QuickBooks integration
Housecall Pro and QuickBooks bookkeeping
If your jobs and invoices live in Housecall Pro and your books live in QuickBooks, I check what Housecall Pro sends over and clean up what lands wrong. I work in QuickBooks. I do not run Housecall Pro for you.
How Housecall Pro connects to QuickBooks
Housecall Pro connects to QuickBooks Online on the Essentials, Plus and Advanced plans. It is not compatible with Simple Start. Housecall Pro also says you need to be on its Essentials or MAX plan to connect.
Housecall Pro describes the sync as typically one-way, with invoices going from Housecall Pro to QuickBooks, with a few exceptions. You choose when an invoice is sent: when the job is finished, when it is invoiced, or when it is paid. Housecall Pro says the sync happens within a few minutes of that action.
What I check in QuickBooks
- Sync alerts in Housecall Pro are cleared for the right reason, not just dismissed
- Invoice numbers do not collide with invoices already in QuickBooks
- Customers and sub-customers are organized the way the integration expects
- Sales tax rates and items map to the right accounts
- Payments and deposits tie to what hit the bank
Common questions about Housecall Pro and QuickBooks
What do Housecall Pro's QuickBooks sync alerts mean?
Housecall Pro lists the most common ones, including Invalid Item Ref, Tax Rate Unavailable, and a duplicate invoice number. Each has its own fix. After the cause is fixed, you reprocess the alert. Housecall Pro warns that editing a job that triggers an update can bring the error back.
Why does Housecall Pro say an invoice number already exists in QuickBooks?
The alert appears when you sync an invoice with the same number as one already in QuickBooks. I find which one is the real invoice and fix the numbering so it does not happen again.
Which QuickBooks Online plans work with Housecall Pro?
Essentials, Plus and Advanced. Housecall Pro says Simple Start is not compatible.
Does the sync go both ways?
Housecall Pro says it typically works one way, from Housecall Pro to QuickBooks, with a few exceptions. That is why edits made in QuickBooks do not always show up in Housecall Pro.
My customer list in QuickBooks has sub-customers inside sub-customers. Is that a problem?
It can be. Housecall Pro says it imports only top-level customers and one level of sub-customers. Anything deeper, and the invoices attached to it, is not imported, so the customer list needs reorganizing before you connect. I restructure it in QuickBooks.
Should I clean up QuickBooks before connecting to Housecall Pro?
Yes. Housecall Pro recommends preparing your QuickBooks data first to avoid a messy import. This is the cleanup work I do.
What is the "Housecall Pro Money - Bill Pay" account in my chart of accounts?
Housecall Pro says it creates that expense account automatically when bills are paid through its Bill Pay feature with QuickBooks Online connected. I check that those entries are categorized the way you want.
Not sure what is going wrong?
Book a discovery call and tell me what you are seeing. We will talk through where your books stand and what would help.
Sources
- Housecall Pro Help: QuickBooks Online integration overview
- Housecall Pro Help: QuickBooks Online sync alerts
- Housecall Pro Help: how invoices transfer to QuickBooks Online
- Housecall Pro Help: control when data is sent
- Housecall Pro Help: QuickBooks Online onboarding guide
- Housecall Pro Help: QuickBooks Online Bill Pay
- Intuit Community: deposits when Housecall Pro is linked to QuickBooks
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Buildertrend, Jobber, Housecall Pro, ServiceTitan, Knowify, and Procore are trademarks of their respective owners. Harmony Accounting & Bookkeeping Services is an independent bookkeeping firm. It is not affiliated with, endorsed by, or sponsored by any of them, or by Intuit Inc.