Quickbase Integration
The Quickbase integration turns each new NZ Leads lead into a record in a Quickbase table you choose. You decide which Quickbase field receives each lead value, so the records land in your table the way your team already uses it.
Quickbase can also be your scheduler: the voice agent and AI text conversations can book appointments straight into your own Quickbase appointments table. See Book appointments in Quickbase.
What gets synced
You map each of these lead values to a field in your Quickbase table:
- Full name
- First name
- Last name
- Phone
- Street address
- City
- Postal code
- Lead details and first message
- Conversation link
- Source name
- Lead ID
- Call summary, Call recording link, and Call transcript (only for voice agent calls)
Values you don’t map are not sent.
Record updates
NZ Leads creates a new Quickbase record for each new lead. Later updates for the same lead, such as contact info being found, interest being confirmed, or a call finishing, update that same record instead of creating a duplicate.
Empty lead values are not sent, so an update never blanks data that is already in the record.
Connect Quickbase
Get a Quickbase user token
In Quickbase, click your name in the top right, open My Preferences, and click Manage my user tokens for your realm. Use an existing token or click + New user token. The token must be assigned to the Quickbase app that holds the table.
Open the integration
In NZ Leads, open the source settings (or the voice agent) and go to Integrations > CRM > Quickbase.
Enter the table and token
Open the table in Quickbase and copy the browser URL, then paste it as the Quickbase table link. NZ Leads reads the realm and table ID from it. You can instead enter the realm hostname (for example yourcompany.quickbase.com) and the table ID. Then paste your Quickbase user token.
Load and map the fields
Click Load fields. NZ Leads reads the fields of your table. Next to each lead value, pick the Quickbase field it should go to.
Formula, lookup, and summary fields and the Record ID field can’t be written, so they aren’t listed. Map every field your table requires, or Quickbase rejects the new record.
Save and enable
Click Save, then turn Enabled on. Leads only start syncing after the integration is enabled.
Lead filters
These options control when NZ Leads sends a lead to Quickbase:
- Create lead in CRM only when contact info is received - Quickbase only receives leads with a phone number or email.
- Create only new leads - existing leads are skipped.
- Notify this integration only after the AI determines the lead is interested - the record is created only after the AI confirms the lead’s interest. It requires the AI Assistant with Short or Long Conversation, and it can’t be turned on together with either of the two options above.
- Notify only for MESSAGE type leads - shown on Google Local Services sources. Phone calls and bookings are not sent to Quickbase, only messages.
Troubleshooting
- The token is rejected: copy the user token again and confirm it is assigned to the app that holds the table.
- No fields appear after Load fields: check the table link, or the realm hostname and table ID, and confirm the token’s app contains that table.
- Records are not created: confirm Enabled is on, every required Quickbase field is mapped, and the lead filters are not excluding the lead.
- A field rejects a value: map that lead value to a Quickbase field whose type accepts it, for example a text field for Lead details and first message.
The latest integration error, such as an invalid token or a field that rejects a value, is shown on the integration card.
Book appointments in Quickbase
The voice agent and AI text conversations can check open times in your Quickbase appointments table and book new appointments straight into it.
Where to set it up
- Voice agent: go to Voice Agent → Voice Agents → open an agent → Scheduling tab, and choose Quickbase as the Scheduling Service. See Scheduling Integrations.
- AI text conversations: in the source’s Messaging Settings, open the AI Assistant’s Appointment Scheduling panel and choose Quickbase as the scheduling service. See Appointment Scheduling.
Connect the appointments table
Copy the table link
Open your appointments table in Quickbase and copy the browser URL. Paste it as the Appointments table link.
Paste a user token
Get a Quickbase user token the same way as for the CRM integration: click your name, open My Preferences, and click Manage my user tokens. The token must be assigned to the Quickbase app that holds the appointments table. Paste it as the User token.
Click Connect
Click Connect. NZ Leads reads the fields of your table and picks them automatically:
- Appointment start - a Date / Time field, or a Date field plus a Time of Day field.
- Appointment end (a Date / Time field) or appointment length (a Duration field, or a Numeric field in minutes).
- Status field.
- Customer name, phone, email, address, and notes fields.
A short summary shows what was picked. Click Edit to change any of it.
Set the appointment length and working hours
- Appointment length (minutes) - default 60. Used for new bookings, and for existing appointments that have no end or length.
- Working Hours - new setups start with weekdays, 8:00 AM to 5:00 PM. Change them to match your business.
Open times are your working hours minus the appointments already in the table.
Advanced options
All of these are optional:
- Statuses that free the time slot - appointments with these statuses don’t block time. Default: “Canceled”.
- Status for new bookings - the status written on each new appointment.
- Status when cancelled - the status written when a booking is cancelled. If empty, the cancelled booking’s record is deleted.
- Technician field and a value to book for - only that technician’s appointments block time, and new bookings get that value.
- Appointments at the same time - how many appointments can overlap, for example the number of crews.
- Buffer between appointments (minutes) - free time kept before and after each appointment.
- Customer details - which table fields receive the details the customer gives.
- Scheduling instructions - optional extra rules for the agent.
Test the connection
- Voice agent: click Test & preview open times. It shows how many existing appointments were found and the next open times.
- AI text conversations: click Validate Connection.
How booking works
- The agent offers only open times.
- Right before booking, it checks the time again, so a double booking is refused.
- It writes the appointment to your table with the customer’s details.
- It can cancel the appointment.
An appointment that has a date but no time blocks that whole day.
Questions about the Quickbase integration? Email support@nzleads.com.