AROFLO INTEGRATION
We connect websites to AroFlo so enquiries, quote requests and bookings become clients, locations and tasks in the system the field team already works from, and job progress can flow back to the customer. We plan the data that should move, build the connection on the platform the website already runs on and keep it running once it is live.
In brief
Emote Digital is a digital agency in Hawthorn, Melbourne, founded in 2001. We connect websites to AroFlo, the Australian job management system for trade and field service businesses, so website enquiries, quote requests and bookings become clients, locations, tasks and quotes without manual entry, and job status and invoices can return to the customer. Connections are built on the platform the website already runs on, against the AroFlo API.
The integration
AroFlo suits trade and field service businesses where the office retypes website enquiries into the job system and wants that step gone.
Clients, contacts and locations from forms, tasks and quotes from enquiry and booking requests, asset details where the customer supplies them, and job status, appointment times and invoices back to the customer where that is wanted.
The website asks the questions the job needs, such as address, access, urgency, photos and asset information, and maps them to AroFlo fields so the task arrives ready to schedule rather than ready to phone back.
The connection is built on the platform the website already runs on, as a custom integration against the AroFlo API, with rules shaped to how the business triages and schedules work.
What we do
A connected set of decisions, shaped around the way work moves through the business.
Map the enquiry, quote, booking and status events that should move, and agree who owns each record.
Decide how new enquiries are matched to existing clients and locations so AroFlo stays clean.
Map form fields, attachments and service types to AroFlo tasks, quotes, priorities and task types.
Return appointment times, job progress and invoices to the website account area or notifications where the business wants customers to see them.
Run real enquiry and booking scenarios end to end and check AroFlo and the website agree before launch.
Watch the sync, handle API limits and failed records, and keep the connection working through AroFlo and platform updates.
Buyer context
A AroFlo integration has to suit the people, systems and operating conditions around it.
AroFlo setups vary in task types, custom fields, workflows and how the office triages work. We help determine what should create a task automatically, what should wait for a person and what should return to the customer.
The value of an AroFlo integration is not in moving every field. We define the details a scheduler needs to act, capture them once on the website, send them cleanly and leave AroFlo to run the jobs.
Takeover and improvement
We can assess the current connection, how enquiries are matched and mapped, where tasks arrive incomplete, what returns to the customer and how the sync is monitored. We can help identify what is working, what is creating double handling and which changes deserve priority.
Talk to us
Thirty minutes on the enquiries, the schedule and what it would take to connect or fix the flow.
Approach
Formal Discovery may be appropriate for multiple service lines, customer portals with job history, online booking against live availability or a connection that also involves accounting or a CRM.
Establish how enquiries reach the office today, how work is triaged and scheduled in AroFlo, which fields the schedulers need and which other systems touch the same records. Any existing connection is reviewed first.
Define the events that create clients, locations, tasks and quotes, the matching rules, the field mapping, attachment handling and what returns to the customer. Automatic creation versus review queues is agreed first.
Design the enquiry, quote and booking experience around the job data. Questions, validation, photo upload and confirmation messages are specified so customers give the right detail and the office receives it ready to use.
Build the integration against the AroFlo API, including authentication, queuing and retries. Mapping and rules are documented so the connection remains easy for the team to understand and for us to support.
Run the real scenarios end to end: new and existing clients, multiple locations, urgent requests, attachments and status updates. Task counts are reconciled before the connection is switched on for live enquiries.
Monitor the sync after launch, clear failed records, handle API limits and keep the connection working through website and AroFlo updates. Improvements follow what the office and the field team find in daily use.
Questions
Clients, contacts and locations, tasks and quotes with their type, priority and notes, attachments such as photos, and asset details where the customer supplies them. Which move is agreed in scoping.
Yes, where the business wants it. Appointment times, job status and invoices can return to a customer account area or to email and SMS notifications.
Matching rules are agreed up front, usually on email, phone and address, so repeat customers update the existing client and location rather than creating a duplicate.
We are platform agnostic. The connection is built on whatever the website already runs on, as a custom integration against the AroFlo API.
It can, with care. We agree which services and time windows can be booked directly and which should be requested and confirmed by the office.
Yes. We review the mapping, matching and failure handling, fix what is leaving tasks incomplete and rebuild the parts that cannot meet the way the business schedules work.
Start a conversation
Connecting a new website, fixing enquiries that keep arriving incomplete or adding AroFlo to a website that already runs the business?
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