email to Gmail contacts. I hate drafting an email to a client only to discover I have to go hunt for their email address. Problem solved!
Yesssss I've been meaning to add that one for a long time. Another one that was similar was a zap adding Jobber contact phone numbers to your phone system like Ring Central. So you know when a Jobber client is calling you.
Yes! I love that one too!
I posted this under online booking and requests but to me this is a major need for businesses who don't accept every request that is received.
"
We have been using Jobber for a little over a year and we have made changes to help streamline receiving requests and getting those turned around into quotes.
I have one major complaint and that is that there isn't a deny option in the drop down menu of the request form. I know there is an archive button which takes the request away from the clients, client hub and removes the request from our active requests. We are a smaller company and pride ourselves on customer communication.
At this moment in order for the potential client to know we do not want to take on their work, I have to take their email from the request form, go to my email, take the steps to write and send an email stating that we are unable to accommodate their request at this time. Then go back to jobber type an internal note that I sent an email and why I denied the request then click archive.
I will preface with I can't write code, but it would be a simple addition to the current coding that would allow a Deny Request button to show up under ...More Actions.
Once clicked you could select whether you would like to send the denial via text message or email. Then one of your prepopulated emails or texts would come up to send. That way a client isn't just looking for a quote and one never comes.
Once the request is denied, it could go into your archived request folder and it would show you denied it instead of just archiving it"
Like
Zapier is pretty limited compared to jobber's api. You can create a database and feed it from Jobber using Jobber's API. From there, you can do pretty much anything. Like using custom fields as merge tags in email communications which allows you to send mass emails offering a service that has the custom price for each client individually, in the email. For example, if you have a fert service for lawns and you price based off of turf sq ft. you can send an email to thousands of customers at once and they will all see their unique price for that service, in the email.
For us non API people, where would you point us to learning about API's or Jobbers API? I'm wondering if there is a youtube vid out there where a beginner could start? I'm fairly tech savvy so I've been slowly thinking about this more and more.. Thanks.
Lots of videos on apis generally but just think of api as a pipeline. Most apis are two way pipelines but some are one way... meaning you can usually update back and forth between two apis but there are some out there that only let you pull data or push data. Jobbers can do both. I don't think there's a video on Jobber's API specifically but anyone doing API integration and probably database infrastructure can teach you a lot. Jobber's API documentation is at developer.getjobber.com.
Ooo, great question. Automations can really make a difference in streamlining operations. This will definitely be helpful for Jobber users who might not be taking full advantage of these features yet!
Most of my Automations live in Jobber. I have all the automations turned on that I have access to.
One that I like a lot is getting reviews. I've collected reviews from about 20% of all the clients we have served in the first 2 years of business. I'm currently running the Reviews tool as an add on but I also ask for reviews in person and added another request to the invoice messaging and follow up messages. I added the link to GMB there. We have 167 5-Star reviews and I think that is attributed to the persistent request for reviews. Each client will be asked for a review at least 3 times and up to 7.
I also started up with ToolDesk but I'm still getting that software up and running.
I'm supper stoked for the Reengaging Clients automation through Campaigns.
I've kept my reviews and client gifts campaigns through NiceJob, I'm sure the jobber one is fine but Nicejob has done such a great job for us I didn't want to change it.
I started with NiceJob before Jobbers feature roled out. It's an awesome service too. I like the website review pop up n miss it since switching but I like everything in one place
What are you doing with ToolDesk so far? We've been using it for automatic appointment reminder VM drops. It's awesome to have a custom VM that sounds like a real human and all we have to do is send an email as the trigger. But I'm curious what other features they have that I haven't explored.
Currently,
I have one flow that sends an email and a text right after they submit a request just touching base letting them know we received their request and will have a quote over shortly.
Quote follow up because I don't have Grow right now but it also lets me customize follow ups more than Jobber does.
And a Flow to reengage people who requested a quote but didn't approve and schedule withing 20 days. So quote sent, wait 20 days then email
"Hey {{quote.client.firstName}}, You requested a quote for our mobile detailing services a few weeks ago. Are you still looking for this kind of service?".
Wait 2 days then text
"Hey {{quote.client.firstName}}, You requested a quote for our mobile detailing services a few weeks ago. Are you still looking for this kind of service?".
I'm new to ToolDesk so no one has got this flow but my goal is to reach out and just see if they still have that pain point.
I hope to build out a few more flows but also do Zip Code based Flash Sales via a Campaign when I'm short on work but going to be in an area already.
