Copying and Converting Jobs and Estimates

Housecall Pro allows you to easily duplicate or transform existing jobs and estimates. If you have a job or estimate that you want to copy/convert, simply open it and look for the 'copy' or 'convert' option in the menu.

Copy Estimate to Job

Once your customer has approved an estimate, you will need to create & schedule a new job/invoice for the work to be performed.

To convert the estimate and carry all the information over into a brand-new job, follow the steps below.

Open the estimate details page

Click 'Copy to Job'

If you have multiple options, make sure you are on the correct option before clicking 'Copy to Job'

To confirm, click 'Copy'

From here, you will be taken to the brand-new invoice details page.

Things to keep in mind

The new job will need to be scheduled as the system will not assume the work is being done the same day as the estimate
The new invoice will not necessarily have the same number as the estimate (for example, estimate #50 can be invoice #2494)
You can add or remove any services to the invoice as needed

How do I turn an estimate into a job from my iPhone?

Learn how to turn your estimate into a job in a few easy steps!

From the estimate screen, click on Copy to Job located near the top of the screen, and select Copy to New Job from the pop-up options.

All information from the estimate will be automatically implemented into the job fields, however you will need to schedule the new job itself. To do so, scroll down the screen about half way, and select the blue edit pencil next to Schedule.

Select the date and time that you want the job to start and end.

Once you have the date and time selected, you can also set up an arrival window, who you want to dispatch the job to, and whether or not you want to send a notification to your customer. Once you have it set up, click "Done" in the upper right-hand corner

You will be brought back to the Job Details page which will reflect all of the changes.

How do I turn an estimate into a job from my Android?

Learn how to turn your estimate into a job in a few easy steps!

From the estimate screen, click on Copy to Job located near the top of the screen.

All information from the estimate will be automatically implemented into the job fields, however you will need to schedule the new job itself. To do so, scroll down the screen and click on Schedule.

Schedule the job time and date, and save by clicking the blue 'Save' button

Copying multi-option estimates to jobs

If you create an estimate with multiple options and your customer (or you) approves more than one option, you can now select multiple options from an estimate and copy them into a single job.

To copy multiple options from one estimate into a single job, navigate to the "Estimate details" page.

Then, click the "Copy to job" icon in the "kabob" section:

This will open a dialog you can use to select which option you want to copy to a job:

If some of your options have not been approved yet or were declined, you can still select them and copy them to a job. Doing so will pro-approve those options!

Important considerations.

Copying multiple options to a job will create a single job segment.

The line items from the copied options will be copied into a job, preserving the order of options from the original estimate.

If the options have different tax rates, the tax rate from the first selected option will be applied to the job. You can always change the tax rate on the job if needed.

If the available options have varying discounts, the system will ask you to choose one of the discounts to be applied to the job. Alternatively, you may select "do not apply any discount" and change the discount later on the job if needed:

Copy job information to a new invoice - Web and Mobile

When a customer requests to have the same work done as a previous visit, you can quickly copy over the job information to create a new invoice without having to re-enter the line items, notes, or customer info.

Go to the job details page of the job you would like to copy. Once there, click the wrench icon toward the top right of the screen.

A drop-down menu will appear. Select 'copy to new job.'

You can copy the job information to a new invoice for the same customer, a different existing customer, or you can add a new customer to be invoiced on the new job. You can also select 'Copy attachments' to include existing attachments on the new job.

If the job has multiple segments created, you must select the segment you would like to copy into a new job.

Click the three vertical dots on the job segment that you want to copy. A drop down menu will appear. Select 'copy to new job.'

You can copy the job segment information to a new invoice for the same customer, a different existing customer, or you can add a new customer to be invoiced on the new job.

Copy a Job on Mobile

From the Job details page select the 'More menu' at the top of the right-hand side of the page
Click 'Copy Job' in the action sheet highlighted below:

iOS:

Android:

Select the customer banner to choose a different customer that requires the new job. The current customer will be pre-populated, if the job will be performed for the same customer this step and the following step can be skipped.

iOS:

Android:

Select the new customer from the customers' list

iOS:

Android:

If the customer has more than one associated address choose the correct address for the new job.

iOS:

Android:

Once the customer and address are correct on the page shown below click the copy button at the top of the page. A new unscheduled job will be created.

iOS:

Android:

Things to know:

Recurring jobs cannot be copied - you will only have the option to Cancel Job or Delete Job.

Copy estimate details to a new estimate (web portal)

Similar to copying job details to a new invoice, you can copy line items and attachments from an existing estimate to a new one. You can also assign the estimate to a different customer, if necessary.

Go to the estimate details page of the estimate you would like to copy. Once there, click the three vertical dots on the option you wish to copy to a new estimate.

NOTE: You cannot select multiple options to be copied to a new estimate. Only one option can be copied.

Select 'Copy to new estimate'

In the Copy Segment box, you can keep the customer name from the previous estimate, or type the name of a different existing customer to copy the new estimate to them. You can also create a new customer with the '+New Customer' button to copy your estimate to them.

Your new estimate will be created for the customer of your choice.

NOTE: Housecall Pro will always run estimate numbers in sequential order, starting from the HIGHEST number in the system. This means if you copy an estimate to a new one, the new estimate number will be the next highest number in your existing estimate number sequence, not necessarily the next highest from the estimate you copied.

How do I convert a job back to an estimate?

Once a job is created, you can convert it to an estimate without starting over and losing your hard work!

Just go to the job details page. Once there, click the wrench icon toward the top right of the screen.

A pop-up menu will appear. Click on the fifth option down, called 'convert to estimate.'

This will replace the invoice with an estimate that will contain all of the same line items, customer information, notes, and attachments.

I converted a job to an estimate. Where did the job go?

When you copy an estimate to a job, a copy of the estimate remains on file for you to reference in the future.

When you convert a job to an estimate, however, the job will no longer exist in the system. It has been changed from a job to an estimate with all line items, customer information, notes, and attachments still intact.

This estimate can always be copied back to a job when needed, by following the steps listed above.

Why can't I convert my job to an estimate?

With Housecall Pro, you have the option to convert a job to an estimate at the click of a button. However, there are four reasons that a job may NOT be converted into an estimate within the system. So if you're looking for that option and don't see it, check the list below to make sure this job is eligible.

There are four reasons you can't convert a specific job into an estimate:

The job already has transactions tied to it: In the Housecall Pro system, payment can only be taken on a job and not on an estimate. So if a job already has a payment processed or recorded through it, it cannot be converted to an estimate in the system. If the payment was recorded by mistake, you can delete the payment and then convert the job to estimate.
The job has multiple segments: Jobs that require multiple visits or multiple payments on a single project can be broken into segments. Once a job has been split into segments, it cannot be converted back to an estimate. If the job has multiple segments by mistake, you can delete the segments until only the single segment job is left, then convert as usual.
The job is part of a recurring series: If a job is entered in the system as a part of a reoccurring series of jobs, it will not be able to be converted to an estimate. The system recognizes recurring jobs as pre-set appointments for work, such as a weekly clean or 6-month system check. While the jobs can be moved, edited and rescheduled, they can't be converted to an estimate.
The job was already copied from an estimate, and is linked to it: When a job has been copied over from an original estimate, a copy of that estimate is kept in the system. The estimate and invoice will be linked together with an icon near the top right of each screen to give you easy access between the two. Since an estimate already exists for this job, the job can't be converted to a different estimate. This keeps duplicates from being created. You can always go back to edit the estimate as needed or delete the job that was created.