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The Breezeway integration links Topkey's work order management with your Breezeway operations platform. Once connected, work orders created in Topkey are pushed to Breezeway as tasks, task updates and completions in Breezeway are reflected back in Topkey, and your team can manage everything without double-entry across both systems.

Setting Up the Connection

Connecting Topkey to Breezeway requires API credentials that are provisioned through Topkey's support team. To get started, reach out to Contact Support to coordinate retrieval of the tokens needed for your account. Once your credentials are ready, follow these steps:

In Topkey, navigate to Connections → Integrations.
Locate the Breezeway tile and click Connect.
Enter the API credentials provided by the support team (API key and account ID).
Click Connect. Topkey verifies the credentials and establishes the link.
Once connected, the integration settings page displays your connected account and available sync options.

Topkey Integrations page showing available accounting and PMS integrations

Setting up the Breezeway connection is a one-time step. Once your credentials are saved and verified, the integration remains active unless you manually disconnect it.

Configuring the Integration

After connecting, review these settings on the Breezeway integration settings page to ensure the sync behaves as expected.

Sync Strategy

Choose how work orders created in Topkey are sent to Breezeway:

Automatic — work orders are pushed to Breezeway immediately when created in Topkey.
On demand — work orders are held in Topkey until you manually trigger a sync.

Property Mapping

Topkey matches each of your properties to the corresponding Breezeway property by its Breezeway property ID. Before creating your first synced work order, confirm that all active properties are correctly mapped. Any property without a matching Breezeway record will prevent task creation for that property.

Map all your properties before creating your first synced work order. A mismatch between Topkey and Breezeway properties will block task creation and result in a sync error on the work order.

Operator Assignment

When Topkey pushes a task to Breezeway, you can configure a default assignee (operator or vendor) to receive the task automatically. If no default is set, the task is created unassigned in Breezeway for your operations team to claim.

Working with the Work Orders Page

When Breezeway is connected, the Work Orders page (/work_orders) becomes the central hub for your entire work order workflow. It displays every work order in a single unified list — tasks imported from Breezeway, work orders imported from your PMS, and any manually created ones.

Filters

An expanded filter bar appears at the top of the work orders list once Breezeway is connected. You can use any combination of the following filters to narrow the list:

Search — find work orders by name, description, Breezeway task ID, or property name.
Status — filter by Topkey work order status: Draft, Saved, Not Linked, or With Error.
Source — show only Breezeway tasks or only PMS objects.
Department — filter by Breezeway department: Maintenance, Housekeeping, Inspection, Accounting, Concierge, Finance, Guest Services, Linens, Lost and Found, Management, Office, Owner Services, Reservations, Safety, or Vendors.
Task Status — filter by the status as reported by Breezeway: Created, Drafted, In Progress, Approved, Finished, Closed, or Deleted.
Bill To — filter by how the task is billed: Damage, Guest, Internal/No Charge, Owner, Insurance, or Review.
Assignees — filter by the Breezeway crew member(s) assigned to tasks.
Tags — filter by tags synced from Breezeway (when tags exist on your account).
Subdepartment — appears when subdepartments are configured for your Breezeway connection.
Properties and Property Groups — filter by individual property or property group.
Breezeway Groups — filter by Breezeway property groups (when configured).
Date ranges — filter by Created date, Finished date, or Due Date.
Amount with Markup — filter by a numeric range.

Filters with active values appear inline in the filter bar. Additional filters collapse into the Filters menu. You can also save frequently used filter combinations as Saved Searches for quick access.

Use the Department filter to group and review tasks by team — for example, show only Maintenance tasks — before bulk-syncing to the PMS. This makes it easier to review work before submitting.

Departments

Each Breezeway task carries a department label (for example, Maintenance or Housekeeping) that is visible in the work orders list. Use the Department filter to narrow the list to one or more departments without leaving the page.

Task Metadata Column

For every work order that originated from Breezeway, the Task Metadata column shows:

Breezeway task ID — the unique ID assigned by Breezeway (for example, #12345), displayed as a clickable link.
Task priority — the priority level set on the task in Breezeway.
Task status — the current status as reported by Breezeway (for example, In Progress or Finished).
Bill To — how the task is billed, as set in Breezeway.

Opening a Task Directly in Breezeway

Every Breezeway-sourced work order displays its Breezeway task ID as a clickable link in the Task Metadata column. Clicking the ID opens the corresponding task directly in the Breezeway app in a new browser tab — no need to search for it manually in Breezeway.

Bulk Syncing Work Orders to Your PMS

Sending a batch of Breezeway tasks to your PMS is the primary end-of-week or end-of-month workflow for most teams. To bulk sync:

On the Work Orders page, select the work orders you want to sync using the checkboxes in the list.
Click Send to PMS in the bulk-actions bar that appears.
A review screen opens showing each selected work order, the export mode, and any validation errors surfaced inline.
Review the list, resolve any flagged errors, then submit the form.
Topkey queues all selected work orders for sync simultaneously and displays a confirmation message.

After a successful sync, each work order moves to Saved status and Topkey records the sync timestamp.

Validation errors — such as a missing property mapping or an unsupported export mode — are shown inline on the review screen before you submit. Fix any errors and resubmit to complete the sync.

Connecting Airbnb

If your account also uses Airbnb, you can connect it to Topkey via OAuth. Navigate to Connections → Integrations, locate the Airbnb tile, and click Connect. You will be taken to Airbnb to authorize the connection and then returned to Topkey automatically.

If the Airbnb account you are trying to connect is already linked to a different Topkey account, you will see an error message. To resolve this, sign out of Airbnb at airbnb.com first, then return to Topkey and start the connection process again using the correct Airbnb account. Airbnb may automatically log you back into a previously connected account unless you sign out manually.

Frequently Asked Questions

What happens if a Breezeway task is updated after it has already been imported into Topkey?

When Breezeway sends an update for a task — such as a status change or completion — Topkey reflects that update on the corresponding work order, as long as the work order is still in Draft or Not Linked status. Work orders that have already been saved to your PMS are not overwritten by subsequent Breezeway updates.

Why is a work order showing a "With Error" status after I tried to sync it to the PMS?

A sync error usually means the work order is missing required information — most commonly, the property is not mapped between Topkey and Breezeway, or a required field for your PMS is blank. Open the work order to see the specific error message, correct the issue, and then retry the sync.

Can I create a work order in Topkey and push it to Breezeway, or does the sync only go from Breezeway to Topkey?

Both directions are supported. You can create a work order directly in Topkey and push it to Breezeway as a task (using the automatic or on-demand sync strategy configured in your integration settings). You can also import tasks from Breezeway into Topkey and then push them onward to your PMS.

Questions about your Breezeway setup? Contact Support.