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Using Housecall Pro with CRM Workflows

Overview

The Housecall Pro integration connects your field service management platform to your CRM's automation engine. This allows you to build workflows that automatically respond to events in Housecall Pro, such as a new job being booked or an appointment being rescheduled. You can also use workflows to create new customers, jobs, or estimates directly within Housecall Pro.

About the Integration

This integration consists of two main components:

  • Triggers: These start a workflow based on an event that happens in your Housecall Pro account, like a job status change.
  • Actions: These are steps within a workflow that perform a task inside Housecall Pro, such as adding a new customer record.

Please note that using these triggers and actions consumes premium automation credits. Your Housecall Pro subscription and usage are billed separately by Housecall Pro.

How to Set Up the Connection

Before you can use Housecall Pro in your workflows, you need to connect your account using an API key from Housecall Pro.

  1. Navigate to Automation and then Workflows. Open an existing workflow or create a new one.
  2. Add a new step and search for "Housecall Pro" in the apps list.
  3. Select either a trigger or an action.
  4. In the configuration panel, click Connect your account.
  5. In the window that appears, paste your Housecall Pro API key and click Save. The panel will update to show a "Connected" status.

Connect via Settings (Alternative Method)

  1. Go to Settings and then Integrations.
  2. Find the Housecall Pro integration and click Connect.
  3. Paste your API key and click Save.

Available Triggers

Triggers check for new events in Housecall Pro at regular intervals. Creation-based triggers check every 5 minutes, while status change triggers check every 10 minutes.

Job Triggers

  • Job Created: Activates when a new job is created.
  • Job Scheduled: Activates when a job is scheduled or its schedule is updated.
  • Job Finished: Activates when a job is marked as complete.
  • Job Canceled: Activates when a job is canceled.

Estimate Triggers

  • Estimate Created: Activates when a new estimate is created.
  • Estimate Scheduled: Activates when an estimate visit is scheduled or rescheduled.
  • Estimate Finished: Activates when an estimate visit is completed.

Lead and Customer Triggers

  • Lead Created: Activates when a new lead is added.
  • Customer Created: Activates when a new customer record is created.

Available Actions

Actions allow your workflow to interact with Housecall Pro.

Customer Actions

  • Create New Customer: Adds a new customer. Requires a first and last name.
  • Get Customer Details: Fetches the full record of a customer using their ID.
  • Update a Customer: Modifies an existing customer's information.
  • Find Customers: Searches for customers by email, phone, or name.
  • Get a Customer Address: Retrieves a saved address for a customer.
  • Create a Customer Address: Adds a new address to a customer's record.

Job Actions

  • Create a Job: Creates a new job for an existing customer.
  • Get Job Details: Retrieves the full record of a job using its ID.
  • Create a Job Appointment: Schedules a new appointment on an existing job.
  • Update a Job Appointment: Changes the schedule or details of an existing job appointment.

Estimate Actions

  • Create an Estimate: Creates a new estimate for an existing customer.
  • Get an Estimate: Retrieves the full record of an estimate using its ID.

Lead Actions

  • Create a Lead: Adds a new lead record.
  • Get a Lead: Retrieves the full record of a lead using its ID.

Example: Setting Up a 'Job Scheduled' Trigger

This example shows how to create a workflow that starts when a job is scheduled in Housecall Pro.

Step 1: Add the Trigger

Create a new workflow and add a trigger step. Search for and select the Housecall Pro: Job Scheduled trigger.

Step 2: Configure the Trigger

If you haven't already, connect your Housecall Pro account. Once connected, the trigger is ready to listen for scheduled jobs.

Step 3: Test the Trigger

Schedule a test job in your Housecall Pro account. The workflow should activate shortly afterward.

Example: Setting Up a 'Create New Customer' Action

This example shows how to add an action that creates a customer in Housecall Pro.

Step 1: Add the Action

Within a workflow, add an action step. Search for and select the Housecall Pro: Create New Customer action.

Step 2: Configure the Action

Map the required fields, such as First Name and Last Name, from your workflow data. You can also populate optional fields like Email and Phone Number.

Step 3: Test the Action

Run a test of the workflow. A new customer should appear in your Housecall Pro account.

Common Use Cases

Use Case 1: New Job Booking

When a new job is booked, automatically send a confirmation message to the customer and sync their details to your CRM.

Use Case 2: Job Rescheduled

When a job is rescheduled, trigger notifications to both the customer and the assigned crew with the updated details.

Use Case 3: Job Completed

After a job is finished, automatically send the customer a thank-you message, a receipt, and a request to leave a review.

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