SoTrustworthy syncs new customer data instantly in real-time for native software integrations like Jobber and HubSpot, as well as Zapier webhooks. Manual CSV uploads process immediately upon submission, while individual contacts added manually appear in your dashboard within seconds. While the customer record syncs instantly, your actual SMS review requests are delivered based on the custom delays, quiet hours, and request throttling rules you set in your account.
Sync Frequencies by Integration Method
How fast a customer record enters your SoTrustworthy account depends on how your field service software or CRM connects to our platform. Here is the exact breakdown for each connection method:
1. Jobber (Real-Time Instant Sync)
When you connect Jobber, SoTrustworthy listens for real-time webhooks sent directly from Jobber's servers.
- Trigger Events: You can configure SoTrustworthy to sync a customer when a job is marked "Completed" or when an invoice is marked "Paid."
- Sync Speed: Less than 5 seconds after you tap "Complete" on the Jobber mobile app or desktop dashboard, the customer's contact details appear in SoTrustworthy.
2. HubSpot (Real-Time Instant Sync)
Our native HubSpot integration uses real-time API webhooks to monitor deal stages and contact updates.
- Trigger Events: Syncs trigger automatically when a deal moves to "Closed Won" or when a contact reaches a specific lifecycle stage you select during setup.
- Sync Speed: Instant. As soon as a deal stage updates in HubSpot, SoTrustworthy captures the customer name, mobile phone number, and job details.
3. Zapier & Custom Webhooks (Real-Time Instant Sync)
If you use software without a direct native integration (like Housecall Pro, ServiceTitan, or QuickBooks Online via Zapier), Zapier pushes event data immediately.
- Trigger Events: Zap triggers based on your field service app's "Job Completed" or "Invoice Paid" action.
- Sync Speed: Instant to under 1 minute, depending on your Zapier account tier.
4. CSV / Excel Spreadsheet Uploads (Immediate Processing)
If you prefer to upload lists manually, you can drag and drop CSV files directly into SoTrustworthy.
- Processing Speed: Instant for small files (under 100 rows). Large lists with thousands of contacts process within 1 to 2 minutes.
5. Manual Single Contact Entry (Instant)
Adding a customer directly inside the SoTrustworthy dashboard takes seconds. The moment you click "Save," the contact is active in your pipeline.
What Happens Behind the Scenes During Every Sync
Syncing customer data isn't just about moving phone numbers from point A to point B. The moment a new contact syncs into SoTrustworthy, our engine automatically runs four critical checks to keep your account safe, compliant, and optimized for maximum review conversion.
[ New Customer Synced ]
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1. Deduplication Filter (Blocks duplicate requests within 60-90 days)
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2. Phone & Consent Check (Filters landlines, verifies SMS-capability, honors STOP history)
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3. Compliance Guardrail (Enforces non-gating rules per Google policy)
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4. Smart Queue & Throttling (Applies delays, quiet hours, and daily SMS safety limits)
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[ SMS Review Request Delivered ]
1. Automatic Deduplication
If an existing customer hires you twice in two weeks (e.g., a plumber clearing a drain line and coming back to fix a faucet), you do not want to spam them with back-to-back review links. SoTrustworthy automatically checks your history and prevents repeat review requests within your defined cool-down window (default is 60 to 90 days).
2. Phone Number Validation & Opt-Out Checks
SoTrustworthy inspects every incoming phone number to ensure it is mobile-capable and can receive text messages. If a customer previously replied "STOP" or opted out of automated texts from your business, our system flags the record instantly and blocks future outgoing messages to remain fully compliant with TCPA regulations.
3. Google Policy & No Review Gating Verification
To protect your business from Google profile suspensions, SoTrustworthy maintains strict compliance with Google's review policies. We do not perform "review gating"—meaning every synced customer receives an unbiased request with a direct pathway to leave a rating on your Google Business Profile, regardless of how happy or unhappy they might be.
4. Smart Delay and Throttling Placement
Once verified, the customer enters your sending queue. Rather than blasting an SMS the exact millisecond a tech completes a job, SoTrustworthy places the request into a scheduled delivery slot based on your preferred automation delays.
Understanding the Difference Between "Sync Speed" and "Sending Speed"
A common point of confusion for local business owners is why a customer synced instantly at 2:15 PM, but the text message wasn't sent until 4:15 PM.
Sync speed refers to data movement, while sending speed refers to message delivery timing. SoTrustworthy intentionally separates these two steps for three important business reasons:
- Job Completion Delays: Asking for a review the second a job is completed in your CRM often results in sending texts while your technician is still standing in the customer's driveway packing up tools. Setting a 1-to-2-hour delay gives the customer time to inspect your work and get back to their day.
- Quiet Hours Protection: If your technician finishes paperwork or closes invoices at 10:00 PM, sending an automated text late at night damages your customer relationships and triggers carrier spam flags. SoTrustworthy holds synced records overnight and automatically dispatches review requests the following morning during normal operating hours.
- Review Throttling (Carrier & Google Protection): If you upload a bulk batch of 200 past customers or complete 30 jobs in a single afternoon, sending 200 text messages at once can trigger wireless carrier blocklists under A2P 10DLC regulations. Furthermore, getting 50 Google reviews in 10 minutes can trigger Google's automated spam algorithms to remove reviews. SoTrustworthy throttles outgoing requests, spacing them out naturally throughout the business day.
Sync Capabilities Across SoTrustworthy Plans
All SoTrustworthy plans—including our free 14-day trial—include real-time syncing capabilities. Here is how customer syncing functions across our plan tiers:
- 14-Day Free Trial: Access full real-time syncing for Jobber, HubSpot, Zapier, and manual CSV imports. Test real-time triggers with live customer workflows with zero restrictions.
- Starter Plan: Includes instant CSV file imports, manual single-entry syncs, and Zapier webhook syncing. Built for small teams managing up to 100 review requests per month.
- Growth Plan: Unlocks full native real-time integration triggers for Jobber and HubSpot, along with automated deduplication, custom hour delays, and carrier throttling.
- Pro Plan: Includes multi-location CRM syncing, priority webhook processing, custom API access for proprietary software, and advanced multi-tech routing rules.
Troubleshooting Sync Delays
If you completed a job in Jobber or HubSpot and do not see the customer in your SoTrustworthy dashboard, check the following common issues:
- Unsaved Job Status: Ensure the job was formally marked as "Completed" or "Paid." Draft invoices or open estimates will not trigger a sync.
- Missing Phone Numbers: SoTrustworthy requires a valid phone number to create a contact record for our SMS-first workflow. If a job only contains an email address, the sync will be flagged in your integration logs.
- Landline Detection: If the phone number listed in your CRM is a landline, SoTrustworthy filters it out automatically during the sync process to save your monthly message credits.
- Re-Authentication Required: CRM security tokens periodically expire. If syncing stops completely, navigate to Settings > Integrations in your SoTrustworthy dashboard and click "Reconnect."
Next Steps
- [Check Integration Settings]: Verify that your Jobber or HubSpot webhook triggers are set to your preferred event (Job Completed vs. Invoice Paid).
- [Adjust Request Delays]: Set your custom delay timer (e.g., 1 hour after sync) in your Automation Settings to match your business workflow.
- [Run a Test Sync]: Create a dummy job in your CRM using your personal mobile number, mark it complete, and check your SoTrustworthy Activity Log to see real-time syncing in action.
Ask every customer for a review—without review gating.
SoTrustworthy sends a compliant, perfectly-timed review request to every customer after the job — no filtering, no gating, just more honest 5-star reviews on Google.
