Integration · Mail
Enterprise Email and Calendar for Contractors on Microsoft Infrastructure
SubcontractorHub connects to on-premise or hosted Microsoft Exchange servers for contractors running enterprise email and calendar infrastructure — appointments sync to Exchange calendars, email activity logs to contact records, and Active Directory users authenticate with existing credentials. Built for commercial contractors with IT departments.
What Connects Between Microsoft Exchange and SubcontractorHub
The specific data flows that eliminate double entry and keep both systems current without extra work from your team.
Exchange Calendar Appointment Sync
SubcontractorHub appointments sync to Microsoft Exchange calendar folders for each connected user — inspections, installations, and service calls appear in Outlook on desktop and mobile with full job detail. The sync uses Exchange Web Services (EWS) for on-premise deployments or Microsoft Graph API for Exchange Online, covering both infrastructure types with the same feature set. Exchange calendar sync is critical for commercial contractors where project managers and executives use Outlook as their primary scheduling tool.
Email Activity Logging to Contact Records
Emails sent from Exchange/Outlook to contacts in SubcontractorHub are logged as activity records on the contact's timeline — subject line, date, and sender — giving the full team visibility into every touchpoint with a commercial client without cc'ing a shared inbox. Activity logging is particularly valuable in commercial roofing and HVAC operations where multiple team members (estimator, project manager, account manager) interact with the same contact at different stages. The activity record prevents duplicate outreach and missed follow-ups in multi-touch commercial relationships.
Active Directory Single Sign-On
For contractors using Active Directory for user management, the Exchange integration enables SubcontractorHub users to authenticate with their existing AD credentials — eliminating a separate SubcontractorHub password and allowing IT to manage access centrally. When an employee leaves the company and their AD account is disabled, their SubcontractorHub access is automatically revoked. AD-based SSO is the most common enterprise security requirement for contractors bringing SubcontractorHub into an IT-managed environment.
Shared Mailbox Access for Operations Teams
Exchange shared mailboxes — a common pattern for operations@ or estimates@ inboxes in commercial contracting — can be connected to SubcontractorHub so emails to those shared inboxes create or update SubcontractorHub lead and project records automatically. An estimate request received at estimates@yourcompany.com can automatically create a SubcontractorHub pipeline lead with the email content as the lead description. Shared mailbox-to-pipeline automation reduces the administrative delay between inbound inquiry and first contact.
How to Connect Microsoft Exchange with SubcontractorHub
Provide Exchange Server Details
In SubcontractorHub integrations, select Microsoft Exchange and enter your Exchange server URL, authentication type (Basic or OAuth for Exchange Online), and service account credentials.
Configure User Accounts
Add each SubcontractorHub user's Exchange email address to enable their individual calendar sync and email logging — IT admin credentials are required for EWS impersonation setup on on-premise Exchange.
Set Calendar Folder Mapping
Map SubcontractorHub appointment categories (inspections, installations, service calls) to the appropriate Exchange calendar folders or color categories for each user.
Test with IT Department
Have your IT administrator verify EWS access and firewall rules, then run a test appointment sync and email logging event before rolling out to the full team.
Ready to connect Microsoft Exchange?
Book a 30-minute demo — we'll show you exactly how the integration works and walk you through setup for your account.
Who Uses the Microsoft Exchange Integration
Commercial Roofing Company on Exchange Server
A 40-person commercial roofing company running an on-premise Exchange 2019 server connects SubcontractorHub to Exchange so project managers, estimators, and field supervisors all have job appointments in their Outlook calendars without dual entry. The operations team manages project scheduling in SubcontractorHub; individuals manage their personal calendars in Outlook — the integration keeps both synchronized. On-premise Exchange integration meets the IT department's requirement that business-critical data remain within the company's infrastructure.
Multi-Office Contractor with Centralized Exchange
A multi-location HVAC contractor with offices in three states uses Exchange Online (Microsoft 365) with centralized IT management to connect SubcontractorHub across all locations simultaneously. Each location's staff authenticates with their existing Microsoft 365 credentials, and appointment sync works for all offices from a single Exchange integration configuration. Centralized IT administration of a multi-location SubcontractorHub deployment is significantly simpler with Exchange SSO than with individual user credentials.
IT Security Compliance for SubcontractorHub Rollout
A large commercial solar EPC company deploying SubcontractorHub to 75 users requires their IT security team to approve the integration before rollout — the Exchange integration's support for OAuth, EWS over HTTPS, and Active Directory SSO meets their security requirements without exposing credentials in plain text. IT security approval is the most common barrier to SubcontractorHub deployment at companies with 50+ employees, and Exchange integration's enterprise authentication support is what clears that barrier.
Shared Estimate Inbox Pipeline Automation
A commercial HVAC contractor receives 20–30 estimate requests per week via their estimates@company.com shared Exchange mailbox. The Exchange integration parses incoming estimate request emails and creates SubcontractorHub pipeline leads automatically — the estimating team opens SubcontractorHub each morning to find the overnight email leads already queued for follow-up. The time between receiving an estimate request and first outbound contact is a critical close-rate driver in commercial HVAC, where customers requesting estimates often contact three to five contractors simultaneously.
Common Questions About the Microsoft Exchange Integration
Does this work with Exchange Online (Microsoft 365) or only on-premise Exchange?
The integration supports both on-premise Exchange (2016, 2019) and Exchange Online via Microsoft 365. The authentication method differs — on-premise uses EWS with Basic Auth or Kerberos; Exchange Online uses Microsoft Graph API with OAuth 2.0. SubcontractorHub's integration team supports both deployment types and can guide IT through the specific configuration for your environment.
What Exchange version is the minimum requirement?
SubcontractorHub's Exchange integration supports Exchange 2016 and later on-premise, and all versions of Exchange Online. Exchange 2013 has limited EWS support and may have reduced functionality — contact SubcontractorHub's support team for a compatibility assessment if you're running Exchange 2013. Exchange 2010 is not supported.
Does SubcontractorHub store Exchange email content, or only metadata?
SubcontractorHub stores email metadata only — subject line, timestamp, sender, and recipient — for activity logging purposes. Email body content is not stored in SubcontractorHub. Calendar event details (title, time, attendees, location) are stored as part of the appointment record. This metadata-only approach is designed to address data minimization requirements in enterprise IT security policies.
Can IT revoke SubcontractorHub's Exchange access without contacting SubcontractorHub support?
Yes — the Exchange integration uses a service account or OAuth application that your IT administrator can disable directly from Exchange Admin Center or Azure Active Directory, immediately revoking SubcontractorHub's access without requiring any action from SubcontractorHub. This is an intentional design requirement for enterprise deployments where IT must retain control of access revocation.
Is there a difference in features between the Exchange integration and the Microsoft Outlook integration?
Yes — the Microsoft Exchange integration is configured at the server level by IT administrators and supports enterprise features like EWS impersonation, shared mailboxes, and AD SSO. The Microsoft Outlook integration is a simpler user-level connection using Microsoft Graph API that individual users can set up themselves without IT involvement. For companies with Exchange infrastructure and an IT team, the Exchange integration is the appropriate choice. For smaller teams using Microsoft 365 without centralized IT, the Outlook integration is faster to deploy.
Connect Microsoft Exchange with SubcontractorHub
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