Scheduling, Invoicing, and Payments Training Overview
In this Scheduling, Dispatch, and Payments Training, we provide a comprehensive overview of the essential workflows for managing scheduling, dispatching, and payments in Housecall Pro. This training is ideal for office admins and owners who need a thorough understanding of how to schedule jobs and estimates effectively.
In this training, we will cover:
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
Video Tutorials
Learn at your own pace with our pre-recorded Scheduling, Dispatching, and Payment training videos and FAQs.
Step-by-Step Instructions
Step 1: Create, Schedule, and Dispatch a Job
To create, schedule, and dispatch a job:
Click the New button in the top navigation bar of your HCP account.
Select 'Job' from the drop-down.
Box 1 - Customer Information: In the Customer field, type the name of an existing customer or click '+ NEW CUSTOMER' to add a new customer.
Box 2 - Schedule: Click the Schedule box to open the calendar and begin scheduling the job.
Click or drag & drop the job anywhere on the calendar to schedule the job for that date/time.
Alternatively, you can click on the job (blue box) to set up the date, time, and recurrence options.
If you have any trouble finding the job, simply click the wrench icon in the top left corner of the calendar to jump to the job.
🛠️ Pro Tip: Note that recurring jobs are typically more relevant for services like lawn care rather than HVAC.
Check the 'Notify Customer' option in the top right corner if you want your customer to receive an email and text notification about the scheduled job.
Leave unchecked if you'd like to prevent this notification from being sent.
Click 'SAVE' in the top right corner of the page to confirm your scheduling.
Box 3 - Line Items: Add any services or materials to the job, which will be listed as line items on the invoice.
If you need to add more line items, click either '+ SERVICE ITEM' or '+ MATERIAL ITEM,' depending on the type of item you wish to include.
Optionally, you can include:
Private Notes
Customer Tags
Job Tags
Lead Source
Attachments
🛠️ Pro Tip: These are only visible to you and assigned employees, not the customer. |
Click 'SAVE JOB' in the top right corner to finalize.
If you selected notification options earlier, your customer will receive their text/email notification at this time.
You will then be taken to the Job Details page.
Step 2: Running the Job through Housecall Pro
Access our Field Tech training checklist & 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.
Step 3: Sending an Invoice and Taking Payment
When you are ready to send the invoice to the customer, open the job to navigate to the Job Details page.
Click the blue 'SEND INVOICE' button or select the Invoice icon (paper airplane) in the Action Bar.
Adjust the invoice details, settings, payment options, and any necessary attachments (photos, videos, or checklists) by clicking the pencil icon in each section.
You can adjust payment settings to allow customers to pay online directly from the invoice they receive using a credit or debit card or ACH.
Click 'NEXT' in the upper-right-hand corner to proceed.
Confirm or update the email address for receiving the invoice, or choose to send the invoice via text message instead.
When you're ready, click 'SEND.'
To record a payment from your customer, click the 'PAY' icon on the Job Details page.
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.
Manage jobs that last for more than one day? Check out this feature!
Having trouble collecting from your customers? Check out these simple tips!
Having trouble finding what you need?
For further assistance, 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.