Summary
The native HandsHQ - Simpro integration enables you to connect the two systems without any coding or external software providers. The integration provides:
Automatic RAMS creation
When a new job is created in Simpro, a matching RAMS is created in HandsHQ with project details pre-filled.
Automatic upload to Simpro on approval
When a RAMS is approved, a PDF is uploaded to the related Simpro job so everyone sees the latest approved version.
Configurable trigger logic
Control which jobs trigger RAMS creation and updates - using Simpro status codes or custom fields, configured per job type.
Built for maintenance and multi-site work
When multiple Simpro jobs relate to the same site, they can all update a single shared RAMS in HandsHQ - reducing duplication and keeping you compliant across repeat visits.
Who can use the Simpro integration?
Available to Medium Teams, Large Teams and Enterprise plans.
The features needs to be manually enabled by your CSM first
You need Division admin permission or higher to connect Simpro.
Limitations & considerations:
The integration is only enabled by request, as it requires back-end configuration
Divisions: currently, we can only integrate ONE HandsHQ division to one Simpro account - meaning you can only sync jobs from Simpro to create RAMS in one HHQ division.
We are currently exploring options to enable multi-division integrations
Approvals: The approval sync requires use of the Approvals feature in HandsHQ.
Set up the integration
You will need a Simpro login 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.
Select Integrate with Simpro.
If prompted, sign in to Simpro. You will see a consent screen.
Choose Yes to allow the connection.
If you have multiple companies in Simpro, choose which Simpro company should connect to which HandsHQ division. Jobs from that company will create RAMS in the division you select.
When connected, you will see a confirmation screen similar to the one below.
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
How syncing works
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.
Default behaviour
Unless custom triggers are configured, the integration works as follows for each job type:
Job created in Simpro → a RAMS is created in HandsHQ with job details pre-filled.
Job updated in Simpro → the linked RAMS updates in HandsHQ.
Job deleted in Simpro → the link to the RAMS is removed. The RAMS remains in HandsHQ.
RAMS approved in HandsHQ → a PDF is sent to Simpro and attached to the same job.
New RAMS version created → the latest PDF replaces the previous attachment in Simpro.
💡You need to use the Approvals feature to send approved PDFs back to Simpro. The Approval triggers the PDF to be sent to Simpro.
Configurable triggers (optional)
Instead of creating a RAMS for every job, your account manager can configure specific triggers per job type. Triggers fire when a job meets a certain condition in Simpro:
Status code - when a job moves to a specific status (e.g. "Employee Scheduled")
Custom field - when a custom field on a Simpro job matches a specific value (e.g. "RAMS required = Yes")
When a trigger fires, a new RAMS is created if one doesn't exist yet, or an existing one is updated.
💡 Contact your account manager to configure trigger logic for your account.
How RAMS are matched to jobs
When a job comes in from Simpro, HandsHQ uses a unique identifier to decide whether to create a new RAMS or update an existing one:
Job - each Simpro job gets its own RAMS. This is the most common setup.
Site - all jobs at the same site share a single RAMS.
Site + Custom Asset Types - jobs at the same site with specific asset types share a RAMS.
Requirements and limits
HandsHQ Approvals feature is required for the PDF upload to Simpro.
One Simpro company maps to one HandsHQ division. You cannot map one Simpro company to multiple HandsHQ divisions, or multiple Simpro companies to the same division.
Only jobs in the connected Simpro company will sync to the selected HandsHQ division.
If you disconnect Simpro at the company level and later reconnect, all trigger and job type configuration will be lost and will need to be reconfigured. Contact your account manager before disconnecting.
RAMS PDFs uploaded from HandsHQ will appear on the corresponding Simpro job in the Attachments section.
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.