Tasks in Housecall Pro
Tasks help you and your team track to-dos, reminders, and follow-ups — from quick personal action items to the granular steps that make up a multi-day job or estimate. You can create stand-alone tasks, or link a task directly to a job, estimate, or customer so the work stays visible exactly where it's happening.
This article covers everything you need to know about creating, editing, completing, and managing tasks on web and on the Housecall Pro mobile app.
What you can do with tasks
Create stand-alone tasks for general to-dos, reminders, or follow-ups.
Add tasks to a specific job or estimate to break down the work, assign responsibilities, and track progress in one place.
Add tasks to a customer profile to track customer-specific follow-ups.
Assign a task to any employee, set a due date, and add a description.
Get notified when a task is assigned to you and on the day it's due.
See task creation, edits, and completions in the activity feed of the job or estimate.
Who can do what
Role | What they can do |
Admins and office staff | Create, view, edit, complete, and delete any task — including tasks assigned to other employees. |
Field technicians | Create tasks and view, edit, and complete tasks assigned to them. Field techs cannot delete tasks or see tasks assigned to other employees from the main task list. |
Tasks on the web
Open your task list
Click your profile picture in the top-right corner of Housecall Pro.
Select Tasks from the menu.
From here you can see every task you have access to, filter the list, and create new tasks.
Create a stand-alone task from the task list
Open your task list (profile picture > Tasks).
Click Create task.
Fill in the task details:
Title (required)
Description
Assignee — the employee responsible for the task
Due date
Linked to — leave blank for a stand-alone task, or search for a customer, job, or estimate to link the task to it
Click Save.
🛠️ Pro Tip: Use the Linked to field to attach a task to a specific job, estimate, or customer right from the task list. The linked record will show the task too, so the rest of your team sees it where the work is happening.
Create a task from a job or estimate
Open the job or estimate you want to add a task to.
Scroll to the Tasks section on the job or estimate page.
Click Add task.
Fill in the title, description, assignee, and due date. The task is automatically linked to this job or estimate, and the customer field is auto-filled from the customer on the job or estimate — you don't need to set them manually.
Click Save. A confirmation toast appears, and the task is added to the job or estimate.
Tasks on a job or estimate appear in two collapsible sections: Incomplete and Completed. Tasks are ordered by due date, with the earliest first. If a task is past its due date, the date will display in red.
ℹ️ Long task descriptions are truncated by default with a Show more link. If the task list gets long, the section becomes scrollable so the rest of the job or estimate page stays easy to navigate.
Create a task from a customer profile
Open the customer profile.
Find the Tasks card on the profile.
Click Add task.
Fill in the task details. The customer is automatically linked.
Click Save.
The customer profile task card shows every task linked to that customer — including tasks created on the customer directly, on a job for that customer, or on an estimate for that customer. Use the filter on the card to view All tasks, Customer tasks, Job tasks, or Estimate tasks.
📌 Note: Job and estimate tasks are visible from the customer profile but can only be created or edited from the job or estimate itself. Stand-alone customer tasks can be created and edited directly from the customer profile.
Edit, complete, or delete a task on web
Open the task — either from your task list, the job or estimate it's linked to, or the customer profile.
To edit, click the pencil icon, make your changes, and click Save.
To mark complete, click the checkbox or Mark complete button. The task moves to the Completed section. Click it again to move it back to Incomplete.
To delete, open the task and select Delete. (Field techs cannot delete tasks — see permissions above.)
Edits, completions, and deletions on a job or estimate task are recorded in the job or estimate activity feed, so the whole team can see what changed and when.
Tasks in the mobile app
You can manage tasks on the go from the Housecall Pro mobile app on iOS and Android.
Open your task list
Open the Housecall Pro mobile app.
From the dashboard, tap the Tasks entry point.
The task list view shows every task you have access to, with toggles to view All tasks or My tasks.
Create a stand-alone task from the task list
Open your task list from the dashboard.
Tap the + button.
Enter the task title, description, assignee, and due date.
Use the Linked to field to leave the task as stand-alone or link it to a customer, job, or estimate.
Tap Save.
Create a task from a job or estimate
Open the job or estimate in the mobile app.
Scroll to the Tasks section and tap + to add a task.
Fill in the task details. The task is automatically linked to this job or estimate.
Tap Save
Tasks on a job or estimate are organized into Incomplete and Completed groups, ordered by due date. Overdue due dates appear in red.
Edit, complete, or delete a task on mobile
Tap the task to open it — either from your task list or from the job or estimate it's linked to.
To edit, update the fields and tap Save (or Done, depending on your device).
To mark complete, tap the circle next to the task. The circle becomes a checkmark and the task moves to the Completed section.
To delete, open the task and tap Delete task. (Field techs cannot delete tasks.)
📌 Customer profile tasks on mobile: Tasks are not yet supported on customer profiles in the mobile app. To manage customer tasks, use the web portal.
Notifications
Housecall Pro keeps your team in the loop on tasks with the same notifications you already get for stand-alone tasks — now they work for tasks on jobs and estimates too.
Notification | When it's sent | Where it shows up |
Task assigned | When a task is assigned to you (you won't be notified for tasks you assign to yourself). | Browser notification, Notification Center, and mobile push notification. |
Task due soon | On the due date, at 5:00 AM in the assignee's time zone. | Browser/push notification, plus an email reminder listing tasks due that day and any overdue tasks. |
Tapping a notification for a task linked to a job or estimate takes you straight to that job or estimate, so you can jump right into the work.
Frequently asked questions
Can I have more than one assignee on a task?
Not yet, each task supports a single assignee for now. Multi-assignee tasks, comments, and attachments are on the roadmap.
Can field technicians see every task on a job or estimate?
Field techs can create tasks, and see and edit all tasks on Jobs or Estimates they are assigned to, but they cannot delete tasks.
Where are tasks I create from a job or estimate visible?
Linked tasks appear in three places: on the job or estimate itself, on the customer's profile (web only), and in your main task list. Editing or completing the task in any of those places updates it everywhere.
Are auto-generated service agreement tasks affected?
No, service agreement reminder tasks continue to work the same way and will appear alongside your other tasks.
Need help or have questions?
We're here for you! Chat with Support using the Blue Chat Bubble in your Housecall Pro account, or give us a call at (858) 842-5746.