What the integration does
Creates RAMS automatically: a new Simpro job creates a matching RAMS in HandsHQ, pre-filled with job details.
Sends approved PDFs back to Simpro: once a RAMS is approved, the PDF is attached to the job in Simpro.
Lets you control which jobs trigger a RAMS: using status codes or custom fields in Simpro, per job type.
Supports multiple divisions: different job types can go to different HandsHQ divisions, even from the same Simpro company.
Supports generic RAMS for repeat work: instead of creating a new RAMS every time, attach an existing pre-approved one automatically.
Who can use the Simpro integration?
Available on Medium Teams, Large Teams, and Enterprise plans.
The integration is only enabled by request, as it requires back-end configuration.
You'll need admin permission in HandsHQ and Simpro to set up a connection.
Requires use of the Approvals feature in HandsHQ.
Set up the integration
You will need a Simpro login with admin permission and Division/Account admin permission in HandsHQ.
Contact your customer success manager or the support chat, and:
Request them to enable the feature
Send us your Simpro build URL (ie the link you use to log in to your Simpro account)
e.g handshq.simprosuite.com
In HandsHQ, go to Settings → API & Integrations → Integrate with Simpro.
Sign in to Simpro - you will see a consent screen.
Choose Yes to allow the connection
When connected, you will see a confirmation screen similar to the one below.
5. Once connected, your account manager sets up which Simpro job types feed into which HandsHQ divisions. You don't need to do this yourself, just let them know how you'd like it split.
Note: You can connect more than one Simpro company, or even more than one Simpro account, to a single HandsHQ account. Each one can be set up independently.
Field mapping
By default, only the RAMS name will be pre-populated from the Simpro job information.
To maximise pre-filling, your HandsHQ account manager can map Simpro job fields to HandsHQ RAMS fields. Typical mappings include:
customer name
site address
dates
and other key job details.
💡 Contact your customer success manager to set up the field mapping - we need to set this up on the back end for you
Job types supported
The integration supports the following Simpro job types, each configurable independently:
Service jobs
Prepaid jobs
Project jobs
Recurring jobs
Maintenance planner jobs
Note: for maintenance planner jobs, you'll need to set an initial status code in your Simpro account so we can identify jobs of this type. Your account manager can guide you through this.
Bespoke RAMS vs. Generic RAMS
Every Simpro job type (Service, Prepaid, Project, Recurring, Maintenance planner) is set to one of two workflows.
| Bespoke RAMS | Generic RAMS |
How it works | A new RAMS is created and approved for each job | A pre-approved RAMS from your library is attached automatically |
Best for | One-off or large project jobs | Repeat, predictable maintenance work |
How Bespoke RAMS work
In Simpro | What happens in HandsHQ |
Job created | A new RAMS is created, pre-filled |
Job updated | The linked RAMS updates |
Job deleted | The link is removed (the RAMS itself stays) |
RAMS approved | The PDF is sent to the Simpro job |
New RAMS version approved | The old PDF is swapped for the new one |
Requires the Approvals feature: approving a RAMS is what triggers the PDF being sent to Simpro.
Filling in job details: By default only the RAMS name is pre-filled. Ask your CSM to map more Simpro fields (customer name, site address, dates, etc.) to HandsHQ fields. Changing a mapping only affects RAMS created after the change.
Custom triggers (optional): Instead of creating a RAMS for every job, you can set a rule so a RAMS is only created when a job hits a specific status (e.g. "Employee Scheduled") or a custom field matches a value (e.g. "RAMS required = Yes"). Ask your account manager to set this up per job type.
Matching jobs to RAMS: Each job type uses one identifier to decide whether to create a new RAMS or update an existing one:
Job - every job gets its own RAMS (most common)
Site - all jobs at the same site share one RAMS
Site + Asset Type - jobs at the same site with matching asset types share one RAMS
How Generic RAMS work
For any job type set to Generic, a pre-approved RAMS from your HandsHQ library is attached automatically.
Good cases for generic RAMS:
Predictable, repeated maintenance or service visits
One document written once and reused, rather than per job
Reviewed periodically (e.g. annually) and signed off by the team
Matching a job to the right RAMS:
Whole job type: the same RAMS (or set of RAMS) attached to every job of that type
Cost centre: matches the job's cost centres to the mapped RAMS (a job can pull in more than one)
Asset type: matches based on asset types on the job's cost centre (not the site)
Example: a job that uses "Fire alarm" asset type, automatically gets the "Fire alarm inspection and testing" RAMS attached to it.
Good to know:
Only the currently approved version attaches. The document itself is never changed per job.
A job can have more than one generic RAMS.
Approving a new version only affects future attachments, jobs that already have the old PDF aren't updated retroactively.
Every attachment is logged as an activity trail entry, for compliance.
Before this can be set up, you'll need:
An existing, approved bank of generic RAMS in HandsHQ
A matching rule agreed with your CSM (whole job type / cost centre / asset type)
Setup happens on a call with your CSM, since every Simpro account is different.
Multiple divisions
You're not limited to one HandsHQ division. For example:
One Simpro company, with service jobs going to Division A and project jobs to Division B
Several Simpro companies, each feeding into their own division
Several Simpro accounts, all connected to one HandsHQ account, each mapped independently
This is set up per job type by your account manager.
Troubleshooting
No RAMS created when a job is added
Make sure your Simpro authentication is active (go to Settings → API & Integrations)
Check the Simpro company to HandsHQ division mapping.
Fields not pre-filling
Field names may have changed in Simpro. Ask your account manager to review the mapping.
Approved PDF not appearing in Simpro
Confirm the RAMS status is Approved in HandsHQ.
Ask your account manager to check that Approvals are enabled for your account.
Support
If you need help with mapping, setup or behaviour that is not listed here, contact your HandsHQ account manager via the chat or email.