How Salesforce works with Protiv: Complete Integration Guide

Salesforce remains the main place where your team manages jobs and field activity. Protiv uses the synchronized information to create job records, calculate labor performance, and track ProPays.

1. How the Integration Works

The general workflow is:

1. A job or project becomes eligible in Salesforce, normally when its Opportunity or Program is marked Closed Won.
2. Salesforce sends the related job, customer, work, employee, scheduling, and time information to Protiv.
3. Protiv organizes the work into jobs and milestones.
4. Employee hours are connected to the appropriate work.
5. Protiv combines those hours with available wage information to calculate labor costs.
6. ProPay progress and projected bonuses update as work is completed.

Your team continues managing daily field activity in Salesforce. Protiv reflects that activity for incentive and performance tracking.

2. What Information Appears in Protiv?

The exact fields included may vary because Salesforce accounts can be configured differently.

3. Jobs

Jobs usually originate from Salesforce Opportunities or Programs that meet the agreed synchronization criteria.

For most organizations, an Opportunity must be marked Closed Won before it appears as a job in Protiv. Open opportunities may not appear.

A synchronized job may include:

• Customer and property information
• Job name and identifying number
• Important dates
• Work Orders and line items
• Assigned crews
• Contract or service information

4. Employees and Crew Members

Employee, user, and crew-resource records from Salesforce may appear on the People page in Protiv.

Protiv uses an employee identifier to connect the Salesforce employee with the same employee in the connected payroll system. This connection is especially important for wage and labor-budget calculations.

Customer contacts and other external contacts should not appear as field employees when they are correctly identified in Salesforce.

5. Wages

Wages used for labor calculations come from the connected payroll system, such as Paycom, rather than from Salesforce time entries.

Protiv matches the wage to the employee using their employee identifier.

Hourly employees must have:

• A valid matching employee ID
• An available hourly wage
• A valid time entry connected to the work

Salaried employees may not be included in hourly labor-budget calculations.

6. Labor Budgets

For this integration, the milestone labor budget is calculated using:

Protiv completes this calculation for each employee who worked on the milestone and combines the results.

Example

Two employees work on a milestone:

• Employee A: 5 hours × $20 per hour = $100
• Employee B: 3 hours × $25 per hour = $75

The calculated labor amount for the milestone is $175.

Both the Salesforce integration and the payroll integration must be active for this calculation to work correctly.

7. Milestones and Tasks

Salesforce Work Orders become milestones in Protiv.

A milestone represents a specific part of the job that can be scheduled, assigned, and tracked separately.

Work Order line items become tasks under the milestone. Their values may be combined to create the milestone’s contract value.

Example

A job may contain separate Work Orders for:

• Site preparation
• Installation
• Final inspection

Each Work Order can appear as its own milestone in Protiv, allowing progress and labor performance to be reviewed separately.

8. ProPays

Protiv uses the synchronized job, milestone, employee, time, wage, and service information to calculate ProPays.

Depending on how your integration is configured, ProPay progress may be based on:

• Completed units of work
• Milestone completion
• Labor performance
• Other rules established during implementation

ProPay settings, eligibility rules, approvals, penalties, and final payouts are managed in Protiv.

The source job and field information used by the ProPay should still be corrected in Salesforce.

9. What Should Be Managed in Each System?

a. Manage in Salesforce

• Opportunities and Programs
• Customers and properties
• Work Orders
• Work Order line items
• Service Appointments
• Employees and crew resources
• Crew assignments
• Divisions and office locations
• Field time entries
• Job and field-operation corrections

b. Manage in Protiv

• ProPay review and approval
• Employee eligibility for incentives
• Incentive rules
• Disqualifiers and penalties
• Bonus distribution
• Statements and payouts
• Protiv-specific reporting

Source-of-truth rule: When synchronized information is incorrect, update it in Salesforce first. Changes made only in Protiv are not sent back to Salesforce.