Integrations and API

In FieldRoutes this block is mostly one thing the research could open in full: Trigger Rules, the event, filter and action automation engine under Admin > Preferences > Office Settings. Around it sit several integration surfaces that show the vocabulary but no live connection: the Webhook trigger action, QuickBooks sync events and a QuickBooks permission, Partner Sites / Apps (partner-site slug, E-Commerce widget, Marketing Pro SMS table), "API" and "Website Deals" as scheduling and payment origins, an ADP payroll export, a Sentricon flag and a developer API reference that would not load. The research has 37 screenshots for this block (21 placed here and 16 from other blocks). 25 of them are the trigger rule list, the 12 trigger types, the action editors and the placeholder catalog. The account is an admin view, and the research was read-only: no rule was saved or fired, no webhook was called and no external system was connected.

In short

• Trigger Rules is the automation engine. Each rule has a description, an office scope, start and end dates and an Active state. It has one of 12 trigger types, filters specific to that type, and one or more actions. All of this was observed as unsaved editors (229-trigger-rules, 230-trigger-rule-editor).
• Actions reach far beyond messages. They can add flags, create invoices, freeze customers, put subscriptions on hold, set the collections stage, send email, SMS, voice or postal mail, and call a webhook (231-trigger-rule-action-editor). One rule can therefore touch service, money and customer contact at the same time.
• Balance scope depends on the action. For an AR rule, Create Invoices applies its age, past-due and balance filters per invoice. Messages, flags, collections stage and freeze use the responsible customer's balance and aging instead. Freeze also freezes subscriptions on other accounts that customer pays for (249-trigger-action-freeze). This was observed in tooltips but not tested.
• The Webhook action is the only observed outbound integration. It supports HTTP GET or POST, a URL, request headers and a JSON body, and it accepts placeholders (252-trigger-action-webhook). The manual warns that invalid webhook JSON may fail silently (Documented).
• ACH Return and Chargeback triggers work only with FieldRoutes Payments. They do not fire for other payment processors (Observed on the page text, 235-trigger-ach-return, 236-trigger-chargeback).
• The integration surfaces are not live connections. QuickBooks events, the QuickBooks permission, launcher Discover links, Export to ADP, Sentricon Connected and API or Website Deals options name integrations. None proves that an integration is licensed, connected or working.
• The assessment rates Automation as high confidence for how visible the configuration is, but low for execution order, retries and recovery. It rates Integrations, migration and exit as low confidence: no required connection worked and no migration or exit was rehearsed (assessment).

Trigger rule setup (observed as unsaved editors; no rule ran)

1. Admin > Preferences > Office Settings > Trigger Rules lists the rules, filtered by scope and by active state, with search. The captured list (Active, All offices) was empty (229-trigger-rules).
2. + Trigger opens the shared fields: Description, office scope, Start Date, End Date and Active/Not Active. Then the user picks one of the 12 trigger types. Each type shows different eligibility and timing controls, not one generic condition (230-trigger-rule-editor).
3. The user adds filters. They target or exempt populations by service types, service plans, customer, subscription or appointment flags, divisions, regions, property type and multi-unit status. How several filters combine (AND, OR, precedence) was not exercised. Many optional lists are empty in this account.
4. + Action adds one or more actions, and Remove discards one. Show/Hide Placeholders shows the variable catalog.
5. Save and Cancel complete the form. Nothing was saved.

Documented (Trigger Rules manual):

• A blank filter includes all values.
• Selecting all current types does not include types added later.
• Backdating the start of an AR fee rule can charge invoices that were overdue then but are paid now.
• Reminders run overnight and can miss late bookings.
• Subscription Hold removes due work and pauses recurring billing.
• Invalid webhook JSON may fail silently.
• The manual's wording on whether a freeze deletes payment profiles conflicts with a separate removal action. It needs vendor clarification.

Trigger types and their filters (observed)

• AR:
  • Age or Past Due, with a required number of days.
  • Minimum and Maximum Balance.
  • Customer Status (Active, Frozen, Pending Cancel).
  • Multi Unit (exclude, include or only).
  • Property Type (All, Commercial Only, Residential Only).
  • Include/Exclude Customer Flags, Divisions and Collections Stages (Not Sent, Pending, Sent).
  • Prefers Paper.
  • Include Convenience Payments: exclude, or include only convenience-payment invoices. There is no "all" choice.

(230-trigger-rule-editor)

• Appointment Status:
  • Status Changed To: Any, Canceled, Completed, Not Serviced, Pending, Rescheduled or Scheduled.
  • When to Trigger: On Save or After Time. The time fields were not opened.
  • Is Initial Service, a locked-period filter and Multi Unit.
  • Appointment Type: exclude, include or only stand-alone and reservice appointments.
  • Include/Exclude service types, customer, subscription or appointment flags, divisions and regions.

(233-trigger-appointment-status)

• Auto Payment:
  • Account Status (Active, Any, Frozen).
  • Balance Age, as preset buckets or a Custom Age Range. The custom bounds were not opened.
  • AutoPay Type (ACH, credit card or any).
  • Minimum Balance (required) and Maximum Balance.
  • Property Type and Include/Exclude Customer Flags.

No charge was made (234-trigger-auto-payment).

• ACH Return and Chargeback: the page states these work only with FieldRoutes Payments and give no notifications for other processors (235-trigger-ach-return, 236-trigger-chargeback).
• Customer Status:
  • When to Trigger: On Save or After Time.
  • Status Changed To: Active, Any, Created, Frozen or Pending Cancel.
  • Multi Unit, Include/Exclude Customer Flags, Divisions and Property Type.

(237-trigger-customer-status)

• QuickBooks: Yes/No for Alerts, Conflicts, Automatic Sync and Connectivity Issue. This shows the events a rule can listen to. It does not show a connected QuickBooks account (238-trigger-quickbooks).
• Reminders:
  • When To Trigger: a required number of Days Before, or on check-in.
  • Multi Unit, Property Type and Is Initial Service.
  • Include/Exclude service types, appointment, customer or subscription flags, divisions and regions.

It belongs mostly to Customer messages and marketing (239-trigger-reminders).

• Renewal:
  • Before or After, with a required day offset, relative to the due date, expiry date, next billing date or renewal date.
  • Account Status, Subscription Status, Multi Unit and Property Type.
  • Has Initial Service, Has Email and Prefers Paper.
  • Min/Max Renewal Amount. Whether the bounds are inclusive was not tested.
  • Include/Exclude service types, customer or subscription flags, divisions and regions.

(240-trigger-renewal)

• Subscription Due for Service:
  • Before or After the due date, with a required offset. A new form shows 1 day before.
  • Service Plan: exclude, include or only.
  • Has Initial Service, Multi Unit and Property Type.
  • Include/Exclude service types, service plans, customer or subscription flags, divisions and regions.

(241-trigger-subscription-due)

• Subscription PO:
  • Before or After the PO expiration date, with a required offset. The field carries a general "Due Date" label.
  • Multi Unit.
  • Include/Exclude types, plans, flags, divisions and regions.

(242-trigger-subscription-po)

• Subscription Status:
  • When To Trigger: On Save or After Time. The delay input was not opened.
  • Status Changed To: Active, Agreement Sent, Any, Frozen, Lead Created or Subscription Created.
  • Agreement Status: Any, Not Signed or Signed.
  • Property Type, Service Plan inclusion, Multi Unit and Has Initial Service.
  • Include/Exclude types, plans, customer and subscription flags, divisions and regions.

The research notes that source filters named only in a broad accessibility description were not visible as separate controls, so they are not claimed as inspected (243-trigger-subscription-status).

Actions and their scope (observed tooltips; nothing executed)

• Create Invoices:
  • Takes a Value Type (Fixed or Percentage), a Value and a Service Type.
  • The tooltip says the AR age, past-due and balance filters then apply per invoice, not per customer.
  • The exact basis for the percentage was not tested.

(231-trigger-rule-action-editor)

• Send Email, Send SMS, Send Voice, Send Snail Mail:
  • These are the message actions. Their content options are covered in Customer messages and marketing.
  • For AR rules they use the responsible customer's balance and aging date (244-trigger-action-email, 245-trigger-action-sms, 246-trigger-action-voice, 247-trigger-action-mail).
• Add Flags: a required multi-select of customer flags. It uses responsible-customer scope (248-trigger-action-flags).
• Freeze Customers:
  • Takes a cancellation reason and a message.
  • The tooltip says it freezes the responsible customer and also the subscriptions on other accounts whose balances that customer is responsible for.
  • The research calls this a documented consequence that was not tested and that matters for multi-account billing (249-trigger-action-freeze).
• Place Subscription On Hold:
  • Takes a hold reason, a Yes/No to cancel pending service appointments, and hold notes.
  • The selected Hold state does not separately show the AR scope tooltip (250-trigger-action-hold).
• Set Collections Stage: sets Not Sent, Pending or Sent (251-trigger-action-collections-stage).
• Webhook:
  • Method: HTTP GET or HTTP POST. POST is selected in the empty form.
  • Fields: URL, Request Header and Request Body.
  • The tooltip says these fields support placeholders, a header list or JSON format, and a JSON body.
  • No endpoint or authorization value is reproduced and no request was sent (252-trigger-action-webhook).

The research summarizes that these actions "can influence service continuity, finance and customer contact together" (assessment §16).

Placeholder catalog (observed, AR trigger)

The 24 variables are:

• Portal and account: {{loginLink}} (link to the customer's FieldPortals account), {{portalURL}} (link to FieldPortals), {{username}} (the FieldPortals Account Number).
• Customer identity: {{customerID}}, {{customerNumber}}, {{fname}}, {{lname}}, {{companyName}}.
• Customer address and contact: {{address}}, {{city}}, {{state}}, {{zip}}, {{email}}.
• Billing name: {{billingCompanyName}}, {{billingFName}}, {{billingLName}}.
• Billing address: {{billingAddress}}, {{billingCity}}, {{billingState}}, {{billingZip}}.
• Money: {{totalDue}} (Total Amount Due), {{age}} (Customer Balance Age), {{responsibleBalance}} (Customer Responsible Balance), {{overdueDays}} (Days Past Due).

These are template definitions, not resolved values or proof that a message was sent. The pane needs the top, two middle and bottom detail images for full visual coverage (546-trigger-placeholders-clear).

Other integration surfaces (observed setup only)

• Partner Sites:
  • Enable Partner Sites shows a slug setup, not a completed integration.
  • The page warns that the slug cannot be changed once set, because a change would break links and SEO. The office component takes lowercase letters only.
  • Save Office Slug was not used. The capture index wording suggests portal settings, but no customer portal settings appear on this screen (266-partner-sites-status).
• E-Commerce Widget and Deals:
  • Both pages say the feature must first be enabled. No widget fields show (262-ecommerce-widget-settings).
  • The Deals page describes an online journey: it stores or authorizes a card, schedules the initial and recurring appointments, creates a signed annual agreement and takes customer details. This is the page's own description, not a purchase made (263-deals). These belong mostly to Lead, sales and estimate.
• Marketing Pro SMS Configuration:
  • The table has Office, Marketing Pro Status, SMS Status, Marketing Pro and SMS columns, but the saved capture shows no office row.
  • The capture owner later reported a live row with Marketing Pro "Not Onboarded" and SMS "Not Enabled". This is not substituted for the missing saved evidence (267-marketing-pro-settings).
  • On the Customer Card, the M Pro Sync button has the tooltip "Marketing Pro is not enabled" (014-customer-admin).
• Route Templates:
  • Who Can Schedule offers All Office Staff, All Technicians, All Sales Reps, API and Website Deals. All Office Staff is selected.
  • So scheduling eligibility can name integration channels next to staff. How it is enforced was not tested (368-route-templates-clear).
• Payment Origins:
  • Payment History can filter by origin: Manual, Customer Portal, Batch Process, Trigger, Collections, API, Import and Convenience Payment. The origin is a record, not proof of authorization.
  • An existing failed card payment shows API as its origin, the FieldRoutes Payments gateway and a system actor (510-payment-history-detail-attempt).
• Integration-attributed history: customer history lists changes made by "FR-System-API", such as appointment status changes and contact field changes (014-customer-admin).
• Change Log Report:
  • "Changed by" includes "Trigger Rule" and "System Change" next to employees.
  • It has Date, Offices, ChangedBy and Entities filters, Refresh and Export to CSV. The result table is empty for the captured day (072-report-change-log).
  • So rule-made changes are at least attributable in this report. That rule runs are logged was not proven.
• ADP export:
  • The Time Clock Report has Export to Excel and Export to ADP. Its advanced options carry ADP fields: Comp. Code (ADP company code), Batch ID (ADP batch identifier), File Number (ADP file number) and Hrs. 3 Code, which maps Double Time to the ADP Hours 3 code.
  • These are file outputs, not a connected payroll integration. No rows rendered and nothing was exported (382-time-clock-report, 383-time-clock-report-advanced).
• App launcher:
  • Discover links advertise Marketing Pro (email, SMS and direct-mail automation), Fleet Pro (GPS fleet management), E-Commerce (an online service marketplace) and QuickBooks (financial management).
  • These are informational and marketing links. None was followed, and none proves a connection or a license (374-app-launcher).
• Report exports: reports expose CSV, Excel and PDF output controls. These are outputs, not proven complete exports (assessment §13). See Reporting and analytics.

Developer API (documented, partly readable)

• A web search found the FieldRoutes API Documentation (https://fieldroutes.dev/documentation), with customer, service-type, subscription, appointment and payment entities.
• Its search-visible descriptions separate scheduling frequency from billing frequency, and appointment records from subscriptions. They also say an appointment linked to a subscription can inherit defaults and move the next due date when it is completed.
• The live page returned only "Loading...". FieldRoutes' website API link redirected to https://knowledgebase.fieldroutes.com/apidocs, which the research tool could not fetch.
• Treat this reference only as partial corroboration of the data model. No API request, credential or private record was used, and no numeric status or frequency encoding is reproduced (official-source checks).

• Trigger Rules: updated 2026-10-28. It covers backdated AR fees, overnight reminders, filter defaults, Subscription Hold, webhook JSON and the conflicting freeze wording (manual register).
• FieldRoutes API Documentation: https://fieldroutes.dev/documentation (only partly readable). Knowledge Base API docs: https://knowledgebase.fieldroutes.com/apidocs (could not be fetched). Official documentation index: https://knowledgebase.fieldroutes.com/llms.txt.