Integrations overview

An integration lets Centrus read and update a system your business already uses. With BigChange connected, an engineer can ask in chat which jobs are booked at Riverside House tomorrow and get the answer from BigChange as it stands, then ask Centrus to raise the purchase order. Inside an agent, the same kind of connection lets work happen without anyone asking, such as a summary of yesterday's finished jobs at 07:00 every morning.

The records stay where they are. BigChange, Xero or Outlook remains the record, and Centrus works alongside it: it reads what it needs and changes only what someone asks for or what an agent was built to do.

Everything starts on the Integrations page, in the menu on the left. Each system has a card that shows whether it is connected and what it can do, with buttons to connect it, read how it works, or disconnect it.

app.centrus.ai/app/integrations

Integrations

Connect and manage external services

Request Custom Integration

Custom

Request a custom integration tailored to your specific needs. Our team will work with you to create a bespoke solution.

We can build custom integrations for:

• Third-party services and platforms
• In-house systems and databases
• Workflow automation tools

Submit Request

2

Simpro

Not Connected

Configure your organisation’s Simpro connection. Other users can then Enable it for chat.

• List the diary with schedules (Date)
• Look up jobs raised (DateIssued)
• Create and update jobs, quotes and vendor orders

Connect

How to Use

3

Google Calendar

Connected

Connect your Google Calendar to access meetings and schedule events through Centrus.

✓ Connected as: john.martin@meridianfm.co.uk

4

• Ask “What meetings do I have this week?”
• Schedule events naturally through chat
• Get calendar summaries and free/busy times
• Secure OAuth2 connection

How to Use

Disconnect

Gmail

Not Connected

Connect your Gmail account to send and read emails through Centrus.

• Send emails from your Gmail address
• Search and read your emails
• Create drafts and manage threads
• Secure OAuth2 connection

Connect

How to Use

5

Google Docs

Not Connected

Connect Google Docs to create and format professional documents through Centrus.

• Ask “Create a document for the weekly report”
• Generate formatted documents with headings and styling
• Produce professional reports, proposals, and notes
• Secure OAuth2 connection

Connect

How to Use

Google Sheets

Not Connected

Connect Google Sheets to create and manage spreadsheets through Centrus.

• Ask “Create a spreadsheet for tracking tasks”
• Generate professional spreadsheets with data and formatting
• Produce data tables, reports, and tracking sheets
• Secure OAuth2 connection

Connect

How to Use

Microsoft Excel

Connected

Connect Microsoft Excel to create and manage workbooks through Centrus.

✓ Connected as: john.martin@meridianfm.co.uk

• Ask “Create an Excel workbook for tracking tasks”
• Generate professional workbooks with data and formatting
• Produce data tables, reports, and tracking sheets
• Secure OAuth2 connection

How to Use

Disconnect

Microsoft Word

Not Connected

Connect Microsoft Word to create and edit documents through Centrus.

• Ask “Put this in MS Doc” or “Create a Word document”
• Generate structured documents with headings and lists
• Files are saved to your OneDrive as real .docx
• Secure OAuth2 connection

Connect

How to Use

Microsoft Outlook

Connected

Connect your Microsoft Outlook account for email and calendar access through Centrus.

✓ Connected as: john.martin@meridianfm.co.uk

• Send and read Outlook emails
• Schedule and manage calendar events
• Check free/busy times and availability
• Secure OAuth2 connection

How to Use

Disconnect

1. 1Integrations, in the menu on the left.
2. 2Request Custom Integration, which only admins see. See Request a custom integration.
3. 3A card the organisation connects once. Only an admin sees Connect here before anyone has connected.
4. 4A card each person connects with their own account, showing which account it uses.
5. 5Connect and How to Use, on every card you have not connected yet.

A system can be used in three ways. In chat, Centrus looks things up and acts when you ask. In Agent Builder, steps read and write while an agent runs. And some systems can start an agent: BigChange, Simpro, Joblogic, Fixflo, Freshdesk and Ostara send an alert when something changes, and a new email in Outlook or Gmail can do the same. Not every system does all three, and Every integration at a glance shows which does what.

Where you connect a system decides what can use it. There are three places, and each keeps its own connection:

• The Integrations page, for chat. This is the connection Centrus uses when you ask on the web, on WhatsApp or in Microsoft Teams.
• The step inside an agent, for Agent Builder. Each agent has its own connection to each system, made in the Connection section of one of its steps.
• Train, then Integrations, for knowledge. Folders in Google Drive, OneDrive, SharePoint and Dropbox, and Microsoft Teams channels, are copied into Train and kept in sync, so Centrus can answer from the documents in them.

For your chat

The Integrations page

Microsoft Outlook

Connected

Connect your Microsoft Outlook account for email and calendar access through Centrus.

✓ Connected as: john.martin@meridianfm.co.uk

• Send and read Outlook emails
• Schedule and manage calendar events
• Check free/busy times and availability
• Secure OAuth2 connection

How to Use

Disconnect

1

For one agent

A step's Connection section

Email the customer

Node type: Integration

Sends, reads, searches and files email in a connected Outlook mailbox.

ConnectionConnected

Connected · ops@meridianfm.co.uk

Disconnect

2

For knowledge

Train, Integrations

Google Drive

Available

Import and sync your Google Drive documents to use with Centrus.
Connect with Centrus to access your files securely.

• Import documents from Google Drive
• Sync entire folders or select individual files
• Smart incremental sync preserves your tags
• Keep your knowledge base up to date

ConnectLearn More

3

1. 1The Integrations page: your own chat.
2. 2A step's Connection section: that one agent.
3. 3Train, Integrations: documents Centrus answers from.

Connecting a system for chat does not connect it in Agent Builder, and connecting it in an agent does not add it to anyone's chat. An agent often runs at 06:00 or the moment a job changes, with nobody signed in to lend it an account, so it uses the connection its builder gave it. That way it keeps working whoever is at their desk, and even after the builder disconnects their own chat connection.

Knowledge works differently again. A folder synced in Train becomes documents that Centrus searches for anyone with the right tags, rather than a live connection in each person's chat. The Train guides cover each source: Sync Google Drive, Sync OneDrive, Sync SharePoint, Sync Dropbox and Sync Microsoft Teams.

Every card on the Integrations page connects in one of two ways, and the way decides who sets it up.

Your own account. Microsoft Outlook, Gmail, Google Calendar, Google Docs, Google Sheets, Microsoft Excel and Microsoft Word each connect to one person's Microsoft or Google account. You click Connect, sign in, and come back to Centrus. From then on Centrus works in your mailbox, calendar and files when you ask it to, and nobody else's chat can reach them. Everyone who wants it connects their own.

The organisation's account. BigChange REST, Simpro, Joblogic, Sage Intacct, Xero, Ostara, GoHighLevel, Freshdesk, Fixflo and Cin7 Core connect once for the whole organisation. An admin enters the details that system provides, such as an API key, or signs in to Xero. Everyone else then sees Organisation connected by with the admin's name, and clicks Enable to use that connection in their own chat. Nobody else needs the key.

Your own account

Each person signs in

Microsoft Outlook

Connected

Connect your Microsoft Outlook account for email and calendar access through Centrus.

✓ Connected as: sarah.price@meridianfm.co.uk

1

• Send and read Outlook emails
• Schedule and manage calendar events
• Check free/busy times and availability
• Secure OAuth2 connection

How to Use

Disconnect

The organisation's account

An admin connects, each person enables

BigChange REST

Not Connected

Connect BigChange REST to look up jobs, quotes, invoices, purchase orders and sites through Centrus.

Organisation connected by: John Martin

2

• List and look up jobs, sites and contacts
• Work with quotes, invoices and purchase orders
• Read flags, notes and schedules

Enable3

How to Use

1. 1The account this card is connected to. It is yours alone.
2. 2Who connected the organisation's account.
3. 3Enable uses that connection in your chat. Nobody else can click it for you.

Until you click Enable, your chat cannot reach that system, even though the organisation is connected. For BigChange REST and Simpro, an admin can also limit which tools each person gets once they have enabled it; see Choose which tools people can use in chat.

To connect your own account:

1. 1Open Integrations from the menu on the left and find the card.
2. 2Click Connect. The Microsoft or Google sign-in page opens in the same tab.
3. 3Sign in with the account you want Centrus to use, and accept the permissions it asks for.
4. 4You come back to Integrations. The card shows Connected and the account it is connected as.

To connect the organisation's account, an admin goes first:

1. 1An admin opens Integrations and clicks Connect on the card.
2. 2They enter the details the system provides, such as the API key or the BigChange REST keys, and confirm. For Xero they sign in to Xero instead, choose which Xero organisation to use and click Continue.
3. 3The card shows Connected for the admin. Everyone else now sees Organisation connected by with the admin's name, and an Enable button.
4. 4Each person who needs it clicks Enable. Their card turns to Connected, and Centrus can use that system in their chat from the next message.

BigChange REST

Not Connected

Connect BigChange REST to look up jobs, quotes, invoices, purchase orders and sites through Centrus.

• List and look up jobs, sites and contacts
• Work with quotes, invoices and purchase orders
• Read flags, notes and schedules

Connect

How to Use

1

BigChange REST

Not Connected

Connect BigChange REST to look up jobs, quotes, invoices, purchase orders and sites through Centrus.

Organisation connected by: John Martin

• List and look up jobs, sites and contacts
• Work with quotes, invoices and purchase orders
• Read flags, notes and schedules

Enable

How to Use

2

BigChange REST

Connected

Connect BigChange REST to look up jobs, quotes, invoices, purchase orders and sites through Centrus.

✓ Connected to customer 41872

• List and look up jobs, sites and contacts
• Work with quotes, invoices and purchase orders
• Read flags, notes and schedules

How to Use

Disconnect

3

1. 1Nobody has connected yet. Connect is greyed out for anyone who is not an admin.
2. 2An admin has connected. You see who, and Enable.
3. 3You have enabled it. Disconnect removes only your own access.

On most cards Connect is greyed out for anyone who is not an admin until an admin has connected. On Fixflo, Freshdesk and Cin7 Core it stays clickable, but only an admin can finish connecting. An admin always sees Connect rather than Enable, so a second admin enters the details as well. Joblogic words its buttons differently: an admin sees Configure, and anyone else sees a greyed-out Not Available until an admin has connected.

How to Use opens a short window with example questions and a note on how the connection works. You can open it before connecting, to see what a system does first. Fixflo, Freshdesk and Cin7 Core have no How to Use button; their cards list the same points.

Microsoft Outlook

Connected

Connect your Microsoft Outlook account for email and calendar access through Centrus.

✓ Connected as: john.martin@meridianfm.co.uk

• Send and read Outlook emails
• Schedule and manage calendar events
• Check free/busy times and availability
• Secure OAuth2 connection

How to Use

Disconnect

BigChange REST

Connected

Connect BigChange REST to look up jobs, quotes, invoices, purchase orders and sites through Centrus.

✓ Connected to customer 41872

• List and look up jobs, sites and contacts
• Work with quotes, invoices and purchase orders
• Read flags, notes and schedules

How to Use

Disconnect

Microsoft Excel

Not Connected

Connect Microsoft Excel to create and manage workbooks through Centrus.

• Ask “Create an Excel workbook for tracking tasks”
• Generate professional workbooks with data and formatting
• Produce data tables, reports, and tracking sheets
• Secure OAuth2 connection

Connect

How to Use

How to use BigChange REST with Centrus

BigChange REST in chat

Ask Centrus to list or look up jobs, sites, quotes, invoices and purchase orders from your connected BigChange account. Connecting chat does not connect Agent Builder.

Jobs: “What jobs do we have today?”

Sites: “Find the contact for 12 High Street.”

Purchase orders: “Raise a PO for that job.”

1

Organisation connection

An organisation administrator pastes the REST keys once. Other users Enable the same account. Disconnect removes only your own access; the administrator’s connection remains for the rest of the team.

2

Close

1. 1Example questions to try in chat.
2. 2How this card connects, and what Disconnect does.

Disconnect works straight away and does not ask you to confirm. What it removes depends on the card:

• Your own account. Centrus deletes the sign-in it stored for you and stops using that account in your chat. Agents keep their own connections, so they are not affected unless they use per-user mode, described in the next section.
• The organisation's account. Only your own access is removed. Everyone else who enabled it keeps working, including when the admin who connected it disconnects. To stop the whole organisation using a system, everyone who enabled it disconnects, or the key is withdrawn in the system itself. When the last person disconnects Xero, Centrus also ends its connection inside Xero.

When an admin connects again with new details, people who enabled earlier keep the old ones. If a key is changed in BigChange, Simpro or any other system, ask everyone who uses it to click Disconnect and then Enable again.

In Agent Builder, the connection belongs to the agent rather than to you. Select an integration step and click Connect in its Connection section in the Details panel. Save the agent as a draft first: a new agent cannot connect until it has been saved, and the step says Save this workflow as a draft first, then connect the account.

Microsoft, Google and Xero open their own sign-in page. Every other system opens a Connect window for the same kind of details an admin enters on the Integrations page. Once one step is connected, every step for that system in the agent uses the connection. Outlook, Gmail, Microsoft Excel, OneDrive and SharePoint can hold more than one account, and each step then picks one under Account.

Job completed

Job status changed

Read the job

Get job

Email the customer

1 action enabled

1

1. 1An integration step on the canvas.
2. 2Its Connection: the account this agent uses for Outlook, whoever runs it.

Reuse a connection. In the Connect window, Copy from existing agent lists the other agents you created that already have this system connected. Choose one to fill in the details instead of typing them again. Only agents you created are listed, not ones shared with you.

Per-user mode for Outlook and Gmail. By default every run uses the agent's own connection, whoever starts it. For an agent that starts from chat, the owner or an admin can set Integration mode to Per-user in the agent's Settings. Outlook steps then send email and create drafts, and Gmail steps send, read and draft, using the account of the person who asked: the one they connected on the Integrations page. It is the one place where a chat connection and an agent meet. Every other system always uses the agent's connection.

Sharing. Sharing an agent never shares its connections. Colleagues who run it use the agent's accounts without being able to see or copy them, and a duplicated agent has to be connected again. See Share an agent.

The steps each system offers are listed in Steps an agent can use. To start an agent when something changes in BigChange, Simpro, Joblogic, Fixflo, Freshdesk or Ostara, see Start an agent from a system alert.

BigChange REST gives chat 126 tools, Simpro 51 and Joblogic 28, from looking up a job to raising a purchase order. An admin can decide, tool by tool, who may use which. When a tool is off for someone, Centrus does not have it in their chat at all, so it answers without it.

The settings are in Settings, and only admins see them. BigChange Tools appears once an admin has connected BigChange REST for chat, Simpro Tools once an admin has connected Simpro, and JobLogic Tools once an admin has connected Joblogic. To set tools for one person:

1. 1Open Settings and click BigChange Tools, Simpro Tools or JobLogic Tools.
2. 2Find the person with Search users..., and narrow the columns to the tools you want with Filter tools....
3. 3Tick or untick the box under each tool. Unsaved changes counts up as you go.
4. 4Click Save Changes.

The word under each box says where its setting comes from: (user) for a choice made for that person, (team) when a team setting applies, and (default) when nothing has been set. Every tool starts switched on for everyone.

For a whole team. Open Settings, then Teams, and edit the team to open Edit Team. Under Team BigChange Tools, switch on Apply team-level BigChange tool permissions, untick the tools the team should not have and click Save Team Tool Permissions. Team Simpro Tools works the same way, with Apply team-level Simpro Tools and Save Team Simpro Tools, and so does Team JobLogic Tools, with Apply team-level JobLogic Tools and Save Team JobLogic Tools. Team tool settings are only on Edit Team, so create the team first. See Teams.

For each person and tool, Centrus checks three things in order:

1. 1A setting made for that person on BigChange Tools, Simpro Tools or JobLogic Tools always wins, whether it turns the tool on or off.
2. 2Otherwise, the settings of every team the person is in that has its switch on apply. If any of those teams has the tool off, it is off.
3. 3Otherwise, the tool is on.

Once you save a change for a person, their box for that tool keeps that setting, and later team changes no longer reach it. There is no way to hand it back to the team from this screen. Set up teams first and keep changes for individual people to the exceptions.

These settings only affect chat. What an agent can do is decided by the steps its builder adds.

Some organisations have a BigChange connection built for them alone, with tools shaped around the way they work. It appears as its own card on their Integrations page, and nobody outside the organisation sees it. Depending on how it was built, it replaces the BigChange REST card or sits beside it.

How a custom card connects, and what it can do, is set out on the card and in its How to Use window, so start there. A few things hold for all of them:

• It is for chat. In Agent Builder, every organisation uses the standard BigChange REST and BigChange Web Services steps, connected on the step like any other system.
• Tool settings vary. BigChange Tools in Settings belongs to BigChange REST. Whether a custom connection has tool-by-tool settings depends on how it was built.
• It is agreed with you. To ask for one, use Request Custom Integration or speak to your Centrus contact. What a connection covers is agreed before anything is built.

Every morning

Daily at 07:00

Yesterday's finished jobs

List jobs

Fetch the job cards

Download job card PDF

1. 1BigChange REST, the step every organisation uses for jobs, contacts, quotes, invoices and purchase orders.
2. 2BigChange Web Services, for attachments, documents and vehicle data.

If you rely on a system Centrus does not connect to, such as an in-house database or a supplier's portal, an admin can ask for it. Request Custom Integration is the first card on the Integrations page, outlined in your brand colour, and only admins see it. The same request is on Train, Integrations, as the Custom Integration card.

1. 1Click Submit Request on the card. The Request a Custom Integration window opens.
2. 2Check Contact Name, Contact Email and Company Name, which are filled in from your account and organisation. Phone Number (Optional) is filled in too if your user has one.
3. 3Under Integration Type, name the system or the kind of connection you need.
4. 4Under Integration Details, describe what Centrus should do with it, in at least 20 characters: which records, the questions people would ask, and anything it should update.
5. 5If you have a specification, a sample export or a screenshot, add it under Supporting Documents (Optional) with Upload File. You can attach one file: PDF, Word, Excel, TXT, CSV, PNG or JPG.
6. 6Click Submit Request.

Every field without (Optional) must be filled in before the request sends. A green Success message then confirms it: Your custom integration request has been submitted! We'll be in touch soon to discuss your requirements. The Centrus team gets back to you on the contact details you gave. Centrus keeps no list of past requests, so note what you asked for. If you see Failed to send request. Please try again., nothing was sent.

The last three cards on the Integrations page are ways to reach Centrus rather than systems for it to reach.

• WhatsApp shows Active and the number to message. Add your mobile number to your user once, and you can ask Centrus anything from your phone. See Message Centrus on WhatsApp.
• Teams Chatbot puts Centrus in Microsoft Teams. Click Configure and enter your Microsoft Teams Email to link your Teams account. See Chat on Microsoft Teams.
• Knowledge Email shows your organisation's knowledge address. Email documents to it and they are added to Train. Only people with Train access see this card. See Send files to Train by email.

WhatsApp

Active

Send and receive messages through WhatsApp. Connect with Centrus using the WhatsApp number below.

+44 7462 836662

• Fast and secure messaging
• Access from any WhatsApp-enabled device
• Maintain conversation history

How to UseLearn More

Teams Chatbot

Not Connected

Message Centrus through the Microsoft Teams platform. Get answers without leaving your workflow.

• Fast and secure messaging
• Access from desktop and mobile
• Maintain conversation history

ConfigureHow to Use

Knowledge Email

Active

Train Centrus by sending documents to the address below.

knowledge@kb.centrus.ai

• Accepts plain text and attachments (PDF, DOCX, TXT, MD)
• Tag via subject: Name: <Display>  Tag: <ExactTag> (case‑sensitive)
• Files are stored, indexed, and appear as Sources in Chat

How to UseLearn More

Admins set integrations up for the organisation, and everyone uses them. Admin here means the Admin switch in Edit users. See Users and roles.

John Martin

Admin

Request Custom Integration cardShown

Connect on organisation cardsShown

Enable on organisation cardsNot shown

Connect on your own account cardsShown

BigChange, Simpro and JobLogic ToolsShown

Team tools in Edit TeamShown

Disconnect your own accessShown

SP

Sarah Price

User

Request Custom Integration cardNot shown

Connect on organisation cardsNot shown

Enable on organisation cardsOnce an admin connects

Connect on your own account cardsShown

BigChange, Simpro and JobLogic ToolsNot shown

Team tools in Edit TeamNot shown

Disconnect your own accessShown

Connections on an agent's steps can be made by anyone who can edit that agent, and they stay with the agent whoever made them.

In chat counts the tools Centrus can use in a conversation, and In Agent Builder counts the actions you can choose on a step. Starts agents names what can start an agent. Each name links to that integration's first guide.

Organisation connection means an admin connects and each person clicks Enable for chat. Your own account means each person signs in. In Agent Builder, every integration is connected on the agent's step, whichever way it connects for chat. Chat agents means an agent with a Chat Trigger can be run from that channel, as described in Run an agent from chat and WhatsApp.