Important Notes on Syncing Job & Invoice Numbers
📌 Note: Once we sync historical jobs, this action cannot be undone. It is important to read this FAQ thoroughly to ensure you understand the sync and expected behavior.
How to Sync Job and Invoice Numbers
We have recently released the ability to keep future job and invoice numbers tied together. This setting ensures that your job and invoice number share the same number ID.
To match future invoice numbers with job numbers:
Click the gear icon in the top right corner of your HCP account to go to Settings.
From the left-hand menu, select Invoices, then choose Preferences from the dropdown menu.
Next to Match invoice and job number, turn the toggle on to enable this setting.
Syncing Job and Invoice Numbers FAQ
What will my account look like when this setting is enabled for me?
Once the setting is enabled for you, when you navigate to the job details page, you will continue to see both the job and invoice number. However, you will notice that the numbers will automatically match with no action needed on your end.
If you ever do need to adjust the number, you will want to click on the 'Job number' and edit it. The job number is the lead number, which will then update the invoice number to match.
Will this sync setting apply to my historical jobs?
By default, this setting only applies to new jobs moving forward. If you'd like it applied to your historical jobs, please reach out to our Chat Support team via the Blue Chat Bubble in your account. Please note that once historical jobs are synced, this action cannot be undone, though you can still choose not to sync jobs and invoices in the future if you change your mind.
Will enabling this setting impact QuickBooks?
No, at this time we push the job number as the ID to QuickBooks. In other words, the job number in Housecall is the invoice number in QuickBooks. When this setting is enabled, we honor the job number so that there are no duplication errors caused with QuickBooks.
What if I am using Deposits or Segments, will the numbers still be shared?
Yes, the numbers will still be synced automatically if you are using Segments and Deposits.
You will see that deposit invoices will have the prefix D. Example: Job 11503 has deposit invoice #D-11503.
Example: If the original job number is 11503, and it has 3 segments, the segments and invoices would be numbered as follows:
Segment #1: 11503-1, Invoice #11503-1
Segment #2: 11503-2, Invoice #11503-2
Segment #3: 11503-3, Invoice #11503-3
If I have turned on Progress Invoicing, will this setting also work?
No, at this time if you are using Progress Invoicing, you will not be able to opt in to this setting given you may have MANY invoices for one job.
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.