Housecall Pro: Using Triggers and Actions in Your Automations

Housecall Pro is a field service management platform used by home service companies (plumbing, heating, electrical, cleaning, landscaping, pest control, etc.) to manage their service calls, customers, scheduling, billing, quotes, and payments.

The Housecall Pro integration feeds the most useful data—service calls and customers—directly into the automation builder. As a result, a new booking or the completion of a service call can automatically trigger your communications, and a new customer can be created in Housecall Pro from any automation.

In practice: a newly scheduled service call can immediately send a confirmation text message; a completed service call can trigger a thank-you message and a request for feedback; a rescheduling can notify both the client and the team dispatched to the site, and a new lead from a form can be added to Housecall Pro as a client ready to receive a quote and be scheduled.

What the integration includes

The integration consists of two parts:

• Triggers (Housecall Pro to your automations): These trigger when a service visit is scheduled or completed, and return the service visit data along with a nested client object.

• An action (from your automations to Housecall Pro): This creates a new customer record based on the information from your automation and returns the ID of the newly created customer.

Connect Housecall Pro

Before a Housecall Pro trigger or action can work, the integration must be connected using your Housecall Pro API key.

Recommended method: from the automation builder

1. Open Automation, then Automations, and select (or create) an automation.

2. Add the Housecall Pro trigger or action: search for Housecall Pro in the Apps tab.

3. Select the trigger (Scheduled Visit) or action (Create a New Client).

4. In the panel, click "Connect your account."

5. In the API key login window, paste your Housecall Pro API key.

6. Click Save. The panel will then display "Connected."

Alternative method: from Settings

1. Go to Settings, then Integrations.

2. Find Housecall Pro and click "Connect."

3. Paste the API key and click Save.

List of Triggers

List of actions

Example: Set up a trigger (Scheduled Visit)

This step-by-step guide sets up an automation that triggers every time a service visit is scheduled or rescheduled in a specific Housecall Pro account. The same configuration applies to “Service Visit Completed”: only the trigger type and trigger name change.

Step 1: Add the trigger

1. Open the automation and click Add a trigger.

2. Switch to the Apps tab and search for Housecall Pro.

3. Select “Scheduled Service Call” from the list of triggers.

Step 2: Configure the trigger

• Connected account: Choose the Housecall Pro account that this trigger should monitor. The account is selected automatically when only one is connected.

• Trigger Name: Give it a descriptive name, such as “New Appointment” or “Appointment or Reschedule.”

• Add filters (optional): Add conditions if you want the automation to trigger only in certain cases. Common filters include client attributes, visit type or label, and the assigned employee.

Step 3: Test the trigger

1. Click “Search for New Records” in the test panel.

2. The system retrieves the most recent scheduled service calls that match your criteria in Housecall Pro.

3. From the dropdown menu for selecting the mapping reference, choose one of the returned records. This locks the data structure (service and nested client) for the following steps.

4. Verify that the captured fields appear in the preview: service ID, invoice number, description, as well as the customer’s ID, first name, last name, email, mobile number, and landline number.

5. Click Save Trigger to finish.

Example: Configuring the action (Create a New Client)

This step-by-step guide uses the “Create a New Customer” action to add a new contact to Housecall Pro from an automation.

Step 1: Add the action

1. In the automation, click Add to insert a new step.

2. Open the Apps tab and select Housecall Pro.

3. Select “Create a New Client” from the list of actions.

Step 2: Configure the action

• Connected account: Select the Housecall Pro account where the client should be created.

• Action Name: A descriptive title, such as "Create a client from the web form."

• First Name (required): Pass a variable from the automation, for example, {{contact.first_name}}.

• Last Name (required): Pass a variable, such as {{contact.last_name}}.

• Email (optional): a variable or a hard-coded value.

• Company (optional): For B2B or professional relationships, when the customer is associated with a company.

• Mobile number (optional): Must contain exactly 10 digits, numbers only (example: 5125551234). Non-compliant values are rejected before the call.

• Landline number (optional): same 10-digit format as the mobile number.

Step 3: Test the action

1. Click Test the action.

2. Warning: This is a live call that creates a real customer record in Housecall Pro. Use a clearly identified test name (for example, “TEST TO BE DELETED”) if you’re working on a production account, so you can clean up the data afterward.

3. Check the response in the test pane: the new customer’s ID appears in the returned data.

4. Save the action and run a full test of the automation before publishing it.

Testing Your Triggers and Action

Always test before publishing. Testing locks in the data structure and provides the subsequent steps with a real record to work from.

Test a trigger (either one)

1. In the trigger panel, click Search for New Records.

2. If no records appear, perform the action manually in Housecall Pro (schedule a visit for “Scheduled Visit,” or mark a visit as completed for “Completed Visit”) using a test client, then run the search again.

3. Select the returned record as the mapping reference. Verify that the visit and client fields appear in the preview.

Test the action

1. In the action panel, click Test Action.

2. The action runs on the connected Housecall Pro account using the configured information: a real client record is created.

3. Open Housecall Pro and verify that the client appears in the client list. The returned client ID is logged in the action’s response data.

4. If an error occurs, double-check the field mappings (especially the mobile number, which must contain 10 digits—numbers only) and run the test again. Then delete the test record in Housecall Pro. Once you’re satisfied, click “Save Action,” then run a full test of the automation before publishing.

Common Use Cases

Case 1: New booking, client confirmation, and CRM synchronization

Objective: Confirm appointments instantly and keep the CRM aligned with the operational source.

• Trigger: Scheduled Task

• Action: Send a confirmation text message or email to the customer (via the customer’s mobile number or email address)

• Action: Search for or create the contact in the CRM (matching key: the email address)

• Action: Update the contact, tag it with the service type, and store the ID and scheduled time slot in custom fields

Example: A homeowner schedules a boiler maintenance appointment for next Tuesday. In just a few moments, the automation sends a confirmation text message with the time slot, finds or creates the corresponding CRM contact, tags it “Heating, Maintenance,” and stores the Housecall Pro service ID on the contact for your cross-tool analytics.

Case 2: Rescheduled service call, customer and team notifications

Objective: To capture schedule changes triggered by the same event, without requiring a separate event.

• Trigger: Scheduled service call (triggers for both new bookings and reschedules)

• Branch: Has this service call already been processed? (Compare the service call ID to a custom field in the CRM)

• If yes (rescheduling): Send a message with the new time slot to the client, and a coordination note to the assigned team

• If not (new booking): Initiate the confirmation workflow for Case 1

Example: A customer reschedules their gutter cleaning from Wednesday to Friday. The same “Scheduled Service Call” trigger is activated; the automation detects that the ID has already been processed, sends the customer an SMS saying “Your service call has been rescheduled for Friday,” and posts a coordination note to the team regarding the new time slot.

Case 3: Service completed, request for feedback, and sending the receipt

Objective: Complete the service cycle: thank the customer, request feedback, and send the receipt as soon as the technician marks the service as complete.

• Trigger: Service call completed

• Action: Send a thank-you message (text or email) with a one-click review link (Google, Yelp, or the CrocoClick review system)

• Branch: Was the service paid in full at the end?

• If paid: Send the detailed receipt with payment confirmation

• If unpaid: Send a polite payment reminder with a payment link

• Optional action: Update the CRM contact’s lifecycle stage to “Customer, service completed” for your customer retention marketing

Example: A plumber marks an emergency repair as completed on Saturday morning. Within minutes, the automation sends the customer a thank-you text message with a link to a Google review, branches the process based on payment status, automatically sends the receipt (the service was paid for by card on-site), and advances the contact’s lifecycle stage so that the customer re-engagement workflow can resume in 90 days.

Frequently Asked Questions