Kaldr Tech + Dropbox
Job photos, permits, and documents auto-uploaded and organized
What It Does
The Kaldr Tech Dropbox integration automatically uploads every photo, signed document, permit, and file attached to a Kaldr job into a Dropbox folder organized by customer and job number. The folder structure mirrors the way you already think about work, so field photos from a Tuesday HVAC install are sitting in /Customers/Smith, John/2026-03-14 AC Install/ before the tech is back at the shop. Permits pulled by the office and signed authorizations collected in the field go into the same folder alongside everything else. Existing Dropbox folders and files are respected, and any new files added directly to Dropbox can optionally be pulled back into Kaldr and attached to the matching job for easy access on the truck.
Why It Matters
Photos and documents are the single biggest source of dispute prevention in field service. The shop with before and after photos of a roof, signed change orders, and a permit on file wins every argument that ends up in small claims court or with the Better Business Bureau. But most shops end up with photos scattered across three or four techs' phones, permits in a filing cabinet, and signed authorizations in a random email thread. When a dispute hits 6 months later, finding the right file takes 45 minutes to 2 hours, and sometimes the file is gone entirely. A missing document on a single $8,000 dispute can cost the shop the entire job. By auto-uploading to Dropbox with a clean folder structure, every file is searchable and backed up forever. Shops that turn this on report finding any file from any job in under 30 seconds, and that speed alone saves roughly 5 hours a week for the office manager, worth about $13,000 a year. And because the integration marketplace is free to connect, you pay only for Dropbox storage, nothing to Kaldr.
How to Set It Up
- 1
Connect your Dropbox account
From Settings, Integrations, Dropbox, click Connect. Sign in with the Dropbox account where files should live. Most shops use a Dropbox Business account so the files are owned by the company and not a single employee.
- 2
Choose your root folder
Pick the top-level folder where Kaldr should write. Many shops create a dedicated /Kaldr Jobs folder to keep things isolated from other business files. You can always move the root folder later without breaking existing links.
- 3
Configure the folder naming pattern
Choose how subfolders should be named. The default is /Customers/{Last Name, First Name}/{YYYY-MM-DD} {Job Type}/ which works for most residential shops. Commercial shops often switch to a location or PO-based pattern.
- 4
Run the historical backfill
Kaldr can optionally push all existing job files to Dropbox in the background. For a shop with years of history this can take a few hours, but it runs in the background so your team can keep working while it catches up.
- 5
Verify with a live job
Close a test job with a couple of photos attached and watch the folder appear in Dropbox with the files in place. Once the round trip is clean, turn on full auto-upload for all future jobs.
What You Can Do With It
- ✓A roofing tech takes 40 before, during, and after photos on a storm damage job and every one lands in Dropbox organized by customer name before he pulls out of the driveway.
- ✓A homeowner disputes a water heater install 4 months later and the owner pulls the signed authorization, permit, and install photos from Dropbox in under a minute to close the complaint.
- ✓An office manager drops a stamped permit PDF into the job's Dropbox folder and it shows up on the tech's truck in the Kaldr app that same minute.
- ✓A contractor's insurance carrier requests documentation for a claim and the owner shares a single Dropbox link with every file from that job and customer.
- ✓A shop archives all 2024 jobs to cold storage in Dropbox while keeping 2025 and 2026 jobs hot, all without moving anything manually.
Frequently Asked Questions
Do I need Dropbox Business or does personal Dropbox work?
Both work, but Dropbox Business is strongly recommended so the files are owned by the company, not a single employee. If an employee leaves, you want the files to stay.
How much Dropbox storage do I need?
Most shops with 5 to 10 techs use around 500 GB to 1 TB per year, which fits comfortably on a Dropbox Business Standard plan. Heavy video users should plan for more.
Does the integration cost extra?
No. The Kaldr integration marketplace is free to connect. You only pay Dropbox for your own storage plan, nothing to Kaldr on top.
Can I organize by job number instead of date?
Yes. The folder naming pattern is fully configurable. You can organize by job number, PO, location, customer, or any combination of Kaldr fields.
What happens if I drop a file directly into Dropbox?
If you turn on two-way sync, new files in Dropbox are pulled back into the matching Kaldr job within minutes. This is how most office managers attach permits that arrive by email.
Free integration. Free software.
Every Kaldr Tech integration is free on every plan. $0/month, 3.5% + 30¢ per transaction. Unlimited users.