Housecall Pro runs the field side of a service business: the schedule, the estimates, the invoices, and the card payments. QuickBooks Online keeps the books. The connection between them sends your sales into QuickBooks, but it does not send everything, and the gaps are where the books go wrong. This guide covers what syncs, what does not, how to set it up, and the weekly routine that keeps the bank and the books in agreement.
Greg Neilsen, JD, LLM (Master of Laws in Taxation), reviews our guides. Checked against Housecall Pro’s help center on October 1, 2026. Zero Tax is not affiliated with Housecall Pro.
Five points. Each one is explained below.
The sync runs one way, from Housecall Pro into QuickBooks. Invoices, payments, new customers, and price book items move over once they appear on an invoice. Refunds come over as refund receipts.
A sync fires when a job is finished, an invoice is sent, or a job is marked paid. It lands in QuickBooks within a few minutes.
Housecall Pro creates two accounts in QuickBooks: one for card tips, as income, and one for payment processing fees, as an expense. Card payments land in Undeposited Funds first. The payout reaches your bank a few business days later, net of fees.
The QuickBooks Online connection is included on Housecall Pro’s Essentials and MAX plans, not the Basic plan. It works with every QuickBooks Online edition from Simple Start up.
Payroll, timesheets, and job costs are not part of the sync. Payroll runs through your payroll provider.
Example: A plumbing company sets three income accounts: service calls, water heater installs, and repipes. Each price book item points to one of them. Its profit and loss now shows which kind of work brings the money in, instead of one Sales line.
Once a week. Each payout is a group of card payments, minus fees. In QuickBooks, match the deposit in your bank feed to the payments sitting in Undeposited Funds, with the fees on their own line.
Example: On Tuesday, customers pay $8,400 by card. QuickBooks shows $8,400 of payments waiting in Undeposited Funds. On Thursday, $8,190 lands in the bank. The $210 difference is the processing fee. Match the $8,190 deposit to the $8,400 of payments, with $210 to the processing fee account. Undeposited Funds goes back to zero.
If Undeposited Funds keeps growing month after month, something is being recorded twice or never matched. That is the first thing we check when we take over a Housecall Pro company’s books.
Housecall Pro tracks job costs inside the job: labor, materials, and other costs. QuickBooks keeps the books for the whole company. Use Housecall Pro’s job costing to price jobs and compare jobs. Use QuickBooks for the company’s real profit, taxes, and financial statements. Once a month, compare the two, so a job that looks profitable in the field is not hiding costs that only show up in the books.
Yes. The Desktop connection also runs one way, through Intuit’s Web Connector, on a schedule. It does not support inventory items or multiple tax codes.
We keep your crews in Housecall Pro and the books in QuickBooks Online, and we make the two agree.
See how we work with plumbing, HVAC, and electrical companies. Read about our bookkeeping service.
No. It sends invoices, payments, customers, and items from Housecall Pro into QuickBooks. The one exception is pulling a payment that was entered in QuickBooks first.
Essentials and MAX. The Basic plan does not include it.
The payout is net of processing fees, and it combines several payments. Match the deposit to the payments in Undeposited Funds and put the fees on their own line.
No. Only invoices and what comes after them: payments, refunds, customers, and the items on the invoice.
No. Changes after the first sync stay in Housecall Pro. Make the same change in QuickBooks, or the two will not match.
Software features change. This guide reflects Housecall Pro’s help center as of October 1, 2026. Zero Tax is not affiliated with Housecall Pro or Intuit. Housecall Pro and QuickBooks are trademarks of their owners.
Source: Housecall Pro’s help center.
One free 15-minute call with Greg. Bring your questions. Leave knowing what Zero Tax would handle for your business and what it would cost.
Book a free 15-minute callNo pressure, no obligation. Just clarity.
