How the QBO Integration Works with HCP
The integration between Housecall Pro and QuickBooks Online typically functions one-way, with data automatically syncing from Housecall Pro to QuickBooks Online. There are a few exceptions, and there may be times when you need to push information over to QuickBooks Online from Housecall Pro manually.
In this article, we’ll cover everything you need to know about how the integration works between Housecall Pro and QuickBooks Online after the two systems are connected, including:
How information syncs from HCP to QBO
How to manually push information to QBO when needed
How certain information from QBO can be pushed to HCP
Whether information is synced automatically or pushed manually from Housecall Pro, the same data will be transferred to your QuickBooks Online account.
Information that Syncs/Pushes over from HCP to QBO:
Invoices
Payments (including Service Plan payments)
New customer information
New Price Book items
📌 Note: Once the integration has been established, you’ll want to ensure that all work is being completed within Housecall Pro to allow for the automatic transfer of data. Information that is updated in Housecall Pro will not need to be manually updated in QuickBooks Online, but may require a manual push to trigger data refresh.
📖 Help Article: If you haven't set up the QuickBooks Online integration in your Housecall Pro account yet, please check out our Help Article, "QuickBooks Online: Integration Onboarding Guide" in the HCP Help Center to get started.
How Information Syncs from HCP to QBO
After you have set up the QuickBooks Online integration with Housecall Pro, information from your Housecall Pro account will sync to QuickBooks Online when:
Jobs are marked as finished (if sync trigger is set to "Sync when job is finished")
Invoices are sent to customers
Jobs/Invoices are marked as paid
To sync invoices and their details from Housecall Pro to QuickBooks Online, create a real or test job, then click one of the following action buttons on the Job Details page:
Finish
Invoice
Pay
📌 Note: Please take into consideration that printing an invoice does not automatically push the invoice to QuickBooks. You need to send it or use the manual push option.
This will trigger Housecall Pro to sync the information to your QuickBooks Online account within 2-5 minutes.
Information from invoices syncs over to QuickBooks Online alongside customer details. Once an invoice syncs to QuickBooks Online for the first time, a link is established between the invoice in Housecall Pro and the invoice in QuickBooks Online, which allows updates to sync to the invoice in QBO once an action has been completed.
If multiple buttons are pushed throughout the job lifecycle, the first trigger will push the invoice over to QuickBooks and create the link between the HCP and QuickBooks Online invoices.
All of the following triggers, such as entering payment or sending the invoice, will update that same invoice via the link moving forward.
Example: If a job is marked as finished and is then marked as paid at a later date, the following triggers (sending the invoice or entering the payment) will update that same invoice via the link established when the job was marked as finished.
📌 Note: Any invoices deleted/canceled in Housecall Pro will need to be manually deleted/canceled in QuickBooks Online. This update will not automatically push over.
Syncing Invoices
This section provides a brief overview of how the Job # and Due Terms map from Housecall Pro, and what you can expect to see on the QBO side.
Mapping:
Invoice numbering in QuickBooks depends on Housecall Pro configuration.
Housecall Pro Simple Invoicing
In your Settings > Invoices> Configuration, Simple Invoicing means having Progress Invoicing and Match Invoice and Job number disabled.
Job # & Invoice # in HCP | QuickBooks Online |
In case of simple invoicing, the invoice numbering may be slightly off from the job number:
If you also collect deposits on the jobs, the invoice number for the deposit invoice will have the next consecutive number after the main invoice:
You will see the numbers also reflected within the refreshed QuickBooks Card component at the bottom of the jobs screen: | QuickBooks invoice numbers will be aligned with the numbers of invoices generated in Housecall Pro:
Balance/Main invoice numbering in QuickBooks
Deposit invoice numbering in QuickBooks |
Housecall Pro Simple Invoicing with Match Invoice and Job Number
In your Settings > Invoices> Configuration, this means only having Match Invoice and Job Number enabled.
Job # & Invoice # in HCP | QuickBooks Online |
In case of simple invoicing, with the invoice/job number matching enabled, the invoice number should fully match the job number: 
Additionally, if you collect deposits on the jobs, the invoice number for the deposit invoice will also match the job number with a D- prefix: 
You will see the numbers also reflected within the refreshed QuickBooks Card component at the bottom of the jobs screen:  | QuickBooks invoice numbers will be aligned with the numbers of invoices generated in Housecall Pro:
 Balance/Main invoice numbering in QuickBooks
 Deposit invoice numbering in QuickBooks |
Housecall Pro Progressive Invoicing
In your Settings > Invoices> Configuration, this means only having Progressive invoicing enabled.
Job # & Invoice # in Housecall Pro | QuickBooks Online |
In case of progressive invoicing:
You will see the numbers also reflected within the refreshed QuickBooks Card component at the bottom of the jobs screen: 
| QuickBooks invoice numbers will be aligned with the numbers of invoices generated in Housecall Pro:
 First partial invoice
 Second partial invoice
|
The Job number in Housecall Pro will be your Invoice number in QuickBooks.
The Due terms in HCP are the Terms in QBO.
❗Important: Estimates do not push over to QuickBooks Online, and only specific fields from invoices will appear in QuickBooks, such as the due term or the invoice sent date, as well as any payments taken.
❗Important: Any changes made on the job will not be automatically pushed to QuickBooks Online unless one of the action buttons is used or the invoice update is pushed manually to QuickBooks.
Syncing Invoice Dates
This section provides a brief overview of how the invoice date maps from Housecall Pro, depending on the Invoice settings.
Invoice date and simple invoices
If the invoice settings are configured to invoice date, then upon setting the different job statuses, the invoice date in QuickBooks may change:
Job Finish status set: Upon first sync of the job to QuickBooks, the invoice date is set to the job finish date.
Invoice status set: Upon issuing the invoice the update call to QuickBooks the invoice date is updated to the invoice date.
Payment status set (payment collected): when the payment is collected via Housecall, and information about it is synced to QuickBooks Online, the invoice date in QuickBooks, the invoice date is kept as set when the invoice status was set.
Service date and simple invoices
If the invoice settings are configured to service date, the invoice date in QuickBooks remains the same regardless of the different job statuses set in Housecall Pro:
Job Finish status set: Upon first sync of the job to QuickBooks, the invoice date is set to the job finish date.
Invoice status set: Upon issuing the invoice, the update call to QuickBooks the invoice date remains the same.
Payment status set (payment collected): when the payment is collected via Housecall, and information about it is synced to QuickBooks Online, the invoice date in QuickBooks remains the same.
Invoice date and progress invoices
The same behaviour we observe when you split the job into multiple invoices for the Homeowner.
Job Finish status set:
Invoice status set (1st partial invoice issued): Upon issuing the invoice, the invoice date in QuickBooks is updated to the invoice date.
Invoice status (2nd partial invoice issued): due to the fact that Housecall Pro integrates jobs as invoices in QuickBooks, adding an additional partial invoice does not change the invoice date, at least not until the previous invoice is paid.
Partial payment collected: Collecting partial payment and sending it to QuickBooks does not change the invoice date; it only applies the “partially paid” status and changes the balance due as the partial invoices are being paid.
Final invoice issued: the invoice date remains unchanged throughout the process of creating progress invoices, and the date is maintained in the system as the date of the first invoice.
Pay status (remaining payment collected): the invoice date remains unchanged. The elements that get updated when the final payment is collected are the invoice status (changed from “partially paid” to “paid in full”) and the balance.
Service date and progress invoices
The same behaviour we observe when you split the job into multiple invoices for the Homeowner.
Job Finish status set: Upon first sync of the job to QuickBooks, the invoice date is set to the job finish date.
Invoice status set (1st partial invoice issued): Upon issuing the invoice, the update call to QuickBooks, the invoice date remains the same as was set during the original sync.
Invoice status (2nd partial invoice issued): Due to the fact that Housecall Pro integrates jobs as invoices in QuickBooks, adding an additional partial invoice does not change the invoice date, at least not until the previous invoice is paid. The date remains as set during the original sync.
Partial payment collected: Collecting partial payment and sending it to QuickBooks does not change the invoice date; it only applies the “partially paid” status and changes the balance due as the partial invoices are being paid.
Final invoice issued: the invoice date remains unchanged throughout the process of creating progress invoices, and the date is maintained in the system as the date when the service was completed.
Pay status (remaining payment collected): the invoice date remains unchanged. The elements that get updated when the final payment is collected are the invoice status (changed from “partially paid” to “paid in full”) and the balance.
Service date and invoice date set at the same time
If both of the settings are enabled, the system will follow the behaviour as in case of invoice date setting enabled alone. In this scenario, the service date setting has lower priority and is overpowered by the invoice date setting.
Job Finish status set: Upon first sync of the job to QuickBooks, the invoice date is set to the job finish date:
Invoice status set: Upon issuing the invoice, the update call to QuickBooks the invoice date is updated to the invoice date:
Payment status set (payment collected): when the payment is collected via Housecall Pro, and information about it is synced to QuickBooks Online, the invoice date in QuickBooks, the invoice date is kept as set when the invoice status was set.
Invoice Due Terms
Housecall Pro allows you to set invoice terms on the job you have created. When the job is finished or sent to QuickBooks Online, your terms will also be reflected in QuickBooks Online.
How to set invoice terms in Housecall Pro:
Find the job you would like to set invoice terms for.
Find the Invoice section of the job and click the highlighted link next to Due.
Select one of the three options: Upon, Net, or On date.
Click Done.
How invoice terms are mapped to QuickBooks Online:
Upon: Receipt
The default due date will be the date the invoice was received.
Upon: Start of Work or Completion of Work
The due date will automatically be set to the date the work was started or the date the work was completed.
Net: 7, 10, 14, 30 etc.
If the invoice net term is not a term already in QuickBooks Online, we will create the term for you. The due date will also be set to the date indicated by the net term and the invoice date to the date sent.
On a Date
If the invoice net term is set to a specific date, we will not set the term and only set the due date and the invoice date.
📌 Note: If you update the invoice date or due terms on the job in Housecall Pro, you must manually push the job to QuickBooks Online to reflect the changes.
Syncing Invoices with Separate Billing & Service Addresses
When an Invoice with a separate Billing and Service Address is pushed to QuickBooks Online, the Service Address from Housecall Pro will be found under the "Shipping to" section of the QuickBooks Online invoice page.
The service address will not be added to the Customer Details tab in QBO.
Service Address in HCP |
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"Shipping to" address on the Invoice page in QBO |
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Customer Details tab in QBO |
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📌 Note: To separate jobs by address for customers with a single billing entity, you may prefer utilizing a parent/child (Customer/Sub-customer) setup.
Syncing New Customers
When a job for a new customer syncs from Housecall Pro to QuickBooks Online, the customer will be created in QBO, and a link will be formed between the profiles for any of their future invoices.
When a customer's Display Name is updated in your Housecall Pro account, the name will also update in QuickBooks Online when the next invoice syncs from HCP to QBO for that customer.
Information will transfer from the Customer Profile page in Housecall Pro to the Customer Details page in QuickBooks Online.
Customer Profile page in Housecall Pro |
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Customer Details tab in Quickbooks Online |
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The following tables show which fields in HCP correlate to specific fields in QBO:
Customer Contact Info Fields
Housecall Pro | QuickBooks Online |
First Name | First Name |
Last Name | Last Name |
Display Name | Display Name |
Company | Company name |
Mobile Phone | Mobile Number |
Home Number | Phone number (Primary) |
Work Phone | Other |
Customer Notes | Notes |
Customer Address Fields
Housecall Pro | QuickBooks Online |
Street | Street address 1 |
Unit | Street address 2 |
City | City |
Zip | ZIP code |
State | State |
📌 Note: Only one Customer Profile in Housecall Pro can be linked to a customer in QuickBooks Online.
Auto-Syncing Price Book Items
As Service and Material items are created in your Price Book in Housecall Pro, they will be automatically synced with QuickBooks Online once they are used on the invoice. Services and Materials will be immediately synced to QuickBooks Online if an income account is changed during the creation process.
The first time a new Material item is used and pushed to QuickBooks, it automatically syncs as a non-inventory item.
If a Service or Material Item has already been added to your Price Book, the Product/Service item created in QuickBooks Online will match exactly with the item in Housecall Pro.
If you add a new Price Book item directly to the Job Details page without first adding it to the Price Book, the item will be categorized generically as Sales in QuickBooks Online.
A link will be created so the item will be mapped appropriately with any jobs moving forward.
If the category that the item is mapped to in QuickBooks Online needs to be updated, it will have to be updated in Housecall Pro. The item will update to the appropriate category the next time an Invoice with that item is synced to QBO.
Only update the Product/Service information in QBO first when changing the Material Type, or for keeping inventory up-to-date.
Housecall Pro | Quickbooks Online |
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❗Important: At this time, Labor and Materials are not separated when syncing your Price Book information to QuickBooks. When you save Price Book items in Housecall Pro, they will export and link to a Service and Parts item in QuickBooks Online. Once the item is created in QuickBooks Online, you may choose to edit the item type in your QBO account to be that of a Part or Service.
Sync & Map Income Accounts for Price Book Items
Price Book items in Housecall Pro that are included in a job and pushed to QuickBooks will include the default income account or the assigned income account. The income account is assigned to the Service in QuickBooks Online.
You can map income accounts to Price Book items so you can understand your sales transactions for items sold on jobs. By mapping income accounts, you can then analyze your income statements, allowing you to find areas of improvement, including how to improve your margins.
If you import your data from QuickBooks Online to Housecall Pro, any income accounts linked to your services in QBO will be automatically assigned to the corresponding Service or Material in your Housecall Pro account.
Each Service or Material in your Housecall Pro Price Book will include a QuickBooks Online Income account section, with the assigned income account imported from QBO.
To change the income account assigned to an existing Price Book item:
Go to your Price Book in Housecall Pro by selecting 'Price book' from your navigation bar at the top of your account. (If you don't see this option, select 'More,' then 'Price book' from the drop-down).
Select 'Services' or 'Materials' from the menu on the left.
Select a Service or Material industry and category, then select the Service or Material item that you would like to change the income account for.
Select the income account you would like assigned by clicking on the Income account drop-down under the QuickBooks Online box to the right.
Click 'Save' in the top right corner of your screen to update the income account.
📌 Note: If you need to add or edit an income account, you will have to create or edit it in QuickBooks Online. The new income account will then appear in the 'QuickBooks Online' section of each Price Book item.
📗 Check out this QuickBooks help article for more information:
Manually Updating Price Book Items in QBO
Any manual updates made to your Price Book items will not sync between the two systems. If you update a Service or Material Price Book item in your QuickBooks account, it will also need to be manually updated in Housecall Pro.
To manually update your Price Book item in QBO:
In QuickBooks Online, click on 'Products & services' from the navigation menu on the left side of your screen, then click 'Edit' to the far right of the item you want to update.
The Product/Service information window will appear on the right where you can update the item information, including the Name, Category, Sales price/rate, and Income account.
If you decide to change an income account on a Price Book item in Housecall Pro, you can do so. However, the income account update will only appear for Price Book items used in a job from that point forward.
To retroactively update the item for the new income account, click the 'Also update this account in historical transactions' checkbox.
Once you've updated the information, click the 'Save and close' button in the bottom right corner of your screen.
The information will be updated across any instance of that service across QuickBooks Online, and will then need to be updated in Housecall Pro.
📌 Note: Moving Materials from the Services Price Book to the Materials Price Book will now maintain the link to the previously created materials in the service category. Once moved from the Service Price Book in HCP to the Materials Price Book, this can not be undone.
📖 Help Articles: For more information on updating Price Book items in Housecall Pro, check out our Help Articles, "Service Price Book: A How-to Guide" and "Materials Price Book: A How-to Guide" in the HCP Help Center.
How to Manually Push Information from HCP to QBO
The integration between Housecall Pro and QuickBooks Online only affects new jobs after the initial setup, so jobs that have been marked as Finished, Sent, or Paid before integrating HCP and QBO will need to be manually pushed to your QuickBooks Online account.
If you need to push an invoice to QuickBooks Online for a job that hasn't been completed and no payment has been received, manually pushing the invoice over will also allow you to bypass marking the job as finished or paid, or sending it to the customer.
To manually push information from HCP to QBO:
Navigate to the Job Details page for each job, payment, or customer that you need to push to QuickBooks Online.
If a job hasn't been created for the information that you need to push over, you can create a real or test job.
Scroll down to the QuickBooks Online section of the Job Details page, located under the Activity Feed.
Click on the three dots in the top right corner of the QuickBooks Online section and select 'Push invoice to QBO' from the drop-down.
💡 Pro Tip: This action will also allow you to push a $0.00 invoice to QuickBooks Online, but you must have at least one line item on the invoice, which can be $0.00.
If you receive any alerts when attempting to manually push an invoice into QuickBooks Online:
The QuickBooks Online box will reload and will show the alert at the top of the section.
Click "Review Alert" to be taken to the QuickBooks Sync Alerts section in your Housecall Pro account.
📖 Help Article: To learn more about QuickBooks Online alerts and how to resolve them, check out our Help Article, "QuickBooks Online: Sync Alerts" in the HCP Help Center.
When is Information Pulled from QBO to HCP?
During the integration setup, you have the option to import all of your QuickBooks Online data into your HCP account.
In cases where a payment was entered in your QuickBooks Online account instead of your Housecall Pro account, you can manually pull those payments from QuickBooks Online.
📌 Note: Restoring customers within your QuickBooks Online account
will not restore them in Housecall Pro.
Video Tutorials
In this two-part Mastermind Online, James Griner covers how the Housecall Pro and QuickBooks Online integration works so that you understand what happens in your QuickBooks Online account as you do things within your Housecall Pro account.
Part 1:
Part 2:
Housecall Pro Customers in QuickBooks Online:
Housecall Pro Jobs/Invoices in QuickBooks Online:
📖 Help Articles: Check out our other QuickBooks Online articles here!
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.