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How to Integrate Housecall Pro With HeyPros

Written by Alex Johnson

Before you start

  1. Access requirements

    • HeyPros: Admin acccount with access to Settings → Integrations.

    • You must have a HeyPros Pro+ or Enterprise Package with us to be able to integrate other softwares with HeyPros.

  2. You’ll need

    • Your company’s HeyPros URL (e.g., yourcompany.heypros.com).

    • Your HeyPros login and Company Slug (the text before .heypros.com, e.g., yourcompany).

    • A Zapier account (free tier is fine).

  3. What this integration does
    When a Job is created in Housecall Pro, Zapier will create a Work Order in HeyPros using details from that job (customer name, address, notes, etc.). You can customize which fields map over.

⚠️ Important Disclaimer
Housecall Pro currently limits the data made available through their Zapier integration. Some fields you expect to see may not be accessible in Zapier. If specific data you need isn’t available in Zapier, please contact Housecall Pro Support directly — not the HeyPros team — for assistance:

Part 1 — Start from your HeyPros account

  1. Log in to HeyPros.

  2. Go to Settings → Integrations → Zapier.

  3. Click Connect Zapier (or Open Zapier). This opens Zapier’s HeyPros app page in a new tab.

  4. If prompted, choose Start free with email (or sign in with Google) to create a Zapier account.

Tip: Keep both tabs open (HeyPros and Zapier). You’ll connect each app during the build process.

Part 2 — Create your Zap (overview)

  1. In Zapier, click Create → Zaps to open the Zap Editor.

  2. Trigger (Housecall Pro): Choose Housecall Pro as the app, and Job Scheduled as the trigger event.

  3. Action (HeyPros): Choose HeyPros as the app, and Create Work Order as the event.

  4. Connect both accounts when prompted (Housecall Pro via login/API key; HeyPros via login + Company Slug).

  5. Map fields from Housecall Pro into HeyPros.

  6. Test, Publish, and verify the Zap by creating a test job in Housecall Pro.

Part 3 — Build the Zap (detailed)

Step A — Set up the Trigger in Zapier

  1. In the Zap Editor, search for and select Housecall Pro.

  2. For Event, select Job Scheduled (most common) or Job Finished depending on your workflow. Click Continue.

  3. Click Sign in to Housecall Pro.

    • A pop-up will appear asking for your API key or authorization. If prompted, log into Housecall Pro and approve Zapier access.

  4. Click Continue.

  5. Test the trigger by clicking Test trigger. Zapier will pull a sample Job from your Housecall Pro account.

    • If no job appears, create a quick test job in Housecall Pro, then test again.

  6. Select a record with realistic customer and job information, then click Continue with selected record.

Step B — Add the Action to create a Work Order in HeyPros

  1. Click the + step and choose HeyPros.

  2. For Event, select Create Work Order. Click Continue.

  3. Click Sign in to HeyPros. In the pop-up:

    • Enter your HeyPros email and password.

    • Enter your Company Slug (the text before .heypros.com).

    • Click Continue/Allow to authorize Zapier.

  4. Back in Zapier, click Continue to configure the Action fields.

Step C — Map Housecall Pro data into HeyPros Work Order fields

The HeyPros Create Work Order action includes the following fields:

  • Location/Group (required) → Choose your default HeyPros location/group.

  • Work Order Title (required) → Recommended: {{Housecall Pro: Job Title}} or {{Customer Name}} – {{Service}}.

  • Work Order # (required) → Recommended: {{Housecall Pro: Job ID}} for unique tracking.

  • Start Date → Map from {{Scheduled Start Time}}.

  • Finish Date → Map from {{Scheduled End Time}} (if available).

  • Starting Price ($) → Map from {{Job Total}} or leave blank if not set yet.

  • Description → Map {{Job Notes}} or {{Service Description}}.

  • Address → Map {{Customer Address}} (or combine street, city, and state fields).

Formatting Tip: If your address comes in parts (e.g., Street, City, State), click the field and add each one with commas or spaces in between.

Step D — Test and publish

  1. In the HeyPros Action step, click Test step. Zapier will create a Work Order in your HeyPros account using the mapped fields.

  2. In HeyPros, go to Work Orders and confirm the record was created with correct information.

  3. Return to Zapier and click Publish to turn the Zap ON.

Field mapping reference (Housecall Pro → HeyPros)

HeyPros Field

Recommended Source (Housecall Pro)

Notes

Work Order Title (required)

Job Title or Customer Name + Service

Descriptive title helps with scheduling and reporting.

Work Order # (required)

Job ID

Ensures each job only creates one Work Order.

Start Date

Scheduled Start Time

Zapier may display this as a timestamp; use Formatter if needed.

Finish Date

Scheduled End Time

Optional.

Starting Price ($)

Job Total

Optional.

Description

Job Notes or Service Description

Include any technician notes or scope of work.

Address

Customer Address

Combine Street, City, and State if separate.

Validate the integration

  1. In Housecall Pro, create a test job with sample customer info and a scheduled time.

  2. In Zapier, check Zap History to confirm the run succeeded.

  3. In HeyPros, verify that the new Work Order appears correctly.

  4. If the data doesn’t look right, edit your mappings or add a Formatter step, then re-test.

Frequently asked questions

Q1: I don’t see the job fields I need in Zapier.
Housecall Pro limits which data points are available via Zapier. If a specific field (such as technician name or service type) isn’t listed, please contact Housecall Pro Support directly for help.
📧 Email: [email protected]
💬 Chat: In-app under Help → Chat with Support
🌐 Help Center: help.housecallpro.com

Q2: Can I trigger the Zap on job completion instead of scheduling?
Yes. In Step A, choose Job Finished as your trigger instead of Job Scheduled.

Q3: What is my Company Slug for HeyPros?
It’s the text before .heypros.com in your company’s HeyPros URL. Example: peakpainting.heypros.com → slug = peakpainting.

Q4: How do I prevent duplicate Work Orders?
Use the Job ID from Housecall Pro as your Work Order # in HeyPros. This ensures each job only generates one work order.

Support

If you encounter issues connecting Housecall Pro to Zapier or need additional fields exposed, contact Housecall Pro Support directly:
📧 [email protected]
💬 Help → Chat with Support
🌐 help.housecallpro.com

That’s it! Once your Zap is ON, every new job scheduled (or finished) in Housecall Pro will automatically appear as a Draft Work Order in HeyPros—streamlining your operations without manual data entry.

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