Housecall Pro

Housecall Pro invoices and payments that bring the money in sooner

We set up Housecall Pro so the invoice goes out the day the job is done, payment reminders run on their own, and customers can pay online or by card in the field.

The job wraps up on a Monday. The tech writes the total on a work order and means to enter it that night, and the invoice finally goes out on Thursday. The homeowner sets the email aside, forgets it and pays weeks later when the office calls. The work was good, and the money still took weeks to arrive.

Home Service Guild sets up invoicing and payments in Housecall Pro so the invoice reaches the customer while the job is fresh in their mind. Overdue balances get reminders without someone in the office chasing them. This is part of the Operations job.

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Invoices that go out from the job itself

In Housecall Pro the invoice is built from the job, so the line items, the customer and the address are already filled in. The company can send it by text or email, and every invoice carries a link the customer can use to pay. We set up the invoice template with your logo, your terms and the wording your customers already know.

Housecall Pro supports progress invoicing for multi-day projects, so the company can bill a percentage or a dollar amount as each stage finishes. Housecall Pro also has auto invoicing. Its help center notes that invoice reminders do not work with auto invoicing or batch invoices, so we decide with you which approach fits each kind of work.

Ways your customers can pay

Housecall Pro takes credit and debit cards online and in the field, with a card reader or with Tap to Pay. Bank transfer (ACH) is another option and carries a lower fee than cards. Techs can deposit a paper check from the app. With a card on file, the company can charge a repeat customer without asking for the number again.

The Housecall Pro customer portal lets customers see their invoices and pay online. Standard card payouts take two business days, and Instapay can move card payments to the company in minutes. We turn on the payment options you want to offer and leave the rest off.

Reminders for invoices past their due date

Once the due date passes, Housecall Pro can remind customers about unpaid invoices on its own. The reminders go by email to the addresses that received the invoice. The company chooses how often they go out, from every day to every thirty days, and how many each invoice gets, up to ten. A reminder goes out only when the job is finished, the invoice has a due date and a balance, and the customer has already received it.

Some customers should never get an automatic nudge. A commercial account with its own payables process is one example. A longtime customer the owner would rather call personally is another. Housecall Pro lets the company leave customers out by name or by tag, and we build that list with you. We also write the reminder wording with you so it sounds like your office on a polite day. Resending an invoice by hand restarts the reminder schedule, and we make sure your office knows that.

Financing for larger jobs

For larger jobs, Housecall Pro connects to Wisetack consumer financing. When financing is turned on, the customer sees an option to pay over time on estimates and invoices, subject to credit approval, and the company is paid in full when the job is finished. The application uses a soft credit check, so filling it out does not hurt the customer's credit. Financing can be hidden from commercial customers.

Financing often does the most good at the estimate stage, before the customer has decided. Our page on follow-up on open estimates shows where it fits there.

Keeping your books in step with Housecall Pro

Housecall Pro syncs with QuickBooks Online on the Essentials plan and above. The Basic plan does not include that sync. We connect the two systems and agree with you and your bookkeeper on which one is the record for each item, so no one enters the same payment twice. Accounting is one of several places where we connect Housecall Pro to the rest of the business.

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Questions owners ask

Can our techs collect payment before they leave the job?

Yes. Techs can take cards with Tap to Pay or a card reader and deposit checks from the Housecall Pro app. We train them in a live online session using your own jobs and record the session for new hires.

Do invoice reminders go out by text?

Housecall Pro's help center describes invoice reminders as emails sent to the addresses that received the invoice. The invoice itself can go by text or email. We check the current options in your account when we set up the reminders.

Can we keep certain customers off the reminder schedule?

Yes. Customers can be left out by name or by tag. We usually suggest it for commercial accounts on their own terms and for customers the owner prefers to contact personally.

Where does the money go when a customer pays online?

It goes into your company's own payments account, set up in your name. We never hold your funds, and the logins for Housecall Pro and QuickBooks stay with you.

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