Client Goal:
Automatically generate a personalized service agreement (via Jotform) whenever a new appointment is booked through Square — so the technician can present it on-site without manual prep.
🐜 The Problem
For this pest control company, managing appointment bookings and manually preparing service agreements was time-consuming and error-prone. Staff had to:
- Cross-check appointment info
- Fill out service agreement forms by hand or email
- Print or send them to field techs manually
⚙️ The Automated Workflow
This automation bridges Square with Jotform and Google Sheets, removing all manual friction from new appointment processing:
- Trigger (Square):
When a new appointment is booked. - Find Service (Square):
Fetches the specific pest control service type. - Date Formatter (Zapier):
Standardizes the appointment date/time for downstream use. - AI by Zapier:
Parses appointment data and helps generate structured inputs for Jotform. - Google Sheets Logging:
Saves all appointment + service data for internal records and tracking. - Customer Update (Square):
Adds notes or updates client details if needed.
📄 What It Enables
- Auto-generated agreements with no manual prep
- Real-time data sync between Square bookings and Jotform
- Field-ready contracts accessible from mobile
- Centralized recordkeeping in Google Sheets
🛠️ Tools Used
- Square Appointments
- Formatter by Zapier
- AI by Zapier
- Google Sheets
- Jotform (Prefill)
- Zapier Automation Paths
🔄 Workflow Snapshot
📈 Results & ROI
- Saved ~15 mins per booking
- Eliminated manual form prep
- Improved technician professionalism
- Enabled real-time, paperless workflow
✅ Outcome
The client now enjoys a streamlined, automated process from booking to on-site delivery — giving their field techs everything they need without office staff intervention.
BAEZ TECH SOLUTIONS 
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