Job notes, photos, and updates synced automatically to CRM

Purpose

1.1. Ensure all field technician job notes, photos, and real-time updates from air duct cleaning jobs are seamlessly captured and transferred into the organization’s CRM.
1.2. Provide office staff live visibility for job progress, enabling faster billing, accurate client communication, and regulatory compliance.
1.3. Automate technician record-keeping, minimize manual entry errors, and maintain an end-to-end digital service record per job.
1.4. Support attachment of images (before/after, equipment settings), descriptions, timestamps, and GPS information to CRM records.
1.5. Align technician mobile apps or dispatch systems with backend CRM, ensuring data integrity and workflow consistency for HVAC duct cleaning operations.

Trigger Conditions

2.1. Completion or update of field report within technician mobile app.
2.2. Upload of new job photo or note by field technician via mobile app or web portal.
2.3. Change in job status (e.g., Started, Paused, Completed) on job management platform.
2.4. Scheduled, periodic sync (e.g., every 15 minutes) for offline device support.
2.5. Manual or automated submission of job report by team lead or technician.

Platform Variants

3.1. Salesforce
• Function: Create/Update Record via REST API (Endpoint: /services/data/vXX.0/sobjects/CustomObject/; Attachments: /services/data/vXX.0/sobjects/Attachment/)
• Configure authentication, map fields: JobID, Notes, PhotoURL, Status, Technician.

3.2. Microsoft Dynamics 365
• Function: Web API (POST /api/data/v9.0/CustomJobs), AddNote, CreateActivity; photo uploads as Activity MimeAttachment.
• Set access permissions for technician role.

3.3. Zoho CRM
• Function: zoho.crm.records.create, zoho.crm.files.upload.
• Map custom fields for duct cleaning job, configure webhook for note/photo sync.

3.4. HubSpot
• Function: CRM API ‘Create Engagement’ (POST /engagements/v1/engagements), File Upload API.
• Set up workflows for new job engagement auto-linking.

3.5. ServiceTitan
• Function: Jobs API (POST /v2/jobs/jobId/notes), Attachment Upload (POST /v2/jobs/jobId/attachments).
• Job, photo, and note mapping configured via API key.

3.6. Jobber
• Function: Jobs API (POST /jobs/:job_id/notes), File Attachments.
• Map technician and job completion notes/photo URLs.

3.7. ServiceM8
• Function: Add Note API (POST /job/{id}/notes), Attachment upload (POST /job/{id}/attachments).
• Map note content and photo data, configure triggers.

3.8. QuickBooks Online
• Function: Attach to Estimate/Invoice via Attachments API.
• Map job note/photo references in customer transaction.

3.9. Google Drive
• Function: Drive API ‘Files: Create and Share’, use links in CRM notes.
• Configure folder per job, auto-insert links in CRM.

3.10. Dropbox
• Function: Dropbox API ‘/files/upload’ for photo storage, shareable links in CRM.
• Organize job folders, auto-update CRM on upload event.

3.11. Airtable
• Function: Create Record API, attachment field for photos.
• Map fields: JobID, Notes, Image, TechnicianID.

3.12. Monday.com
• Function: Item creation/column update via API, file column for photos.
• Auto-push notes and images to duct cleaning boards.

3.13. SAP C4C
• Function: OData API ‘Create Activity’, Document Service for attachments.
• Sync job notes/images to service tickets.

3.14. Freshdesk
• Function: Ticket Update API, Add Note, Attach File.
• Push updates to ticketing portal for customer jobs.

3.15. Pipedrive
• Function: Add Note and Upload File via /notes and /files endpoints.
• Relate notes/photos to deals or organizations.

3.16. ClickUp
• Function: Task API add_comment, attachments in comment.
• Map job to task, push job updates.

3.17. Notion
• Function: Create Page, upload file, append block with notes/images.
• Configure job database, automate new record creation.

3.18. Asana
• Function: Add Task Comment, file attachment.
• Relay job updates via project management workspace.

3.19. Smartsheet
• Function: Add Row, cell attachments.
• Push updates to job tracker spreadsheet.

3.20. Odoo
• Function: Create/Update Service Ticket, note attachments.
• Use XML-RPC endpoints for job data sync.

3.21. Trello
• Function: Add Card Comment, attachment upload via API.
• Map card per job, sync technician updates.

3.22. FieldAware
• Function: Add Job Comment, upload files via API.
• Trigger update on job phase completion.

Benefits

4.1. No-loss data capture; eliminates manual transfer and transcription errors.
4.2. Increases visibility; office and management monitor job status instantly.
4.3. Accelerates invoicing; trigger billing from job completion automatically.
4.4. Centralizes documentation; audit and compliance made effortless.
4.5. Empowers field techs to focus on service delivery, not paperwork.
4.6. Facilitates customer satisfaction follow-ups using timely, complete data.