Open API, Webhooks & Integrations | Connect Apps & Automate

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Third-Party Integrations, Open API & Webhooks

OctopusPro supports built-in third-party integrations and an open API with webhooks, so you can connect external tools, sync data, and automate workflows in real time. This guide explains what each option is for, the benefits, and how to set everything up.

Table of Contents

Secure Third Party Integrations

Overview: integrations vs API vs webhooks

OctopusPro provides multiple integration options to help you connect external platforms, automate workflows, and keep data synchronized across systems. Depending on your business needs and technical requirements, you can use one or a combination of the following:

  • Built-in integrations – Connect supported third-party platforms by entering the required credentials (such as API keys or app tokens). These are ready-made integrations designed for quick setup and common use cases.
  • Open API (REST) – Build custom integrations that securely read from and write to your OctopusPro account. This is ideal for connecting OctopusPro to your own applications, CRMs, ERPs, BI tools, middleware, or internal systems.
  • Webhooks – Subscribe to real-time event notifications (for example, when a booking is created or a payment is approved) so OctopusPro can instantly notify your system when changes occur.

Recommended best practice:
Use the Open API for data access and actions (fetching and updating records), and use webhooks for real-time notifications when events happen. This combination ensures efficient, reliable, and scalable integrations without unnecessary polling.

Why Use Integrations?

Integrations help eliminate manual work, maintain consistent data across platforms, and deliver a faster, more reliable experience for both staff and customers. Common benefits include:

  • Automated lead and customer follow-up – Sync inquiries and customers with marketing platforms, trigger campaigns, and run automated sequences.
  • Improved field operations – Use accurate location data, mapping services, and real-time updates to support scheduling and on-site workflows.
  • Increased trust and conversions – Display reviews and social proof directly in your customer portal.
  • Streamlined financial workflows – Keep payments, invoices, and accounting systems aligned automatically.
  • Custom automation and reporting – Build tailored workflows, dashboards, and integrations using the Open API and webhooks.

Built-in third-party integrations

OctopusPro offers several external integrations to expand and automate key aspects of your business operations. Below are common integrations and how they’re typically used.

Mailchimp

Connect Mailchimp to synchronize your OctopusPro contacts and streamline email marketing. Keep mailing lists updated automatically, send promotional emails, and automate newsletters or follow-up sequences.

  • Use cases: welcome sequences, reactivation campaigns, segment-based promotions
  • Example: automatically add new customers to a “New Customers” audience and start a welcome campaign

Learn more: Mailchimp Integration

Google Maps API

If your OctopusPro account is on the Unlimited subscription, you can enable Google Maps for geolocation services (such as address lookup and mapping-related workflows). This can significantly improve location-based operations for field teams and customers.

  • Use cases: accurate address capture, better dispatch workflows, fewer incorrect addresses
  • Example: use address lookup to reduce failed visits caused by incorrect or incomplete addresses

Learn more: Google Maps API Integration

Google Reviews

Integrate Google Reviews into your customer portal to showcase testimonials and make it easy for customers to leave new reviews. This boosts credibility and improves conversion by displaying real feedback where prospects and customers can see it.

  • Use cases: social proof, higher conversion, review collection
  • Example: show your Google rating in the portal and prompt customers after job completion

Learn more: Google Reviews Customer Portal Integration. –  Customer Portal Google Reviews

Facebook App (Page & Messenger)

Connect OctopusPro to your Facebook Page and Messenger to support customer communication and social engagement. This can help streamline inbound inquiries and create a smoother booking experience from your Facebook business presence.

  • Use cases: inquiry handling, customer messaging, social lead capture
  • Example: route Facebook inquiries into your lead pipeline for follow-up

Learn more: Facebook Integration

GCM / FCM Push Notifications (Branded App only)

Required only if you have a branded mobile app from OctopusPro. These services enable push notifications for Android and iOS devices. In most cases, this configuration is handled by OctopusPro’s team unless you are instructed otherwise.

Open API and Webhooks Overview

Open API (Custom Integrations)

OctopusPro provides an Open API so you can connect your account to external systems and build custom workflows. This is ideal if you need deeper automation than standard integrations, or if you want to integrate with internal tools.

What you can use the Open API for

  • Sync data between OctopusPro and your CRM/ERP (customers, users, invoices, payments, quotes, inquiries)
  • Create dashboards & reporting in BI tools (Power BI, Looker, Tableau) using OctopusPro data
  • Build custom portals or apps that interact with OctopusPro
  • Automate back-office workflows (create/update records programmatically, validate data, reduce manual entry)

How API access works (high level)

  • You generate an API Key in your OctopusPro account.
  • Your external system uses the API Key to authenticate API requests.
  • You can pair the Open API with webhooks for real-time updates (instead of polling).

Webhook Management (Real-Time Event Notifications)

Webhooks allow OctopusPro to send an event notification to your server whenever something happens in your account (e.g., booking created, invoice updated, payment approved).

Why webhooks are useful

  • Real-time automation: trigger actions instantly when an event occurs
  • Less polling: your system does not need to constantly “check” for changes
  • Reliable integrations: keep external tools synced automatically

Common webhook automation examples

  • Bookings: when a booking is created, create a matching job card in your internal system
  • Payments: when a payment is approved, mark the invoice as paid in your finance tool
  • Customers: when a new customer is created, add them to your CRM pipeline and email list
  • Quotes: when a quote is updated, notify your sales team in Slack/Teams
  • Communications: when a call is missed, automatically create a callback task

How to Generate an API Key

  1. Go to Settings → API & Webhooks Integrations.
  2. In API Key Management, click Generate API Key.
  3. Enter a clear API Key Name (example: “Mobile App Integration” or “Data Warehouse Sync”).
  4. Click Generate API Key to create it.

Tip: Use one API key per integration/system, so you can rotate or disable access without affecting other integrations.

How to Add a Webhook Endpoint

  1. Go to Settings → API & Webhooks Integrations.
  2. In Webhook Management, click Add Webhook.
  3. Enter a Webhook Name (example: “Order Notifications”).
  4. Enter your Webhook URL (example: https://your-domain.com/webhook).
  5. Under Event Types to Subscribe, select the events you want OctopusPro to send to this URL.
  6. Leave Active (webhook will receive events) enabled, then click Add Webhook.

Tip: You can use the search box to quickly find event types by name, category, or description, and you can use Select All Visible to subscribe to everything currently shown by your search/filter.

Webhook Event Types (All Available Events + Examples)

When creating a webhook, you can subscribe to more than 32 event types. Below is the complete list, grouped by category, with practical examples of how each event is commonly used.

Appointment Events

  • Appointment Status Change (APPOINTMENT) — Triggered when an appointment status changes.
    Example: If an appointment moves to “Confirmed”, automatically notify a technician or update a calendar entry.
  • Fieldworker Arrived (APPOINTMENT) — Triggered when a fieldworker arrives at the appointment location.
    Example: Send an “arrival” SMS/email to the customer, or start an internal SLA timer.

Booking Events

  • Booking Created (BOOKING) — Triggered when a new booking is created.
    Example: Create a job record in your ERP, or send the customer into an onboarding workflow in your CRM.
  • Booking Deleted (BOOKING) — Triggered when a booking is deleted.
    Example: Remove/cancel a related task in your external dispatch system.
  • Booking Updated (BOOKING) — Triggered when a booking is updated.
    Example: If the schedule/time changes, automatically update external calendars and notify the assigned team.

Communication Events

  • Call Made (COMMUNICATION) — Triggered when a call is made.
    Example: Log outbound calls in a CRM timeline for reporting and follow-up tracking.
  • Call Missed (COMMUNICATION) — Triggered when a call is missed.
    Example: Create a “Call Back” task and assign it to the appropriate staff member.
  • Call Received (COMMUNICATION) — Triggered when a call is received.
    Example: Record inbound call activity, or trigger an auto-tag in your helpdesk/CRM.
  • SMS Received (COMMUNICATION) — Triggered when an SMS is received.
    Example: Automatically create a ticket or attach the message to the customer record in an external system.
  • Whatsapp Message Received (COMMUNICATION) — Triggered when a WhatsApp message is received.
    Example: Route the message into your support inbox, or notify a team channel.

Complaint Events

  • Complaint Created (COMPLAINT) — Triggered when a new complaint is created.
    Example: Open a case in your support platform and escalate to a manager automatically.
  • Complaint Deleted (COMPLAINT) — Triggered when a complaint is deleted.
    Example: Close/remove linked tickets in external systems (where appropriate).
  • Complaint Updated (COMPLAINT) — Triggered when a complaint is updated.
    Example: Notify stakeholders when a complaint status changes (e.g., “In Progress” to “Resolved”).

Customer Events

  • Customer Created (CUSTOMER) — Triggered when a new customer is created.
    Example: Create a CRM contact, start a welcome sequence, or apply segmentation tags.
  • Customer Deleted (CUSTOMER) — Triggered when a customer is deleted.
    Example: Remove the customer from external lists/systems to keep data aligned.
  • Customer Updated (CUSTOMER) — Triggered when customer information is updated.
    Example: Sync updated contact details (phone/email/address) to your CRM or marketing platform.

Inquiry Events

  • Inquiry Created (INQUIRY) — Triggered when a new inquiry is created.
    Example: Create a lead in your CRM and assign it to a sales rep based on location/service type.
  • Inquiry Deleted (INQUIRY) — Triggered when an inquiry is deleted.
    Example: Remove the related lead record or mark it as invalid in your CRM.
  • Inquiry Updated (INQUIRY) — Triggered when an inquiry is updated.
    Example: Notify sales when inquiry details change (budget, service, preferred date/time).

Invoice Events

  • Invoice Created (INVOICE) — Triggered when a new invoice is created.
    Example: Sync the invoice into accounting software or notify finance for review.
  • Invoice Deleted (INVOICE) — Triggered when an invoice is deleted.
    Example: Remove the corresponding invoice record from your external finance system.
  • Invoice Updated (INVOICE) — Triggered when an invoice is updated.
    Example: Sync updated totals, taxes, or line items to accounting/BI dashboards.

Payment Events

  • Payment Approved (PAYMENT) — Triggered when a payment is approved.
    Example: Mark an invoice as paid in your accounting tool, or release work/dispatch steps that require payment confirmation.
  • Payment Created (PAYMENT) — Triggered when a new payment is created.
    Example: Record the payment attempt in a finance dashboard or start a reconciliation workflow.
  • Payment Refunded (PAYMENT) — Triggered when a payment is refunded.
    Example: Update accounting records and notify the customer success team.
  • Payment Rejected (PAYMENT) — Triggered when a payment is rejected.
    Example: Notify the customer to retry payment, and alert staff to follow up if needed.

Quote Events

  • Quote Created (QUOTE) — Triggered when a new quote is created.
    Example: Notify sales, add the opportunity to a pipeline, or trigger an email sequence.
  • Quote Deleted (QUOTE) — Triggered when a quote is deleted.
    Example: Remove or archive the related opportunity in your external CRM.
  • Quote Updated (QUOTE) — Triggered when a quote is updated.
    Example: If price/items change, notify the customer success team or update your margin reporting.

User Events

  • User Created (USER) — Triggered when a new user is created.
    Example: Automatically provision access in an external system or add the user to onboarding tasks.
  • User Deleted (USER) — Triggered when a user is deleted.
    Example: Deprovision external accounts and remove access to connected tools.
  • User Updated (USER) — Triggered when user information is updated.
    Example: Sync role/contact changes to identity tools, permissions, or internal directories.

Best Practices & Troubleshooting

Security best practices

  • Keep credentials secure: never publish API keys or webhook endpoints publicly.
  • Use HTTPS: always use secure URLs (TLS/SSL) for webhook endpoints.
  • Use separate API keys per integration: makes access management and rotation easier.
  • Disable what you don’t need: subscribe only to event types your integration actually uses.

Reliability tips

  • Return a quick success response from your webhook endpoint to avoid timeouts.
  • Log incoming events so you can audit and troubleshoot issues.
  • Handle duplicates safely: design your workflow so receiving the same event twice doesn’t break your system.

When something doesn’t work

  • Confirm the Webhook URL is correct and publicly reachable.
  • Confirm the webhook is set to Active.
  • Confirm you subscribed to the correct event types.
  • Check firewall/security rules on your server (allow incoming requests from webhook traffic).
  • If issues persist, contact OctopusPro Support and provide your webhook name, URL, and the event types you selected.

Other integrations available in other settings pages

Depending on your account configuration, you may also find additional integrations in other areas of OctopusPro, including:

With OctopusPro’s built-in integrations, Open API, and webhooks, you can automate workflows, sync data across platforms, and build real-time operational systems around bookings, customers, invoicing, payments, and communications—without manual admin work.

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