Overview

Serene Construction - WITH Hometown Service
Specializing in roofing but licensed for general contracting, Serene Construction provides reliable construction solutions for homes and businesses alike. They sought a seamless way to manage projects, vendors, contacts and daily operations between JobTread and HubSpot, aiming to improve efficiency and reduce manual workload across their operations.

Client Requirements

The client wanted to automate workflows to minimize manual work, enhance communication between teams and make sure of real-time updates across platforms. Their specific requirements included syncing jobs in JobTread with deals and contacts in HubSpot for job and deal management, ensuring vendor data was synchronized between JobTread and HubSpot contacts for vendor management, and syncing tickets, daily logs and documents for daily operations. Also, they required a cost-efficient solution to reduce reliance on expensive automation tools like Zapier, as well as a scalable system capable of handling growing operations without delays or errors.

Discovery We began by mapping out the client’s existing workflows to identify inefficiencies and gaps.  The client was using multiple Zapier Zaps to automate job creation, updates, vendor synchronization and document logging.  However, this approach resulted in high task costs, delayed syncing, and occasional duplicate or missing records.  It became clear that the client needed a centralized and reliable solution with improved control over logic, monitoring, and error handling.

Strategy To address these challenges, we proposed replacing the Zapier setup with a custom server-based integration.  Our strategic plan involved auditing the current Zapier workflows to identify redundancy and inefficiencies, designing a bidirectional sync architecture using JobTread and HubSpot APIs. Also, implementing centralized error handling, logging, and reconciliation mechanisms.  We also ensured that the system was scalable to support an increasing volume of projects, vendors, and daily operations as the client’s business grew.

Build

We developed a Node.js based server to handle all integrations between JobTread and HubSpot. The solution leveraged the JobTread API and the HubSpot CRM API to enable bidirectional data flow. Features implemented included job creation and updates synced to HubSpot deals and contacts, vendor creation and updates synced to HubSpot contacts, HubSpot vendor/contact creation and updates synced back to JobTread, and syncing tickets, daily logs and documents across both platforms. Custom logic was built to handle missing records, duplicates, and complex field mappings. The server was deployed using PM2 for process management and hosted on the cloud to ensure reliability and continuous operation.

Delivery

The custom integration delivered a robust, real-time, bidirectional sync between JobTread and HubSpot. The client experienced significant cost reductions compared to their previous Zapier-based automation while gaining centralized monitoring of all sync events. The solution provided reliable and scalable workflow management for jobs, vendors and documents, ensuring smooth operations without manual intervention.

Outcome

By transitioning to a custom integration server, Serene Construction achieved over 90% reduction in automation costs, eliminated delays and duplicate records, and implemented scalable, fully monitored workflows capable of supporting future growth. The client now enjoys a streamlined, efficient system that improves productivity and reduces operational overhead.