Zapier for locksmiths: automations that save you time

What can Smithworks do with Zapier?

Smithworks tells your other apps the moment something happens, like a new booking request or a payment. Your other apps can add customers and booking requests to Smithworks, update customers and add notes to jobs.

Triggers start a Zap when something happens in Smithworks:

• New Customer
• New Booking Request, from your booking page or another Zap
• New Quote
• Quote Booked, when a quote becomes a job
• Job Scheduled, including when a job moves to a new arrival window
• Job Completed, with what the customer was charged
• Job Cancelled, including declined booking requests
• Invoice Issued
• Payment Received, including card payments and tips

Actions let another app change Smithworks: Find Customer, Create Customer, Find or Create Customer, Update Customer, Create Booking Request and Add Note to Job.

How do I connect Smithworks to Zapier?

In the Smithworks app, go to Settings → Zapier and tap Create Zapier key. In Zapier, pick Smithworks when you set up a Zap and paste the key when it asks.

The key is shown once, so use Copy or send to myself right away. Only the business owner can create keys. One key covers all your Zaps.

How do I get leads from Facebook, Google Ads and my website into Smithworks?

Make a Zap that starts with the lead source and ends with Smithworks’ Create Booking Request. Each lead shows up as a request you accept or decline, just like one from your booking page.

• Lead sources that work: Facebook Lead Ads, Google Ads lead forms, and website forms such as Jotform, Typeform, Google Forms, WPForms and Wix.
• Angi, Thumbtack and Yelp: forward their lead emails to Email Parser by Zapier, and send what it reads to Create Booking Request.
• Car jobs: map the year, make and model so you know which key or blank to bring.

If the phone number matches a customer you already have, the request goes on their record instead of creating a duplicate.

Can missed calls become booking requests?

Yes, if your call tracking or answering service works with Zapier. CallRail and Smith.ai are two that do. Start the Zap with a missed call or a call summary, then use Find or Create Customer and Create Booking Request.

Put the caller’s message in the request’s notes. When you open the request, you can call them back with their details already there.

How do I text customers when their job is booked?

Use Job Scheduled as the trigger and a texting app like OpenPhone or Twilio as the action. The arrival window comes ready to drop into the message.

For example: “Hi Pat, you’re booked for Oct 6, 9:00 AM – 11:00 AM. Your locksmith will text when they’re on the way.”

Smithworks already emails confirmations to customers who have an email address. A text from your own business number reaches everyone else. When a job moves, the same Zap runs again; filter on Rescheduled to send a different message.

How can I get more Google reviews automatically?

Start with Job Completed, add a Delay of an hour or two, then text the customer your Google review link, or send them a review request through NiceJob.

Add a Filter on Total if you only want to ask after bigger jobs, or skip customers without a phone number.

Can I get a loud alert for emergency lockouts?

Yes. Start with New Booking Request, add a Filter so only lockout services continue, then send a Pushover alert at emergency priority, which keeps sounding until you answer it.

SMS by Zapier can text your own phone instead. With a team, post the request in a Slack or Microsoft Teams channel so whoever is free can grab it.

How do I follow up on quotes that haven’t been booked?

Log each New Quote as a row in Google Sheets. When the quote is booked, a second Zap uses Quote Booked to find that row and mark it Booked.

The quote and the job it becomes share the same ID, so the second Zap finds the row by ID. Sort the sheet to see open quotes worth a call back. The same idea works with a deal in HubSpot or Pipedrive.

What should happen when a job is cancelled?

Job Cancelled fires when you cancel a job, decline a request, or a request expires unanswered. Use it to tell your team, update a spreadsheet, or offer the customer another time.

The arrival window the customer had is included, so a message can say which visit is off. Filter on Was a booking request to treat declined requests differently from cancelled jobs.

Can customers send me gate codes and parking details before I arrive?

Yes. When a job is scheduled, text the customer a short form with the job ID filled in. When they submit it, Add Note to Job puts their answers on the job.

Jotform and Typeform both let a hidden field carry the job ID. You’ll see the note under the job in Smithworks before you head out. Notes are added to the end, so nothing you wrote is replaced.

How do I track payments and tips in a spreadsheet?

Start with Payment Received and add a row in Google Sheets with the amount, tip, method and invoice number.

• Daily summary: add Digest by Zapier and get one text each night with the day’s payments and tips.
• Cash tracking: filter on method “cash” so you can check the cash collected against your log.
• Parts: Invoice Issued includes each line, so you can log which locks, blanks and fobs you sell and reorder in time.
• QuickBooks Online: you don’t need Zapier. Smithworks connects to QuickBooks directly. For Xero or other books, use Invoice Issued and Payment Received.

How do I keep customer details up to date across apps?

Use Find Customer to look them up by phone or email, then Update Customer with the new details. Fields you leave blank stay as they are.

Going the other way, New Customer can add each customer to Google Contacts, so your phone shows their name when they call back. It can also add them to a Mailchimp list for seasonal reminders like rekeying after a move.

Does the Zapier connection sync both ways?

It works in both directions, but it isn’t an automatic two-way sync. Smithworks sends events out as they happen, and Zaps can add or update things in Smithworks, but only the changes your Zaps make move between apps.

Editing a contact in another app doesn’t change Smithworks unless a Zap uses Update Customer. Smithworks never changes or deletes records in your other apps on its own. Zaps can’t schedule jobs, change prices or record payments. New leads come in as booking requests you accept yourself.

Is my customer data safe with Zapier?

Smithworks only sends events to Zapier’s own addresses, and only to the Zaps you turn on. Deleting your key in Settings → Zapier stops all of them at once.

Your key is stored scrambled, so not even Smithworks can read it back. Zaps run in your Zapier account, and Zapier’s terms cover the data you send through it.

Does Zapier cost extra?

Zapier has its own plans, including a free one. Zaps with more than one step, like a Delay or Filter, may need a paid Zapier plan.