Housecall Pro Setup Checklist

Housecall Pro is one of the most popular field service management tools for home service businesses. But the way you set it up determines how well it works long term. This checklist walks you through a clean, complete setup so you avoid the common problems that create chaos as you grow.

Account and Company Settings

• Company name and logo uploaded — This appears on estimates, invoices, and customer communications.
• Business address entered — Used for dispatching and mileage calculations.
• Business hours set — Defines your availability for online booking and scheduling.
• Tax rate configured — Set your applicable tax rate for automatic invoice calculations.
• Default payment terms set — Net 30, due on receipt, etc.
• Notification preferences configured — Choose which events trigger email, SMS, or push alerts.

Services and Price Book

• All services listed individually — One entry per service, not bundled.
• Consistent naming convention — Decide on a format (e.g., "AC Repair - Diagnostic" vs "Diagnostic - AC Repair") and stick with it.
• Descriptions added for each service — These appear on estimates and invoices.
• Standard pricing set — Even if you provide custom quotes, default prices speed up estimating.
• Materials and parts cataloged — Add commonly used parts with costs and markup.
• Service categories organized — Group services logically for easy selection.

Customer Data Structure

• Required fields defined — At minimum: name, phone, email, service address.
• Tags and custom fields created — Use tags for customer type (residential, commercial), lead source, and service history.
• Duplicate checking process in place — Search before creating new customers to avoid duplicates.
• Existing customer data imported — Migrate data from your old system, spreadsheets, or paper records.
• Data cleaned before import — Fix formatting, remove duplicates, and fill in missing fields.

Scheduling and Dispatching

• Employee profiles created — Each team member gets their own account with correct permissions.
• Work hours set per employee — Define availability so scheduling respects their hours.
• Job duration defaults set — Realistic time estimates for each service type.
• Dispatch zones defined — If applicable, set geographic zones for efficient routing.
• Online booking configured — Enable customer self-scheduling with your available time slots.

Communication Templates

• Estimate email template customized — Professional tone, clear scope, and a strong call to action.
• Invoice email template customized — Include payment link, terms, and your contact info.
• Appointment reminder templates set — SMS and email reminders at 24 hours and 2 hours before.
• Review request template created — Personalized request with a direct link to your Google review page.
• Follow-up templates built — For unsigned estimates, pending invoices, and post-job check-ins.

Automation Setup

• Automatic appointment reminders enabled — Reduce no-shows by 50% or more.
• Automatic review requests enabled — Trigger after job completion.
• Estimate follow-up automation set — Remind customers about unsigned estimates.
• Payment reminders configured — Automatic nudges for overdue invoices.
• New lead auto-response set up — Instant confirmation when a customer books online.

Payment Processing

• Credit card processing enabled — Accept cards in the field via the mobile app.
• Online payment link active — Let customers pay invoices online 24/7.
• Tipping enabled (optional) — Allow customers to add tips for technicians.
• QuickBooks or accounting integration connected — Sync payments automatically with your bookkeeping.

Common Setup Mistakes to Avoid

• Inconsistent service names — Leads to messy reporting and confusing estimates.
• Not importing historical data — You lose valuable customer history and context.
• Skipping automation setup — Manual processes don't scale and leads get forgotten.
• Not training the whole team — If technicians don't use the app correctly, data quality suffers.
• Setting it and forgetting it — Review and optimize your setup quarterly as your business evolves.