Setting Up the QuickBooks Online Integration
When you're ready to use Housecall Pro with QuickBooks Online, you'll need to link your QuickBooks Online account to Housecall Pro.
❗Important Note:
If you're considering switching from QuickBooks Desktop to QuickBooks Online, please reach out to our Chat Support team via the Blue Chat Bubble in your account or contact our Phone Support team at (858) 842-5746 for assistance.
Housecall Pro integrates with three QuickBooks Online plans:
Essentials
Plus
Advanced
The Housecall Pro and QuickBooks Online integration is not compatible with Simple Start QBO plans.
If you do not have a QuickBooks Online account or subscription, you will first need to sign up for QuickBooks Online and choose a plan.
Housecall Pro customers receive special pricing options for new QuickBooks Online subscriptions. The offer terms per Intuit QuickBooks are:
"Free trial for 30 days: To be eligible for this offer you must sign up for the free trial plan using the 'Try it free' option. First thirty (30) days of subscription to QuickBooks Online starting from the date of enrollment is free. To continue using QuickBooks Online after your 30-day trial, you'll be asked to present a valid credit card for authorization, and you'll be charged the then current fee for the service(s) you've selected."
Once you have an account and subscription, you can follow the instructions in this article to connect your Housecall Pro and QuickBooks Online accounts.
Please Note: To connect QuickBooks Online and Housecall Pro, you must be on either the Essentials or MAX Housecall Pro plans.
How to Connect QuickBooks Online and Housecall Pro
To connect your QuickBooks Online account to Housecall Pro:
Click on the 'My Apps' icon (3x3 square) in the top right corner of your Housecall Pro navigation bar, then click the 'Go to App store' button.
Use the search bar and search "QuickBooks Online" or scroll down on the App Store page. Then, click on the QuickBooks Online app.
Next, click the blue 'Connect To QuickBooks' button in the top right corner of the QuickBooks Online app page.
You will then be taken to the QuickBooks Online app page to connect your QuickBooks Online account.
From here, click on the green 'Connect to QuickBooks' button in the bottom right corner of the QuickBooks Online app page.
You will then be taken to the Intuit QuickBooks Online Sign-in page to log into your QuickBooks Online account.
After signing into your QBO account, you will be redirected to your Housecall Pro account to continue setting up the QuickBooks Online integration.
The page should show that Housecall Pro and QuickBooks Online are now connected and will also give you the option to import your QuickBooks Online data to your Housecall Pro account.
❗Important Note: Before you click 'Import' to
begin the import from QuickBooks Online to Housecall Pro,
you'll need to prep your QuickBooks Online data to avoid any issues.
Importing your QuickBooks Online Data to Housecall Pro
After successfully connecting Housecall Pro to QuickBooks Online, you will have the option to import your data from QuickBooks Online to Housecall Pro.
Benefits of Importing Your Data from QuickBooks Online to HCP:
Save time from manually entering previous Customers, Price Book items, Invoices, and Tax Rates.
Get started using Housecall Pro faster.
Historical invoices from QuickBooks Online are easily available in HCP.
Housecall Pro imports the following data from QuickBooks Online:
Customers
Tax rates
Invoices
Products
Services
Income Accounts
Classes (as Business Units in HCP - Classes must be enabled in QBO)
Prepare Your QuickBooks Online Customer Data for Housecall Pro
Before you connect your Housecall Pro and QuickBooks Online accounts, you'll want to clean up any of your current Quickbooks Online data. This will assist with avoiding any issues during the import if you choose to import during the integration set-up process.
The Customer Information fields that will be imported over to Housecall Pro include:
First name
Last name
Email
Company
Phone
Billing address
Please Note: If there is an address in the "Shipping address" field, it must be an exact match to the address in the "Billing address" field.
How to Organize Customers in QuickBooks Online
One of the most common reasons that all data is not imported into Housecall Pro is because of the way customers are organized in QuickBooks.
Housecall Pro will only import Parent (1st-level) customers and (2nd-level) Sub-customers from QuickBooks Online.
3rd-level sub-customers and beyond (and any invoices associated with them) will not be imported to Housecall Pro.
To ensure all of your QuickBooks data is imported, you'll need to move any 3nd-level customers (and beyond) to either the Parent customer or Sub-customer levels.
❗Important Note:
In order for customer levels to be changed, any invoices or payments for those customers must be deleted completely from your QuickBooks Online account.
If you don't want to delete the invoices or payments, you can create a brand new customer in Housecall Pro with a slightly different Display Name and link the Parent customer. You can then refer to that previous Sub-customer's profile/history in QuickBooks Online.
To organize customers in QuickBooks Online:
In your QuickBooks Online account, select 'Sales' from the navigation menu on the left, then click on the 'Customers' tab.
Identify any 3rd-level sub-customers (and beyond) and click on those Customer profiles.
In the "Customer Information" window:
Uncheck the “Is sub-customer” checkbox if you would like to make the Sub-customer a Parent customer.
If you would like the customer to remain a Sub-customer, select the appropriate Parent customer from the drop-down menu under the "Is sub-customer" checkbox.
Save any changes before closing out of the window.
Once your data is cleaned up and the customer information in Quickbooks Online matches the fields that get imported into Housecall Pro, you'll be ready to import your data when prompted during the QuickBooks Online integration set-up process.
Sign in to your QBO account to start preparing your QuickBooks Online data.
How to Import Your QuickBooks Online Data to HCP
To import QuickBooks Online Data to Housecall Pro:
Click the blue 'Import' button in the bottom right corner of the "Housecall Pro and QuickBooks Online are now connected" page in your Housecall Pro account.
If you'd like to skip the import, click the 'Skip' button instead.
The next screen asks if you would like to import your data from all time or from a specific start date.
Selecting the 'All time' option will import data from the date that your QuickBooks Online account was created.
Selecting the 'Specific start date' option will import your data from the selected start date to the day you start the import. You'll also be able to import more data at a later date.
You can type in the date in the "Enter a start date" box, or click on the calendar icon to select a date.
Please Note: If you have more than 7 years of QuickBooks Online data,
it is recommended to select the 'Specific start date' option so you do not have to clean up records dating back further than necessary.
Once you've selected an option, click on the blue 'Next' button in the bottom right corner of the page to proceed.
If you selected the 'Specific start date' option, but the 'Next' button is greyed out/not clickable, ensure that a start date has been selected.
On the "Import Options" page, you're asked how your customers are structured in QuickBooks Online.
We ask this because:
Housecall Pro supports customer/sub-customer (Parent/Child customer) relationship data. We do not support Parent/Child/Grandchild hierarchies.
If you have customers at the 3rd level or higher, you will need to update their profiles to be Parent Customer and Sub-Customer profiles.
Please Note: If you have 3 levels of customer hierarchies (Parent/Child/Grandchild customers) in your QuickBooks Online account, please follow the steps in the "How to Organize Customers in QuickBooks Online" section of this Help Article to ensure that all data is imported properly.
After organizing your customers in QuickBooks Online, click on the blue 'Begin Import' button to start importing your data from QuickBooks Online to Housecall Pro.
The next page will show that your import has begun. Depending on the amount of data imported, this process can take a few minutes to a few hours.
Click the 'Finish' button to be taken to the QuickBooks Online Settings page, where you can review the status of your import.
When your import is complete: you will receive an email from Housecall Pro (notifications@housecallpro.com) regarding the status of your import.
A report of any errors that may have occurred during the import process
will be included as an attachment in this email.
If the import fails: please reach out to our Chat Support team via the Blue Chat Bubble in your Housecall Pro account, or contact our Phone Support team at (858) 842-5746 for further assistance.
After Connecting the QuickBooks Online Integration
After finishing the QuickBooks Online integration setup, you'll be able to view your QBO account details and check the integration status in Housecall Pro. You can also see the totals for invoices, customers, and other data that have been imported, as well as review any alerts regarding issues with invoices or jobs during the import process.
📖 Help Center Article:
For more information on how to view your QBO account
information in Housecall Pro, please check out our Help Article,
Video Tutorials
Why Housecall Pro and QuickBooks Online have integrated:
Setting Up the QuickBooks Online Integration in Housecall Pro:
Importing Your Data from QuickBooks Online into Housecall Pro:
What to expect from the integration moving forward:
Managing the Housecall Pro and QuickBooks Online Integration:
QuickBooks Online Customer Support is an amazing resource for learning how to complete tasks such as:
Matching payments
Creating journal entries
Manually reconciling payments in QuickBooks Online.
If you're in need of QuickBooks Online support, we highly recommend visiting QuickBooks Online's customer support page:
Simply click 'Help' in the upper right corner of your QuickBooks Online Dashboard.
Type keywords into the search bar OR click 'Contact Us' to start a chat.
Having trouble finding what you need?
Use the Blue Chat Bubble in your Housecall Pro account to reach out to our Chat Support team for live customer support. If you’d prefer to talk over the phone, contact our Phone Support team at (858) 842-5746.
Learn more about how Housecall Pro easily integrates with your QuickBooks Online account.