How Hub works with Lightspeed, day to day
Hub reads from Lightspeed on a schedule and writes back only what you approve, only in read-and-write mode. Your register workflow does not change.
See It in ActionWhat Syncs, and How Often
The first sync at connect is a one-time bulk import of your existing data. After that, Hub polls on a schedule and adapts to how busy your shop is.
Work orders and statuses
- ✓ Synced every 15 minutes, including your full status list and any custom statuses
- ✓ Adaptive backoff: an active shop syncs every 15 minutes, a quiet connection slows to hourly
- ✓ Errors back off automatically instead of hammering your account, capped at 4 hours
Customers
- ✓ Synced every 15 minutes: names, emails, phone numbers, addresses
- ✓ Incremental by timestamp, so only new and updated customers move
- ✓ Pauses overnight, roughly 10pm to 6am shop-local, when nothing is changing anyway
Labor and parts
- ✓ Your labor catalog comes from Lightspeed, so Hub quotes what your POS charges
- ✓ Inventory parts and item descriptions are read for the estimate builder
- ✓ Sale detail is read for parts already on a work order
Staff
- ✓ Your Lightspeed staff list syncs daily for the team roster
- ✓ Work gets attributed to the right tech in Hub
- ✓ Each shop's sync can be switched off individually at any time
Which Direction Each Flow Runs
Reading happens in both modes. Writing happens only in read-and-write mode, and only for things you or your techs explicitly do in Hub.
Hub reads from Lightspeed (both modes)
- Customers: name, email, phone, address
- Work orders and their line items
- Your status list, including custom statuses
- Labor catalog, inventory parts, and item descriptions
- Sale detail for parts on a work order
- Staff, for the team roster and tech attribution
Hub writes to Lightspeed (read-and-write only)
- A new work order when a bike checks in through Hub
- Approved estimate labor and parts onto the Lightspeed work order
- The customer-facing inspection link, appended to the work order note and posted as a sale note
- New or updated customers for walk-ins not yet in Lightspeed, matched by email or phone first so you do not get duplicates
When writes happen
Estimate push is user-triggered: nothing lands on the Lightspeed work order until someone taps Send Estimate. Other writes are event-driven, they fire when the thing actually happens (a bike checked in through Hub, a customer's contact info updated), not on a timer.
Every note write is append-only and verified. Hub adds its block to the note; it never overwrites what your staff wrote. And Hub never writes work order status back to Lightspeed.
Your Statuses Stay Your Statuses
Hub does not impose a workflow on your shop. Whatever statuses you run in Lightspeed, that is the workflow.
You map once
During onboarding, each of your Lightspeed statuses gets matched to a lane in Hub. Pre-suggested, you confirm.
Hub tags the moments that matter
Checked in, awaiting approval, ready for pickup, picked up. Hub reads your status changes and knows which moment each one marks.
Lightspeed stays authoritative
Hub never writes status back. Your staff keep changing statuses in Lightspeed exactly as they do today.
What Stays in Lightspeed
Hub does not replace your POS. It runs the service-bay workflow and the customer relationship on top of it.
- ✓ Sales: parts still get scanned and rung up in Lightspeed, no workflow disruption
- ✓ Inventory: Hub reads item data for estimates but your stock lives in Lightspeed
- ✓ Reporting: your numbers, your reports, your source of truth
- ✓ Work order status: changed in Lightspeed, read by Hub, never written back
Your Lightspeed + Hub. Better together.
30-day free trial with two 1-hour onboarding sessions included. Connect Lightspeed on day one, and we'll walk it through with you.
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