Roofing & Exterior Services
A regional roofing and exterior services contractor
Running Dataforma and HubSpot, and connected with synkazo.
THE CHALLENGE
Where the two systems stopped talking
Dispatch and billing ran entirely in Dataforma, but sales and customer-facing teams had no visibility into job or invoice status without logging into a system they didn’t use day to day.
There was no reliable way to know a job existed on both sides without risking a duplicate record every time something changed.
Dataforma doesn’t push real-time events, so any integration had to work by checking for changes rather than waiting to be told about them.
THE APPROACH
How it was set up in synkazo
01
Built a middleware layer that periodically checks Dataforma for new or updated jobs and invoices, on a schedule the team controls.
02
Mapped jobs and invoices into HubSpot custom objects, keeping Dataforma as the system of record for dispatch and billing.
03
Stored an ID reference between the two systems on every record, so a job that already exists in HubSpot is updated in place rather than duplicated.
04
Left Dataforma untouched for day-to-day dispatch work — HubSpot became a read-visible layer, not a second place to manage jobs.
THE OUTCOME
What changed
Sales and customer success see current job and invoice status without ever opening Dataforma.
No duplicate job or invoice records, even as data changes on the Dataforma side throughout the day.
Reporting and customer communication now run out of HubSpot, while dispatch and billing stay exactly where operations already works.
“
Our office team lived in Dataforma and our sales team lived in HubSpot. Now they’re looking at the same job — they just never noticed the door between the two rooms disappeared.