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Housecall Pro Integration

Housecall Pro

Connect your Voka AI assistant to Housecall Pro for seamless job booking, customer management, and real-time technician scheduling for your home service business.

What is Housecall Pro?​

Housecall Pro is the leading home service management platform, perfect for:

  • 🔥 HVAC Contractors - Heating and cooling services
  • 🚰 Plumbers - Residential and commercial plumbing
  • ⚡ Electricians - Electrical repairs and installations
  • 🧹 Cleaning Services - House cleaning, commercial cleaning
  • 🪟 Window Cleaning - Residential and commercial windows
  • 🏠 General Contractors - Handyman, remodeling, repairs
  • 🌲 Tree Services - Tree trimming, removal, stump grinding
  • 🔒 Locksmiths - Locks, keys, security systems
Perfect for Home Service Pros

Already using Housecall Pro for scheduling, invoicing, and payments? Your AI assistant can now book jobs 24/7!

What Your Assistant Can Do​

When connected to Housecall Pro, your AI assistant can:

✅ Job Booking & Scheduling​

  • Create new service jobs automatically
  • Schedule appointments with available pros
  • Assign jobs to specific technicians
  • Set job priority (emergency vs. routine)
  • Book same-day or future appointments

✅ Customer Management​

  • Look up existing customers
  • Create new customer profiles
  • Update customer information
  • View service history
  • Access property details

✅ Dispatch Coordination​

  • Check pro availability in real-time
  • Optimize scheduling by location
  • Handle emergency service requests
  • Coordinate multi-pro jobs
  • Provide arrival time estimates

✅ Service Information​

  • Quote standard service pricing
  • List available services
  • Share service descriptions
  • Provide typical timeframes
  • Explain service offerings

How It Works​

During a Call​

Customer: "My AC stopped working and it's 95 degrees. Can someone come today?"

Assistant:

  1. Recognizes this as an urgent HVAC request
  2. Queries Housecall Pro for technician availability
  3. Finds earliest available pro today
  4. Creates job with "High Priority" flag
  5. Books appointment slot
  6. Confirms time with customer
  7. Sends confirmation SMS

Result: Job appears in Housecall Pro immediately, technician gets notified, job is routed!

Behind the Scenes

The integration uses Housecall Pro's official API with OAuth 2.0 authentication. All data syncs instantly between Voka AI and Housecall Pro.

Setup Guide​

Prerequisites​

Before connecting, ensure you have:

  • ✅ Active Voka AI account
  • ✅ Active Housecall Pro account (API access required)
  • ✅ Services configured in Housecall Pro
  • ✅ Team members (pros) set up
  • ✅ Business hours configured
API Access Requirements

API access is available on Housecall Pro's Basic, Essentials, Max, and Enterprise plans. Verify your plan includes API access before connecting.

Step 1: Connect Housecall Pro​

  1. Log in to Voka AI Dashboard
  2. Navigate to Integrations
  3. Find Housecall Pro in the list
  4. Click "Connect to Housecall Pro"

Step 2: Authorize Access​

  1. You'll be redirected to Housecall Pro's authorization page
  2. Log in to your Housecall Pro account
  3. Review permissions:
    • Create and read jobs
    • Create and read customers
    • Read pro schedules
    • Read company settings
  4. Click "Authorize"

Step 3: Confirm Connection​

  1. You'll return to Voka AI automatically
  2. Verify green checkmark next to Housecall Pro
  3. Status shows "Connected"
  4. Company name displays correctly

Step 4: Enable for Assistant​

  1. Go to AI Assistants
  2. Select your assistant
  3. Click Agent Tab
  4. Find Integrations section
  5. Toggle ON for Housecall Pro
  6. Click "Save Assistant"

Step 5: Configure Instructions​

Add Housecall Pro-specific instructions:

You are a dispatch coordinator for [Company Name]. You have access to our Housecall Pro system.

When customers call:
1. Ask what type of service they need
2. Determine urgency (emergency, same-day, or can wait)
3. Get their full service address
4. Check Housecall Pro for pro availability
5. Offer available appointment times
6. Create the job when they confirm
7. Confirm all details including arrival window

Services we provide:
- [Service Type 1] - Typical price range: $[X-Y]
- [Service Type 2] - Typical price range: $[X-Y]
- [Service Type 3] - Typical price range: $[X-Y]

For emergencies:
- Book within 2-4 hours if possible
- Create high-priority jobs
- Inform customer of emergency service fees if applicable

Always get:
- Full service address
- Best contact phone number
- Brief description of the problem
Use the Template!

Start with the "Housecall Pro Scheduler" template for pre-configured instructions optimized for home services!

Step 6: Test It​

  1. Call your assistant
  2. Request a service appointment
  3. Complete the booking
  4. Check Housecall Pro dashboard
  5. Verify job created correctly

Testing Guide

Use Cases​

Emergency Service Dispatch​

Scenario: No AC in summer heat

Flow:

  • Customer calls reporting no air conditioning
  • Assistant recognizes urgency keywords
  • Checks for same-day availability
  • Books earliest slot (within 2-4 hours)
  • Creates high-priority job in Housecall Pro
  • Pro receives immediate mobile notification

Scheduled Maintenance​

Scenario: Annual furnace tune-up

Flow:

  • Customer wants routine maintenance
  • Assistant offers dates/times over next 2 weeks
  • Customer selects preferred slot
  • Job created as standard priority
  • Scheduled for convenient time
  • Confirmation sent to customer

After-Hours Booking​

Scenario: Call at 9 PM for plumbing issue

Flow:

  • Customer calls after business hours
  • Assistant available 24/7
  • Books appointment for next day
  • Creates job in Housecall Pro overnight
  • Office team sees it first thing in morning
  • Customer gets immediate confirmation

Configuration​

Service Mapping​

Map customer phrases to Housecall Pro job types:

  • "No heat" → HVAC Service
  • "Clogged toilet" → Plumbing Service
  • "Outlet not working" → Electrical Service
  • "Leaking faucet" → Plumbing Service

Configure in Integrations → Housecall Pro Settings → Service Mapping

Priority Assignment​

Auto-set priority based on keywords:

High Priority:

  • "Emergency"
  • "No heat" (in winter)
  • "No AC" (in summer)
  • "Water leak"
  • "Gas smell"
  • "Electrical sparking"

Normal Priority:

  • "Routine"
  • "Maintenance"
  • "Tune-up"
  • "Not urgent"

Pro Assignment Options​

Auto-Assign (Recommended):

  • System finds next available pro
  • Considers location and travel time
  • Optimizes scheduling

Customer Choice:

  • Customer can request specific pro
  • Checks that pro's availability
  • Falls back if unavailable

Service-Based:

  • HVAC jobs → HVAC-certified pros
  • Electrical → Licensed electricians
  • Plumbing → Licensed plumbers

Best Practices​

1. Keep Housecall Pro Updated​

✅ Do:

  • Update pro schedules daily
  • Mark time off/vacations
  • Keep service pricing current
  • Update business hours for holidays

❌ Don't:

  • Manage schedules outside Housecall Pro
  • Use outdated service listings
  • Forget to block unavailable times

2. Collect Complete Information​

Train assistant to always get:

  • Full street address (number, street, city, ZIP)
  • Best contact phone number
  • Brief problem description
  • Customer name (first and last)
  • Preferred pro (if any)

3. Set Customer Expectations​

Always communicate:

  • Estimated arrival window (not exact time)
  • Pro will call before arriving
  • Service call fee (if applicable)
  • Payment methods accepted
  • How they'll receive invoice

4. Handle Emergencies Properly​

For true emergencies:

  • Prioritize same-day booking
  • Create high-priority jobs
  • Notify customer of emergency rates
  • Confirm urgency before charging premium rates

5. Use Job Notes​

Add helpful context to jobs:

  • Equipment make/model if mentioned
  • Error codes or symptoms
  • Previous service history if customer mentions it
  • Special access instructions (gate codes, lockbox)

Troubleshooting​

Connection Issues​

If integration shows "Disconnected":

  1. Check Housecall Pro account status
  2. Verify API access in your plan
  3. Try reconnecting:
    • Go to Integrations
    • Click "Reconnect" on Housecall Pro
    • Re-authorize access

Jobs Not Creating​

Common causes:

  1. Service type mismatch

    • Ensure service exists in Housecall Pro
    • Check service mapping configuration

  2. Missing required fields

    • Address is required
    • Customer name is required
    • Check call transcript to see what was collected

  3. Pro unavailable

    • No pros have availability
    • Check pro schedules in Housecall Pro
    • Verify business hours configured

Debug steps:

  • Review call transcript
  • Check what data was collected
  • Try creating job manually in Housecall Pro
  • Contact support with call recording/transcript

Customer Not Found​

Housecall Pro matches customers by:

  1. Phone number (primary)
  2. Email address
  3. Name + address combination

To avoid duplicates:

  • Capture phone number accurately
  • Use consistent phone format
  • Get email for new customers
  • Clean up duplicates in Housecall Pro periodically

Pricing & Availability​

Voka AI Side​

  • ✅ Included in Professional plan and higher
  • ✅ No per-job booking fees
  • ✅ No API call limits

Housecall Pro Side​

  • Requires plan with API access (Basic+)
  • Standard Housecall Pro subscription rates apply
  • No extra fees for API usage

See Voka AI Pricing

Security & Privacy​

Data Protection​

  • ✅ OAuth 2.0 secure authorization
  • ✅ Encrypted connections (TLS/HTTPS)
  • ✅ No passwords stored
  • ✅ Tokens encrypted at rest

Access Scope​

What Voka AI accesses:

  • Job data (create and read)
  • Customer data (create and read)
  • Pro schedules (read-only)
  • Company settings (read-only)

What Voka AI CANNOT access:

  • Financial/banking information
  • Payment card data
  • Invoices (unless enabled)
  • Private internal notes

Disconnect Anytime​

  • Go to Integrations page
  • Click "Disconnect"
  • Access revoked immediately
  • Jobs remain in Housecall Pro

Advanced Features​

Multi-Pro Dispatch​

For jobs requiring multiple pros:

  1. Assistant collects full job details
  2. Creates job in Housecall Pro
  3. Office manager assigns additional pros
  4. Pros coordinate via Housecall Pro mobile app

Recurring Service​

For recurring customers:

  1. Assistant books initial job
  2. Notes recurring preference in job notes
  3. Office creates recurring series in Housecall Pro
  4. Future jobs auto-schedule

Service Areas​

Configure service areas to auto-filter requests:

We service: [List of cities/ZIP codes]

If customer is outside service area:
- Politely inform them
- Offer to add to expansion waitlist
- Provide referral if possible

FAQs​

Does this work with Housecall Pro mobile app?​

Yes! Jobs created by your assistant appear instantly in the Housecall Pro mobile app for your pros.

Can the assistant give exact quotes?​

The assistant can provide price ranges based on your instructions. Final pricing should be given after on-site assessment.

What about after-hours calls?​

Your assistant works 24/7! Jobs can be created anytime and will appear in Housecall Pro for your team to see in the morning.

Can customers reschedule?​

Currently, the integration supports creating new jobs. Rescheduling features are coming soon. For now, customers can call to request changes.

Does it sync completed jobs back?​

The integration focuses on job creation. Housecall Pro remains the source of truth for job completion, invoicing, and payments.

Can I use this with multiple Housecall Pro accounts?​

Each Voka AI account connects to one Housecall Pro account. For multiple accounts, you'd need separate Voka AI accounts.

Connected to Housecall Pro? 🎉 Your assistant is now booking jobs 24/7! Start taking service calls automatically and never miss an opportunity.