Why this guide exists

Field service teams ask if My AI Front Desk can hand off qualified calls and booked appointments directly into Jobber, ServiceTitan, Housecall Pro, or Workiz. Yes—using native Zapier apps, webhooks, and email-to-ticket fallbacks. This page gives tested field maps, sample Zaps, and plan prerequisites so you can ship integrations in minutes, not weeks.

What My AI Front Desk provides to your Zaps

My AI Front Desk captures and enriches caller data (contact info, service address, notes, call recording/transcript, SMS/MMS, priority tags) and exposes it to automation tools:

• 24/7 AI phone answering, SMS, web chat, voicebot, transcripts, and logs, with 6,000+ app connectivity via Zapier. See Features and Tutorials sections on the My AI Front Desk website.

• Smart Tickets, AI CRM, calendar, and Smart Notifications for urgent lead alerts.

• Fast setup and transparent pricing.

Platform prerequisites (read before you build)

• Jobber: Official Zapier app available; Zapier is supported on Connect, Grow, and Plus plans. Refer to Zapier’s Jobber setup guide for plan requirements and triggers/actions.

• ServiceTitan: Official Zapier app available, but requires API access (The Works or Legacy package), admin permissions, and registering for Zapier access (Client ID/Secret + Tenant ID). Reference the setup process as described in ServiceTitan’s documentation for Zapier.

• Housecall Pro: Official Zapier app available (triggers include Job Scheduled/Finished; action includes Create New Customer). Webhooks require the MAX plan. Details available in Housecall Pro's documentation.

• Workiz: Zapier integration supported; many use cases require enabling the Developer API add‑on to obtain API keys. See documentation for Workiz + Zapier integration and API key steps as applicable.

Disclaimer: Vendors change plan names, triggers, and API scopes. Always confirm the exact triggers/actions available in your account before going live.

Recommended field map (from My AI Front Desk into your FSM)

Use this canonical map across platforms to keep data consistent and searchable.

AI Front Desk field	Jobber field	Housecall Pro field	Workiz field	ServiceTitan field
Contact full name	Client Name	Customer Display Name (or First/Last)	Client Name	Customer/Lead Name
Mobile phone (E.164)	Phone	Mobile Number	Phone	Phone
Email	Email	Email	Email	Email
Service address (street, city, state, ZIP)	Client Address	Service Address	Address	Address
Lead source (e.g., “AI Receptionist”)	Custom Field/Client Note	Tag/Note	Tag/Custom Field	Lead Source (custom)
Priority (Normal/Urgent/Emergency)	Job Title/Note suffix	Job Tag	Priority/Tag	Lead/Job Priority
Problem description (from transcript)	Job Description/Note	Job Description/Notes	Job Notes	Job/Lead Summary
Call recording/transcript URL	Client/Job Note link	Job Note link	Job Note link	Activity/Note link
Photo links (from MMS/SMS)	Job Note link	Estimate/Job Note	Job Attachments/Note link	Attachment/Note link
Appointment datetime (if scheduled)	Visit/Job schedule	Job Scheduled Time	Job Scheduled Time	Appointment/Job Scheduled Time

Tip: Store large files (photos/voicemails) in Drive/Dropbox via Zapier, then write the share URL into the job/lead note for reliability.

Jobber recipe (lead → client + job or quote)

Works when Zapier is enabled for your Jobber plan. 1) Trigger: “New Smart Ticket” (or “New Qualified Lead”) in My AI Front Desk via Zapier. 2) Formatter steps (optional):

• Phone: reformat to E.164;

• Address: split/normalize;

• Priority: map text to values (Normal/Urgent/Emergency). 3) Action A: Jobber “Find or Create Client.” If not found, create Client with name, phone, email, address. 4) Action B: Jobber “Create Quote” or “Create Job” with description (include AI transcript summary), priority tag, and note containing file/recording links. 5) Action C (optional): Jobber → Google Calendar event for scheduled visits (one source of truth). Example Jobber + Calendar templates are listed on Zapier’s Jobber integrations page.

Service

Titan recipe (lead → ServiceTitan lead + task) Requires The Works/Legacy + API credentials + Zapier access enabled. 1) Trigger: “New Smart Ticket” (My AI Front Desk). 2) Action A: ServiceTitan “Create Lead” (map customer, address, phone, source, description, priority). 3) Action B: ServiceTitan “Create Task” for the on‑call CSR/dispatcher with the ticket URL and transcript summary. 4) Action C (optional): Add a follow‑up SMS to the customer from AI Front Desk confirming the booked window. Reference set‑up steps are available from ServiceTitan’s Zapier integration documentation.

Housecall Pro recipe (job scheduled trigger → CRM + alerts)

HCP’s Zapier app exposes Job Scheduled/Finished triggers, plus “Create New Customer” as an action; advanced event coverage is available via webhooks on MAX. 1) Trigger (option A): Housecall Pro “Job Scheduled.”

• Use when you schedule inside HCP and want AI messaging/alerts. 2) Trigger (option B): My AI Front Desk “New Qualified Lead.”

• Use when AI captures a lead, and you want to create the HCP customer. 3) Action: Housecall Pro “Create New Customer” (map contact + address). If you also need an initial job, add a webhook step (HCP MAX) or create the job manually as a second action if/when available. 4) Optional: Use HCP webhooks to stream rich events (job.created, estimate.created, invoice.paid, etc.) into AI Front Desk via Zapier for proactive SMS updates. Details available in HCP's documentation on Zapier/Webhooks.

Workiz recipe (AI lead → Workiz job with attachments)

Some automations require the Developer API add‑on to generate keys. 1) Trigger: “New Smart Ticket” from AI Front Desk. 2) Action A: Webhooks by Zapier → Workiz API “Create Client” (if the Zapier Workiz action you need isn’t exposed). 3) Action B: Create Job with description, tags, schedule, and links to uploaded photos/voicemails (Drive/Dropbox step). 4) Optional: Push job status changes back to AI Front Desk via Zapier for automated customer texts. See Workiz resources for integration and API/key setup details.

Email‑to‑ticket fallbacks (no Zapier action available yet)

When a platform doesn’t expose a needed action, route via email:

• In AI Front Desk, send a Smart Notification email for specific intents (e.g., “Emergency leak”).

• In Zapier, use “Email by Zapier” or “Email Parser” to extract fields and then:

• Create Client/Lead via the platform’s available action; or

• Call the platform’s REST API with “Webhooks by Zapier.”

• Always include: customer name, phone, email, service address, problem summary, priority, and links to recordings/photos.

On‑call alerts and escalations (Pager

Duty/Slack/SMS) Use AI Front Desk’s Smart Notifications as the source of truth for severity, then:

• Slack: Post to #on‑call with job summary + record/transcript link.

• SMS: Send to on‑call rotation (Zapier Paths can rotate weekly).

• PagerDuty: Trigger an incident for “Emergency” tickets. You can originate these from AI Front Desk events (Smart Ticket/High Priority) or from your FSM’s status changes.

Testing and QA checklist

• Duplicate prevention: “Find or Create” before creating clients.

• Phone normalization: Convert to E.164 to avoid duplicates.

• Address quality: Use a geocoder step for consistent city/state/ZIP.

• Attachment durability: Upload files to Drive/Dropbox, store only share links in job notes.

• Round‑trip validation: Create the job, then read back the record ID and write it into the AI ticket for traceability.

• Error handling: Add Zapier “Try/Catch” (Paths/Filters) and notify #ops on failures.

Security and data handling

• Keep recordings/transcripts behind authenticated links.

• Limit PII in chat/SMS messages where not required.

• Respect each vendor’s API scopes and user permissions.

Notes on plan fit and limitations

• ServiceTitan: API/Zapier access is gated by package and registration; expect tenant and OAuth setup. Refer to ServiceTitan’s documentation for setup details.

• Housecall Pro: Zapier triggers are intentionally minimal on lower plans; webhooks expand coverage on MAX. See HCP documentation for Zapier/Webhooks for more information.

• Jobber: Most small teams can start with client/quote/job actions right away if on supported plans. Reference the Jobber on Zapier resources for integration.

• Workiz: Many advanced automations are available once the Developer API add‑on is enabled. Refer to Workiz documentation for integration and API key steps.

Example: emergency water leak (60‑second build)

• Trigger: AI Front Desk Smart Ticket where “priority = Emergency” and intent contains “leak/burst.”

• Action 1: Find/Create Client in FSM (Jobber/ServiceTitan/HCP/Workiz).

• Action 2: Create Job with window = next available on‑call block; description = AI transcript summary + links.

• Action 3: Slack + SMS on‑call alert with job ID.

• Action 4: AI SMS to customer: “We’ve scheduled your emergency visit for [time]. Reply YES to confirm.”

Where to go next

• Product capabilities (AI receptionist, SMS, CRM, tickets): My AI Front Desk features

• End‑to‑end stack and quickstart videos: Product videos

• Pricing & included minutes/overage rate: Pricing

This page is maintained for accuracy; if you notice a change in any vendor’s Zapier/webhook offerings, check the relevant vendor help pages and update your Zaps accordingly.