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Enable and use the SalesRabbit connector

This article explains how to connect an XBuild location to SalesRabbit and how to configure the connection. SalesRabbit is where your canvassing team works leads in the field. Connecting it lets XBuild know which SalesRabbit office or team each location belongs to, which SalesRabbit rep is which XBuild team member, and where leads that nobody owns yet should go — so SalesRabbit leads can reach the right people in XBuild without re-typing. You must be logged into XBuild as an Administrator to connect SalesRabbit. Connectors require an XBuild Pro Subscription Plan or greater. SalesRabbit includes API access on its Pro and Enterprise plans.

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Why connect SalesRabbit to XBuild?

  • One office per location: Each XBuild location maps to exactly one SalesRabbit office or team, so every location works only its own leads.
  • Reps matched automatically: SalesRabbit users are matched to XBuild team members by email — no mapping table to maintain.
  • Unassigned leads have a home: Leads with no SalesRabbit owner go to the one location you choose, where your team can claim them.
  • Leads become projects without re-typing: Pick a lead and XBuild fills in the project’s client and address, and hands the project to the rep who owns the lead.
  • Ask the AI Operator (beta): Where the Operator is turned on, it can answer questions from your SalesRabbit leads, such as how many appointments your team set this week. It only reads SalesRabbit and never changes it.

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1. Get Your SalesRabbit API Token

SalesRabbit issues one API token for the whole company. Every XBuild location of your company uses the same token. SalesRabbit comes in two versions, and the token lives in a different place in each. Check the address you sign in at:
  • SalesRabbit (app.salesrabbit.com): sign in as a company administrator, open Company Settings, and copy the API token.
  • SalesRabbit+ (hop.salesrabbit.com): sign in as an Owner or Admin, open Integrations → API Keys, create a key, and copy it. If you don’t see API Keys, ask an Owner or Admin to turn on the Integrations permission for your role.

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2. Connect a Location

  1. Navigate to Settings → Connectors in XBuild and select the location you want to connect.
  2. Select the SalesRabbit connector and click Add connection.
  3. Paste the token into the API token field and click Continue. XBuild checks the token with SalesRabbit before saving anything, and works out whether it belongs to SalesRabbit or SalesRabbit+. Only if neither SalesRabbit nor SalesRabbit+ answers does it ask where you sign in to SalesRabbit — pick app.salesrabbit.com or hop.salesrabbit.com.
  4. Pick the office or team this location corresponds to. Pick the office or team your reps are assigned to in SalesRabbit.
An office or team that is already linked to another XBuild location shows Linked to that location and can’t be picked — each office links to one location. The same goes when an office or team above or below it is linked elsewhere: the picker shows A parent unit is linked to or A sub-unit is linked to that location. To move it, disconnect it from the other location first. Tip: Connecting a multi-location company? Paste the same token at each location and pick a different office or team each time.

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3. Configure the Connection

Once connected, click Configure in the SalesRabbit panel. Make your changes, then click Save.

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Final State for Leads

Choose the SalesRabbit status a lead moves to when its linked XBuild proposal is signed — for example Sold. The list shows your company’s own SalesRabbit statuses. Pick an active status — an inactive one can’t be saved, and XBuild says That SalesRabbit status is inactive. Pick an active one. Leave it on Don’t change the lead’s status if you don’t want XBuild to move leads. On SalesRabbit (app.salesrabbit.com), a lead moves by status name, so the status you pick must be the only active status with that name. If another active status shares it, XBuild won’t save the pick — rename one of the statuses in SalesRabbit, then pick it again.

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Fallback Owner

Choose the location admin who receives ownership when a lead’s SalesRabbit rep has no XBuild match. It defaults to the admin who connected SalesRabbit.

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Unassigned Leads

Leads with no SalesRabbit owner go to exactly one connected location, where your team can claim them by linking — so the same lead can’t be claimed twice. The first location you connect gets them automatically.
  • At the location that gets them, the panel shows This location receives unassigned leads from SalesRabbit.
  • At every other connected location, it shows which location gets them, with a Move them here button. Click it, then Save, and confirm to move them.
When you disconnect the location that gets unassigned leads, the confirmation tells you which location gets them next — only admins see this. XBuild picks the location of your XBuild organization that has been connected to SalesRabbit the longest. If more than one of your organization’s locations is connected, you can pick another from Send them to. Only when no other location of your organization is connected do the leads go to a location of another XBuild organization that uses the same SalesRabbit company — the confirmation then says Unassigned leads will go to another XBuild location.

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Rep Matches

This list shows every active SalesRabbit user in the location’s office or team — or in any office or team under it — and who they are in XBuild:
  • Email match — the SalesRabbit user’s email matches an XBuild member of this location. Email matches are automatic and can’t be changed.
  • Linked — an admin linked this user to an XBuild member by hand. Click Unlink to remove it.
  • Unmatched — XBuild couldn’t find a match, and shows why. Leads owned by an unmatched user fall back to the fallback owner.
For an unmatched user, click Link member and choose the XBuild team member they are. Each XBuild member can be matched to only one SalesRabbit user. When several SalesRabbit users share a member’s email, one of them gets the Email match and the others show Not matched: this XBuild member is already matched to another SalesRabbit user with the same email. Tip: If a rep shows “No XBuild member has this email,” the quickest fix is usually to use the same email in both tools — the match then happens automatically. Once a location is connected, its admins and members can link a SalesRabbit lead to a project. You can start in three places:
  • A new project: Click New project → Import from Connectors → SalesRabbit and pick the lead. XBuild creates the project named after the lead and links it.
  • An existing project: Open the project’s Connectors and select SalesRabbit.
  • Chat: Click the + icon in the chat input and select SalesRabbit.
Which leads you can see and link depends on your role at the location:
  • Admins see every lead owned by a rep in the location’s office or team — or in any office or team under it — plus unassigned leads.
  • Members see only their own leads — the ones owned by the SalesRabbit user they’re matched to in Rep Matches — plus unassigned leads. A member who isn’t matched sees only unassigned leads, and the list says Your XBuild account isn’t linked to a SalesRabbit user. Ask an admin to link you.
  • Limited users can’t link SalesRabbit leads. Ask an admin to link the lead.
Unassigned leads show only at the location that gets them — on SalesRabbit+, they follow their team (see section 6). XBuild checks the same rules again when you link a lead or import its files, from every starting point, so a member can’t turn another rep’s lead into a project. Search by name, phone, email or address. Use the filters to narrow the list:
  • Mine — leads owned by you in SalesRabbit.
  • Office — every lead owned by a rep in the location’s office or team. Only admins have this filter.
  • Unassigned — leads with no SalesRabbit owner. This filter only shows at the location that gets unassigned leads.
Click a lead to go straight to its files. Pick the lead’s photos and documents you want in the project — or none — and click Link lead. Back to leads takes you back to your search. In chat on the mobile app, the button is Sync to Chat, and the lead links when you send your message. When you link a lead, XBuild brings in:
  • The client: The lead’s contact becomes the project’s primary contact. If a contact with the same email or phone already exists in XBuild, XBuild uses it instead of creating a duplicate. If the project already has a different primary contact, XBuild asks whether to make the lead’s contact the primary one.
  • The address: The lead’s address is added to the project if the project doesn’t have one yet.
  • The owner: A project you start from a lead goes to the lead’s SalesRabbit rep — or to the fallback owner when the rep has no XBuild match. Linking a lead to a project that already exists never changes who owns the project.
  • The appointment: If the lead has an upcoming appointment in SalesRabbit, the project gets an Appointment (from SalesRabbit) task at that time, assigned to the project owner, with the usual due-soon reminder. When the project changes owner, the open task goes to the new owner. An appointment that’s already in the past sets the project’s appointment date but doesn’t create a task.
  • The lead’s notes: The notes on the lead appear in the project’s Activity tab, tagged From SalesRabbit. Notes from SalesRabbit can’t be edited in XBuild. Location admins can delete one if it landed on the wrong project.
  • Your photos and documents: The photos you picked land in the project album and the documents in the project’s files. Every file type can be imported. A document that isn’t a PDF gets its document type from its extension — an Xactimate .esx or .csv file, for example. SalesRabbit+ imports only photos and PDFs — see section 6.
Each lead can be linked to only one project. A lead that’s already linked shows Linked, and Open project takes you to the project it’s on. Tip: The linked project shows the lead’s name, owner and address. Click Manage files to bring in more of the lead’s photos and documents later — files already in the project show Imported. Click Change lead to link a different lead instead.

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5. What XBuild Sends Back to SalesRabbit

Your field team sees how their leads turn out without leaving SalesRabbit:
  • A link to the project: When you link a lead, XBuild adds a link to the XBuild project to the lead. If SalesRabbit can’t store it with the lead’s integration details, it’s added as one XBuild project: line in the lead’s notes.
  • The signed proposal: When the project’s proposal is signed, the signed PDF is attached to the lead, named after the proposal. A proposal signed again later — for example after a change order — is attached again. SalesRabbit+ can’t receive files — see section 6.
  • The final state: If you chose a Final State for Leads, the lead moves to that status when the proposal is signed.
  • Your notes: Notes your team logs on the project in XBuild are added to the lead’s notes in SalesRabbit, with the author and date.
  • The project owner: Linking a lead with no SalesRabbit owner gives it one — you, for a new project, or the project’s owner, for an existing one — when that person is matched in Rep Matches. After that, when you change the project’s owner in XBuild, the lead moves to that person in SalesRabbit when they’re matched.
When an owner change can’t be sent, the project says why — for example Not synced to SalesRabbit: Dana has no SalesRabbit match. Match the person in Rep Matches, then change the owner again. XBuild sends nothing else — other files, photos and project updates stay in XBuild.

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6. If Your Company Uses SalesRabbit+

Connecting, linking leads and everything XBuild sends back work the same way on SalesRabbit+, with these differences:
  • No signed PDF on the lead: SalesRabbit+ can’t receive files, so the signed proposal isn’t attached. The project shows Signed PDF not sent: not supported by SalesRabbit+. The lead still moves to your Final State for Leads.
  • Final state names can repeat: SalesRabbit+ moves a lead by the status itself, not its name, so another active status sharing the name doesn’t block your pick.
  • The project link is a note: the link to the XBuild project is added as a note on the lead.
  • Notes: each note on the lead comes in as its own note, and notes your team logs in XBuild are added to the lead as new notes.
  • Appointments: each appointment on the lead gets its own task.
  • Files: only photos and PDFs can be imported. Other files on the lead — a Word document or a text file, for example — show Not supported in the picker and can’t be selected. A file whose name has no extension can still be selected, but if it turns out not to be a photo or PDF it fails to import, and XBuild tells you how many failed, for example 2 selected SalesRabbit files failed to import.
  • Open in SalesRabbit: a linked lead has an Open in SalesRabbit button that opens the lead in SalesRabbit+.
  • Teams and unassigned leads: you pick a team. An unassigned lead keeps its last team, so it shows at the location linked to that team or a team above it. Only a lead with no team, or whose team isn’t linked to any location, goes to the location that gets unassigned leads.

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7. Troubleshooting Common Issues

  • XBuild says your SalesRabbit plan doesn’t include API access. The token is valid, but API access needs SalesRabbit’s Pro plan or higher. Ask SalesRabbit to upgrade the plan, then connect again.
  • XBuild says the token is invalid. Copy the token again from SalesRabbit — make sure you copied the whole value — and paste it. API access requires a SalesRabbit Pro or Enterprise plan.
  • XBuild says “We couldn’t identify your SalesRabbit company right now.” XBuild checked the token but couldn’t tell which SalesRabbit company it belongs to, so the connection wasn’t made. Wait a moment and connect again. If it keeps happening, contact XBuild Support.
  • XBuild says “We couldn’t read your SalesRabbit office and team structure right now.” Another location of your company is already connected, so XBuild checks that the office or team you picked doesn’t sit above or below that location’s — and SalesRabbit didn’t answer. Nothing was saved. Wait a moment and try again.
  • XBuild says “We couldn’t identify this SalesRabbit+ workspace (it has no single top-level team).” XBuild identifies a SalesRabbit+ company by its one top-level team, and this workspace doesn’t have exactly one. The connection wasn’t made, and trying again won’t change that. Contact XBuild Support.
  • The office I need says “Linked to” another location, or that a parent or sub-unit is linked. Each office or team links to one XBuild location, and an office above or below it can’t go to a different location. Disconnect SalesRabbit at the other location, then connect it here.
  • A rep I expected isn’t in Rep Matches. The list shows active users in the location’s office or team and in any office or team under it. Check which office or team the rep is assigned to in SalesRabbit.
  • The SalesRabbit panel says “Reconnect required.” SalesRabbit stopped accepting the saved token — usually because it was regenerated. Paste the new token with Reconnect; your configuration is kept. Every location that uses the same token needs the new one.
  • I can’t find a lead in the list. Admins see leads owned by reps in this location’s office or team, or in any office or team under it; members see only their own leads, and a member who isn’t matched in Rep Matches sees only unassigned leads — ask an admin to match you. Everyone sees unassigned leads at the location that gets them — on SalesRabbit+, at the location linked to the lead’s team or a team above it. Search covers leads updated in SalesRabbit in the last few months — if an older lead is missing, update it in SalesRabbit and search again.
  • XBuild says my final state’s name is shared by more than one active status. This only happens on SalesRabbit, not SalesRabbit+. SalesRabbit moves a lead by status name, so XBuild can’t tell which of those statuses you mean. Rename one of them in SalesRabbit, then pick the final state again. If two active statuses come to share the name after you saved, signed leads aren’t moved until you rename one.
  • A lead’s photo doesn’t show a preview. Previews show for common image types under 15 MB; other files show an icon but import the same way — except on SalesRabbit+, where only photos and PDFs import and other files show Not supported.
  • XBuild says ”… selected SalesRabbit files failed to import.” Those files couldn’t be brought into the project. On SalesRabbit+, only photos and PDFs can be imported — a file whose name has no extension can be selected, but it fails if it isn’t a photo or PDF.
  • A lead says “Linked” but I can’t open the project. The lead is on a project you don’t have access to. Ask the project’s owner or a location admin.
  • A project says “Not synced to SalesRabbit: … has no SalesRabbit match.” The project’s new owner isn’t matched to a SalesRabbit user, so the lead kept its owner. Match them in Rep Matches, then change the owner again.
  • A project says “Not synced to SalesRabbit: SalesRabbit refused the owner change.” SalesRabbit rejected the change, so the lead kept its owner there. Check the lead in SalesRabbit.
  • A project says “Not synced to SalesRabbit: SalesRabbit couldn’t be reached.” XBuild kept retrying but couldn’t send the owner change, so the lead kept its owner in SalesRabbit. Check that the SalesRabbit panel doesn’t say Reconnect required, then change the owner again.
  • A signed proposal, note or owner change didn’t reach SalesRabbit. XBuild sends them shortly after the change and retries if SalesRabbit is unavailable. If the SalesRabbit panel says Reconnect required, nothing is sent — and what changed before you reconnect isn’t sent afterwards either.
  • I disconnected, but my projects still show SalesRabbit. Disconnecting stops XBuild from sending updates to SalesRabbit for this location. Existing project links stay in place.
For further technical assistance, contact SalesRabbit Support. For XBuild-side issues, contact XBuild Support at support@x.build.