Connect Housecall Pro to QuickBooks Online

Connect Housecall Pro to QuickBooks Online, import your QuickBooks data once, then let invoices, payments, new customers and Price Book items sync over as jobs move. Mostly one-way, built in. Steps checked against the vendor's help article on 2026-10-29 (article last updated 2026-03-05).

What you need

• A Housecall Pro account on the Essentials or MAX plan (Housecall Pro says you must be on one of these to connect QuickBooks Online)
• A QuickBooks Online subscription on Simple Start, Essentials, Plus or Advanced (the four QBO plans Housecall Pro says it integrates with)
• Clean customer data in QuickBooks Online: Housecall Pro imports only parent customers and first-level sub-customers, so move any third-level (or deeper) sub-customers up before you import

Steps

1. Open the QuickBooks Online app. In Housecall Pro, click My Apps (the 3x3 square icon, top right), then Go to App store. Search for "QuickBooks Online" and open the QuickBooks Online app.
2. Connect and sign in. Click the blue Connect To QuickBooks button, then the green Connect to QuickBooks button on the next page. Sign in to QuickBooks Online on the Intuit page; you are sent back to Housecall Pro, which should say the two accounts are now connected.
3. Prep your QuickBooks customers first. Before importing, check that customer first name, last name, email, company, phone and billing address are filled in QuickBooks. If a shipping address is filled, it must exactly match the billing address. Move third-level sub-customers to the parent or sub-customer level (Sales, then Customers, then the "Is sub-customer" checkbox).
4. Import, or skip. Click Import on the "now connected" page (or Skip). Choose All time or a Specific start date (Housecall Pro suggests a start date if you have more than 7 years of data), click Next, confirm how your customers are structured, then click Begin Import. It imports customers, tax rates, invoices, products, services, income accounts and classes (as Business Units, if classes are on in QBO).
5. Wait for the import email. The import can take a few minutes to a few hours. Click Finish to see its status on the QuickBooks Online settings page; Housecall Pro emails you from [email protected] when it is done, with an error report attached.
6. Choose when invoices sync. Go to Settings → QuickBooks → Syncing and pick Sync when job is finished (the default) or Sync when job is invoiced, then click Save. The change applies to new jobs and jobs that have not yet reached that status (per the "Control When Data is Sent from Housecall Pro" article, updated August 7, 2026).

Limits to know

• After setup the sync mostly runs one way, Housecall Pro to QuickBooks Online: invoices, payments (including Service Plan payments), new customers and new Price Book items, usually within 2 to 5 minutes of a job being finished, invoiced or paid (per "QuickBooks Online: Syncing Information from Housecall Pro", updated September 3, 2026).
• Edits to an invoice after its first sync (line items, quantities, prices, descriptions) do not update QuickBooks on their own; push the invoice again from the job's QuickBooks Online section (three dots, then <b>Push invoice to QBO</b>).
• Invoices deleted or canceled in Housecall Pro must be deleted or canceled in QuickBooks by hand. Printing an invoice does not push it. Estimates never go to QuickBooks.
• The integration only covers jobs after setup. Jobs already finished, sent or paid before you connected must be pushed by hand.
• Labor and materials are not separated when Price Book items go to QuickBooks. Price Book changes made in QuickBooks do not sync back, so update them in both places.
• Only one Housecall Pro customer profile can be linked to a QuickBooks customer. Payments entered in QuickBooks instead of Housecall Pro can be pulled over manually.

Sync problems show on the QuickBooks Sync Alerts page in Housecall Pro (click the QuickBooks icon in the top navigation); Housecall Pro's Help Center article "QuickBooks Online: Sync Alerts" covers reprocessing them. QuickBooks Desktop has its own separate setup and is not covered here.

Tools in this recipe

Housecall Pro listing (Basic $59/mo billed annually) · Other AI tools that work with Google

Source: https://help.housecallpro.com/en/articles/3006688-quickbooks-online-integration-onboarding-guide