Overview

The HousecallPro integration enables your forms to automatically create customers and jobs in HousecallPro when submitted. This seamless integration streamlines your lead management process by instantly converting form submissions into actionable jobs in your HousecallPro account with complete customer and scheduling information.

Prerequisites

Before setting up HousecallPro integration, ensure you have:

1. Active HousecallPro Account: A valid HousecallPro subscription with API access
2. HousecallPro API Credentials: API key and access permissions configured
3. Connected Integration: HousecallPro must be connected in your integrations settings
4. Required Permissions: Read and write access to customers, addresses, and jobs in HousecallPro
5. Service Categories: Properly configured job types and service categories in HousecallPro

Setup Instructions

1. Connect HousecallPro Integration

1. Navigate to Integrations → HousecallPro
2. Enter your HousecallPro API credentials
3. Click Connect to HousecallPro
4. Verify the connection shows as “Connected”
5. Configure default job settings and categories

2. Enable HousecallPro for Forms

When creating or editing a form:

1. Expand the Integration Settings accordion
2. Toggle “Send Submissions to HousecallPro” to ON
3. Configure field mappings (see Field Mapping section below)

Field Mapping

Required Fields

These fields must be mapped for HousecallPro integration to work:

Field Type	HousecallPro Mapping	Description
Text	customer_fname	Customer’s first name
Text	customer_lname	Customer’s last name
Text/Number	customer_phone	Customer’s phone number
Email	customer_email	Customer’s email address
Text	street	Street address
Text	city	City
Select	state	State
Text	zip	ZIP code

Optional Fields

Additional fields that can be mapped to enhance customer and job data:

Field Type	HousecallPro Mapping	Description
Text	country	Country (defaults to US)
Textarea	booking_reason	Reason for service request
Select	booking_type	Type of job/service
Date	booking_date	Preferred service date
Select	booking_time	Preferred time slot
Radio	isFirstTimeClient	Whether customer is new
Select	customerType	Residential or Commercial

Setting Up Field Mappings

1. Add form fields using the form builder
2. For each field, expand the Advanced Options
3. Find the “Housecall Pro Key” dropdown
4. Select the appropriate HousecallPro field mapping
5. Ensure all required mappings are configured

How It Works

Submission Process

When a form with HousecallPro integration is submitted:

1. Validation: System validates all required HousecallPro mappings are present
2. Customer Processing: Creates or updates customer record with contact information
3. Address Management: Creates service address linked to customer
4. Job Creation: Creates job with service details and scheduling preferences
5. Response Handling: Processes HousecallPro API response and confirms creation

Data Flow

Form Submission → Field Mapping → Customer Creation → Address Creation → Job Creation → HousecallPro Dashboard

Customer Management

HousecallPro integration includes intelligent customer handling:

• Automatic customer creation with complete contact information
• Service address management separate from billing address
• Customer communication preferences
• Historical job tracking and customer notes

API Integration Details

Authentication

The integration uses HousecallPro’s API key authentication:

• API keys are securely stored and encrypted
• Authentication status is monitored continuously
• API rate limits are respected and managed
• Connection health is checked regularly

HousecallPro API Endpoints Used

• Customer Management: /customers
• Address Creation: /customers/{id}/addresses
• Job Creation: /jobs
• Employee Management: /employees
• Service Categories: /job_types

Error Handling

The system includes comprehensive error handling:

• Invalid customer data is validated before API submission
• Duplicate customer detection and management
• Address validation and geocoding verification
• Job scheduling conflict detection
• Network connectivity issues are handled gracefully

Features

Advanced Capabilities

• Complete Customer Profiles: Comprehensive customer information with communication preferences
• Address Management: Separate service and billing address handling
• Job Scheduling: Intelligent job creation with preferred dates and times
• Service Classification: Automatic job type assignment based on form inputs
• Employee Assignment: Smart technician assignment based on service type and location

Customer Lookup

Advanced customer lookup and management:

• Search existing customers by phone number
• Auto-populate customer information for returning clients
• Merge duplicate customer records intelligently
• Link new jobs to existing customer history
• Preserve customer preferences and notes

Job Intelligence

Smart job creation features:

• Service Type Detection: Automatic job categorization
• Priority Assignment: Emergency vs. routine job classification
• Scheduling Optimization: Consider technician availability and location
• Recurring Service: Set up recurring maintenance schedules
• Special Instructions: Capture detailed service requirements

Analytics Integration

Form submissions to HousecallPro are tracked with:

• Lead source attribution and tracking
• Campaign performance metrics
• Conversion rate optimization
• Customer acquisition cost analysis
• Job completion and revenue tracking

Templates

Pre-built HousecallPro Template

A comprehensive HousecallPro form template is available with:

Step 1: Location Verification

• Service area validation
• ZIP code verification

Step 2: Service Selection

• Service type dropdown with HousecallPro categories
• Urgency level selection

Step 3: Service Description

• Detailed problem description
• Special requirements or notes

Step 4: Customer Information

• Complete contact information
• Customer lookup by phone number
• Full service address collection

Step 5: Customer Classification

• New vs. returning customer identification
• Residential vs. commercial classification

Step 6: Scheduling Preferences

• Preferred service date selection
• Time window preferences
• Terms and conditions acceptance

Using the Template

1. Go to Form Builder → Create New Form
2. Select “HousecallPro Service Request Template”
3. Customize service types to match your offerings
4. Configure scheduling options and time slots
5. All HousecallPro mappings are pre-configured

Advanced Features

Service Area Management

• Territory Validation: Verify service availability by location
• Distance Calculations: Estimate travel time and costs
• Coverage Maps: Visual representation of service areas
• Expansion Planning: Track requests outside current service areas

Customer Communication

• Automated Notifications: Trigger customer communication workflows
• Preference Management: Respect customer communication preferences
• Multi-channel Contact: Support for phone, email, and SMS
• Language Preferences: Handle multilingual customer communication

Job Optimization

• Route Planning: Optimize technician schedules and routes
• Skill Matching: Assign jobs based on technician expertise
• Equipment Requirements: Track special tools or materials needed
• Follow-up Scheduling: Automatic scheduling of follow-up appointments

Integration Workflows

• Estimate Generation: Automatic estimate creation for certain job types
• Invoice Processing: Streamlined billing and payment processing
• Photo Documentation: Integration with job photo requirements
• Quality Assurance: Automated quality control and follow-up

Troubleshooting

Common Issues

“Missing required HousecallPro mappings” Error

• Ensure all 8 required fields are mapped: customer_fname, customer_lname, customer_phone, customer_email, street, city, state, zip
• Check that mapped fields are marked as required
• Verify email field has proper email validation

HousecallPro API Connection Failed

• Check HousecallPro integration connection status
• Verify API key is valid and has proper permissions
• Ensure HousecallPro account is active and in good standing
• Check for API rate limit violations

Customer Creation Failed

• Verify phone number format is correct and unique
• Check email address format and validity
• Ensure customer name fields contain valid data
• Verify no special characters in customer information

Job Creation Failed

• Verify customer was created successfully first
• Check that job type exists in HousecallPro
• Ensure service date is in the future
• Verify address is geocodable and within service area

Address Validation Issues

• Ensure complete address information is provided
• Check for valid street addresses and ZIP codes
• Verify city and state combinations are correct
• Test with known valid addresses in your service area

Debug Information

Enable detailed logging by checking application logs for:

• 📤 Sending to Housecall Pro – Integration attempt started
• ✅ HousecallPro API response received – Successful API call
• ❌ HousecallPro API call failed – Failed API call with error details
• 🏠 Customer lookup result – Customer search results
• 📍 Address validation result – Address verification outcomes

Performance Monitoring

Track integration performance through:

• API response times and success rates
• Customer creation and duplicate detection rates
• Job creation success rates
• Address validation accuracy
• Overall form-to-job conversion rates

Best Practices

Form Design

• Email Validation: Implement strong email validation since email is required
• Phone Formatting: Use consistent phone number formatting
• Address Completion: Ensure complete address collection
• Service Selection: Align form options with HousecallPro job types

Data Quality

• Contact Information: Validate all contact methods are accurate
• Address Standards: Use standardized address formats
• Service Descriptions: Provide clear, detailed service descriptions
• Customer Classification: Properly categorize residential vs. commercial

User Experience

• Customer Recognition: Implement customer lookup for returning clients
• Service Selection: Make service type selection intuitive
• Scheduling Integration: Show available time slots when possible
• Confirmation Process: Provide clear confirmation of job creation

Workflow Optimization

• Job Prioritization: Set up proper job priority classification
• Technician Assignment: Configure automatic technician assignment rules
• Follow-up Automation: Set up automated follow-up workflows
• Quality Control: Implement job completion verification processes

Security Considerations

• API keys are encrypted and securely stored
• Customer PII is transmitted using HTTPS encryption
• Data access is logged and auditable
• Integration can be disabled immediately if needed
• Customer data is handled according to privacy regulations
• Access controls prevent unauthorized data access

Limitations

• Maximum of 150 form submissions per hour to prevent API rate limiting
• Email addresses must be unique per customer in HousecallPro
• Phone numbers should be unique to prevent customer duplication
• Job scheduling dates must be within 90 days in the future
• Customer names are limited to 100 characters each
• Service descriptions are limited to 2000 characters

Compliance & Privacy

Data Protection

• GDPR Compliance: European customer data protection
• CCPA Compliance: California consumer privacy rights
• Data Encryption: All customer data is encrypted in transit and at rest
• Access Logging: All data access is logged and monitored

Customer Rights

• Data Portability: Customer data can be exported from HousecallPro
• Right to Deletion: Customer records can be anonymized or deleted
• Consent Management: Customer consent is tracked and managed
• Communication Preferences: Opt-out mechanisms are respected

Support & Maintenance

Regular Maintenance Tasks

• Monitor API key validity and expiration
• Review and update field mappings as needed
• Analyze error logs and success rates monthly
• Test integration with sample data quarterly
• Update service area configurations as business grows

Performance Optimization

• Monitor API response times
• Optimize field mapping efficiency
• Review customer duplicate detection accuracy
• Analyze job creation success rates
• Identify and resolve common failure patterns

Getting Help

For HousecallPro integration support:

1. Verify HousecallPro connection status in integrations
2. Check all required field mappings are configured
3. Review recent error logs for specific issues
4. Test integration with known valid sample data
5. Contact support with specific error messages and form configuration details

Emergency Procedures

If integration fails:

1. Check HousecallPro system status
2. Verify API key permissions
3. Review recent form submissions for patterns
4. Enable manual processing as backup
5. Document issues for support team review