FieldproxyIntegration guide · HubSpotKeep HubSpot. Run the field work in a system built for it, synced both ways.
Keep HubSpot for what it is good at, your contacts, pipeline, marketing and website, and connect it both ways to a field service system for everything that happens after the sale. A deal moved to Closed Won becomes a job with its line items and site; a service ticket that needs a visit becomes a job too. Status, visit notes, the report and the invoice status are written back to the contact, company, deal or ticket, so sales and service see the field work without leaving HubSpot.
Fieldproxy is the field side: scheduling, the Android and iOS technician app, your own forms and checklists, quotes, invoices and payments. Set up for you, live within a day, with unlimited users on one price per company.
See your HubSpot pipeline turn into jobs
Tell us which deals and tickets need a visit. We set it up on your own pipeline before you commit.
Why teams connect them
HubSpot runs the sale. Then the job falls out of it.
HubSpot holds contacts, deals, tickets, emails and the website that brings the leads in. What it doesn't do is the work after the sale: a technician's day, a checklist on a phone, photos, a signature, a quote changed on site, an invoice paid at the door. So owners book visits as HubSpot meetings, keep subcontractors on a separate calendar, and invoice from a laptop that night.
The lines below are from owners and consultants on our sales calls, anonymised.
“I wouldn't really like to replace HubSpot because I've got my website and blog. All built on.”
“I've got nothing really to kind of help me while I'm in the field. HubSpot is useful to just pull up client information… but I can't issue invoices in the field.”
“If I just create a ticket, or a deal, or something like that. It doesn't generate anything to send to the customer.”
“It'd be nice if they can just see it on their visual calendar.”
“They generate one quote, but it covers multiple sites within that quote.”
What syncs
HubSpot objects and where they land
A typical two-way setup. Your pipelines, stages and custom properties are mapped one by one when we set you up, and each field gets one owner, so the two systems never fight over a value.
| Object | Direction | When it moves |
|---|---|---|
| Contact → customer contact or site contact | Both ways | Name, email, phone. New customers made in the field come back to HubSpot as contacts. |
| Company → customer (account) | Both ways | One company with many sites becomes one customer with a site list. Billing details stay on the customer. |
| Deal → quote, job or project | HubSpot → Fieldproxy | A deal reaching your chosen stage creates the job. Job status and completion are written back to the deal. |
| Deal line items → job or quote lines | HubSpot → Fieldproxy | Products and quantities become the job's scope and checklist. Prices matched to your Fieldproxy price list are agreed at setup. |
| Ticket → service job | HubSpot → Fieldproxy | A ticket in your service pipeline that needs a visit becomes a job; notes and status go back to the ticket. |
| Meeting → scheduled visit | Set up per account | Some teams book visits as HubSpot meetings today. The visit and its time window can be written back so the CRM timeline shows it. |
| Properties you choose → custom fields | Set up per account | E.g. next inspection due, contract end, last visit date. Each field has one owner so the two systems don't overwrite each other. |
See your own pipeline stages mapped to jobs before you commit.
Get DemoDeal won to job
From Closed Won to a scheduled visit
For installs, one-off jobs and new maintenance contracts. The trigger stage is yours to choose.
- 1
Optional: a site survey first
Deal at a survey stage
A survey job is created when the deal reaches the stage you pick. The technician measures, photographs and fills a survey form that can calculate a price, and the quote goes back to the deal. - 2
The deal is won
Salesperson, in HubSpot
The deal moves to Closed Won, or whichever stage you set. - 3
A job is created with the deal's scope
Fieldproxy
Company, contact, site and line items come across. For one quote covering many sites, each site gets its own job or visit under the same customer. Bigger work can become a project with stages. - 4
It is scheduled
Office, with the Dispatch agent
The job appears on the board as unscheduled. The Dispatch agent suggests who should go by skills, distance and free time; the office confirms. Subcontractors see it on their Google Calendar. - 5
The work is done on the phone
Technician or subcontractor
Checklist built from the line items, required photos, extra work quoted on site, customer signature, invoice with a payment link. - 6
HubSpot shows the outcome
Fieldproxy to HubSpot
The deal and company show the job as complete, with a link to the report and the invoice status.
Ticket to job
Service tickets that need someone on site
For callbacks, warranty visits, complaints and repairs raised in HubSpot's help desk or ticket pipeline.
- 1
The ticket reaches your visit stage
An agent moves it to a stage such as Site visit needed, or sets a property. Tickets fixed by email or phone stay in HubSpot. - 2
The job carries the ticket
Contact, company, site, description and the ticket ID come across. The job keeps the ticket ID, so every later update finds it. - 3
Dispatched by skill and urgency
Priority from the ticket sets the order. The office confirms the technician; changes are previewed and can be undone. - 4
Notes and status go back
Assigned, on site, findings, visit report and completed are written back to the ticket, so whoever owns it can close the conversation with the customer. - 5
Follow-up work is not lost
If the technician finds more work, a quote is raised from the job, and it can create or update a deal in HubSpot.
Field updates back to HubSpot
What sales and service see in HubSpot
As the job moves, these land on the deal, ticket, contact or company, as a property or a note. Your HubSpot workflows can act on them.
- 1
Job status
Scheduled, on the way, on site, complete, follow-up needed, on the deal or ticket. - 2
Visit notes
What the technician found and did, written on the phone, added to the record's timeline. - 3
The report and photos
A link to the visit report with photos, checklist answers and signature, so nobody emails PDFs around. - 4
Quotes from the field
A quote raised on site, and whether the customer approved it, so sales can follow up on the ones that went quiet. - 5
Invoice and paid status
Invoice sent, paid or overdue. The invoice itself syncs to QuickBooks or Xero; HubSpot gets the status. - 6
Next due dates
For service agreements and repeat inspections: last visit and next due date as properties, so HubSpot reminders and reports use real dates.
What stays where
What stays in HubSpot, and what moves to Fieldproxy
The rule we set up with you: HubSpot owns the customer relationship, Fieldproxy owns the work. Field tools you use today (a scheduling app, a forms tool, a separate invoicing tool) are replaced, not connected on top.
Stays in HubSpot
- Website, blog, landing pages and forms
- Contacts, companies and lead sources
- The sales pipeline and deal stages
- Marketing emails, sequences and reminders you already run
- The help desk inbox and ticket conversation
- CRM reporting on pipeline and marketing
Moves to Fieldproxy
- Scheduling and dispatch, including subcontractors
- The technician app: checklists, photos, signatures, offline, GPS check-in
- Survey and inspection forms, including ones that calculate a price
- Quotes changed on site and invoices with payment links
- Service agreements and recurring visits
- Sites, assets, parts and van stock
Worked example
A repeat-inspection business that lives in HubSpot
Demo scenario, not a customer: an inspection company with single-site clients and multi-site clients, sending yearly reminders every November.
Demo data. The company, people and numbers are made up.
- Quote: One HubSpot deal covers twelve sites for a multi-site client. When it is won, Fieldproxy creates one inspection visit per site under the same customer.
- Inspection: The inspector fills your checklist on the phone, offline if needed, with required photos and a signature.
- Report: The PDF comes out in your own template and the link lands on the HubSpot company.
- Invoice: One invoice per site or one for the client, synced to Xero or QuickBooks.
- Next year: Each site's next due date is written back to HubSpot, and your November reminder workflow uses it.
See it built around how your team already works.
Get DemoSetup
Connected and live within a day
A HubSpot admin is needed for a few minutes. The rest is done by Fieldproxy's team.
- 1
A 30-minute call
Which deal stages and ticket stages start field work, which properties matter, and what HubSpot should see afterwards. - 2
Connect HubSpot
A HubSpot admin authorizes the connection. We map pipelines, stages and properties, and agree which system owns each field. - 3
Build the field side
Your job types, forms, checklists, price list, quote and invoice templates, and accounting sync. Existing customers and sites come across with free, assisted migration. - 4
Test on real deals and tickets
Win a test deal, raise a test ticket, complete the jobs on the phone and check what lands in HubSpot. Then go live.
Fit
Who it's for, and when it isn't the right fit
A good fit if
- HubSpot runs your website, marketing and pipeline, and you don't want to replace it
- Won deals or service tickets turn into visits, inspections or installs
- You need checklists, photos, quotes and invoices done on site, not that night
- Subcontractors do part of the work and live on their own calendars
- You send repeat-inspection or service reminders and want them based on real dates
Probably not the right fit if
- Your deals are delivered remotely, with nobody going to site
- You book one or two visits a week with no on-site paperwork: HubSpot meetings may be enough
- You want a marketplace add-on that sits on top of the field tools you already have: Fieldproxy replaces them
Ways to run field work with HubSpot, described by kind of tool. Each suits some teams.
| Approach | Fits when | What you give up |
|---|---|---|
| HubSpot alone: meetings for visits, tickets for jobs | One or two people, few visits, no on-site paperwork | No technician app, no checklists or photos tied to the job, no invoicing in the field, and nothing to send the customer when a job is booked. |
| HubSpot plus a forms app, a calendar and an invoicing tool, joined with Zapier | You already have the tools and the volume is low | Several logins and subscriptions, and zaps that break quietly. Data about one job lives in four places. |
| A field service app from the HubSpot marketplace | You want something quick that sits close to HubSpot | Check offline use, required checklist items, subcontractor access, service agreements and accounting sync before you commit. |
| A field service system that replaces your field tools, synced both ways (Fieldproxy) | Visits need forms, photos, quotes and invoices on site, and you want HubSpot to stay the CRM | A second system for the field team. Your current field tools are switched off, so set the date. |
Straight answers
HubSpot and field service: questions we get asked
Do I have to stop using HubSpot to use Fieldproxy?
Which HubSpot objects sync?
What happens when a deal is marked Closed Won?
Can HubSpot service tickets become field jobs?
Can my technicians quote and invoice on site?
Can subcontractors see their jobs on Google Calendar?
Can I send repeat-inspection reminders from HubSpot?
Can one HubSpot deal cover several sites?
Can I book jobs from ChatGPT or Claude while I'm on another job?
How long does it take to set up?
Workflows
HubSpot and Fieldproxy, workflow by workflow
Lead-to-job pipeline
A lead hits your qualified stage and a site survey or job is created, assigned and scheduled.
Deal stage triggers
Field actions start as a deal moves through the pipeline, with no manual handoff.
Quote-to-service conversion
Closed Won becomes a scheduled visit with the accepted line items already on it.
Contact sync
Two-way contact sync, so sales and the field never work from two versions of a customer.
Customer lifecycle tracking
Every touchpoint from the first form fill to the fifth repeat visit, on one timeline.
Service revenue attribution
Connect marketing spend to service revenue actually delivered, not just deals booked.
Related
Where to go from here
HubSpot for the customer. Fieldproxy for the work.
Tell us which deals and tickets turn into visits. We show it running on your own pipeline.
Get DemoLive within a day. Free, assisted migration. Unlimited users on one price per company.