How to Connect Yardbook to Kepsio with Zapier (Step-by-Step)

I've used Yardbook since the day I started my business, and I still do. It's a fantastic CRM, but it doesn't have a direct connection to my performance pay software. The fix is Zapier, and it's the same setup I run on my own crews. Once it's on, every job I mark complete in Yardbook shows up in Kepsio automatically, with the crew, the date, and the revenue. No more day sheets, no retyping, and no nightly math.

Setup takes about 15 minutes. Here's exactly how to do it.

How does the Yardbook and Kepsio connection work?

Kepsio doesn't talk to Yardbook directly. Instead, Zapier watches Yardbook for a "Job Completed" event and sends that job's details to Kepsio. Kepsio then finds the crew assigned that day, splits the job's revenue across them, and updates their budgeted hours and bonus, the same as if you'd logged the job by hand.

What do you need before you start?

• A Yardbook account with at least one completed job to test with.
• A Kepsio account with admin access.
• A Zapier account. The "Webhooks by Zapier" step is a premium feature, so you'll need a paid Zapier plan or a trial. I'm on the Zapier Pro plan.
• Your crews assigned in Kepsio on the Today tab for the dates you test with.

Crews need to be assigned on the Today tab for the date of the job.

Step 1: Copy Your Webhook Token

In Kepsio, open Company Settings and scroll to "Yardbook / Zapier Integration." Click the eye icon to reveal your Webhook Token, then the copy icon. Treat it like a password. If it's ever shared by mistake, click Regenerate Token and update your Zap.

Company Settings, Yardbook / Zapier Integration: reveal and copy your token.

Step 2: Start a New Zap with Yardbook as the Trigger

In Zapier, click Create, then Zap. Choose Yardbook as the trigger app and "Job Completed" as the event. Connect your Yardbook account, then click Test trigger. Zapier will pull a real completed job as a sample, and you'll use it in a minute to map the fields.

The trigger: Yardbook, Job Completed.

Step 3: Add the Webhooks by Zapier Action

Click the plus sign to add an action, choose Webhooks by Zapier, and pick the POST event.

Webhooks by Zapier is a premium app, so it needs a paid plan or trial.

Step 4: Fill In the Webhook Settings

• URL: https://kepsio.com/functions/receiveYardbookJob
• Payload Type: json
• Wrap Request In Array: No
• Unflatten: Yes (the default)
• Headers: add one header named exactly X-Webhook-Token and paste your token from Step 1 as its value.

URL and payload type.

The X-Webhook-Token header holds your token.

Step 5: Map the Job Details

In the Data section, type each name on the left and pick the matching item from your Yardbook sample on the right:

• id: the job's ID (required)
• date: the completion date (required)
• labor_revenue: the job's total as a plain number (required)
• crew: the crew name (recommended). It needs to match a crew name in Kepsio.
• employee_id or employee_name: recommended for better matching
• customer_name, notes, work_completed: optional, and shown in your Jobs history
• jobs_completed: type the number 1

Data fields mapped from the Yardbook sample job.

Step 6: Test It

Click Test step. A good result shows success: true. Then open Crews & Jobs, then Jobs, in Kepsio to confirm the job landed on the right crew, date, and revenue.

The job in the Kepsio Jobs ledger.

If something looks off, these are the usual causes:

• skipped: true means nobody was assigned to a crew on that date. Assign the crew on the Today tab, then use Redeliver a Job to send it again.
• Unauthorized means the token is wrong. Re-copy it and check that the header is spelled exactly X-Webhook-Token.
• A job never shows up: check the Zap's task history in Zapier first. If it succeeded there, use Redeliver a Job in Kepsio.

Step 7: Turn the Zap On

Name your Zap and switch it on. From then on, every job marked Completed in Yardbook lands in Kepsio automatically.

Two Things to Know

Zapier checks Yardbook on a schedule, so a job can take a few minutes to arrive after you mark it complete. And crews need to be assigned in Kepsio for that day, because that's how the revenue gets split across the right people.

Want the whole walkthrough on one page?

Download the free PDF guide

What do you get once it's running?

Your crews see their numbers as soon as jobs close out, and you get daily, weekly, and monthly KPIs without lifting a pencil. That's the problem I set out to solve when I stopped doing this on handwritten crew sheets. If you use Yardbook and you're ready to stop doing performance pay by hand, you can set this up in an afternoon.

Start your free trial of Kepsio

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Disclaimer: Kepsio is a software tool to help you track performance and calculate payroll. It is not a legal, tax, or HR service, and nothing in this blog post is legal or wage-compliance advice. Always consult a qualified professional about your specific obligations under federal, state, and local labor laws.