Setting up estimates in Housecall Pro

Converting estimates into jobs

Dispatching your field tech team

Best practices for using the mobile app, tailored for owner-operators and field techs

Invoicing and payments

A quick guide to setting up recurring jobs and multi-day visits

To schedule and dispatch a job, start by clicking the NEW button located on the right-hand side of the main navigation bar at the top of your Housecall Pro account.

Select JOB from the available options.

In the first field for customer information, type the name of an existing customer or click +New Customer to add a new customer.

Click into the second field labeled Schedule.

Schedule the job by clicking on the blue box representing the job we are scheduling and choosing the date and time.

In the top right corner, decide if you want your customer to receive an email and text notification about the scheduled job by checking or unchecking the corresponding box. To the right of this option, click the clipboard icon to assign the job to employees, and use the icon with two arrows chasing each other to set up recurring jobs if needed. Note that recurring jobs are typically more relevant for services like lawn care rather than HVAC.

Click SAVE to confirm your scheduling.

In the third field, add any services or materials to the job, which will be listed as line items on the invoice.

Optionally, you can include Private Notes, Customer Tags, Job Tags, and Attachments. These are only visible to you and assigned employees, not the customer.

Click SAVE JOB to finalize. If you selected notification options earlier, your customer will receive their text/email notification at this time.

Access our field tech training checklist and videos by clicking here

Click On My Way, Start, & Finish for each stage of the job. We will automatically capture the date and time when technicians click these buttons from their mobile app.

When you are ready to send the invoice to the customer, navigate to the job's details page and click SEND INVOICE or you can select the paper plane invoice icon on the status bar.

Add any necessary attachments (photos or checklists) by clicking the edit pencil icons and adjust invoice settings as needed. Press NEXT in the upper-right-hand corner to proceed. You can also adjust payment settings to allow customers to pay online directly from the invoice they receive using a credit or debit card or ACH.

Adjust the email that is sent to the customer or select to send the invoice via text message instead. Then, click SEND.

Enter the amount collected and the payment method. Depending on the payment method, you may be asked for additional information, such as credit card details or a check number as a payment note.