The AI playbook written for Housecall Pro, not for generic SaaS.
A Housecall Pro-specific AI guide with prompts and workflows engineered for the exact moments that run a field-service shop — HCP ecosystem mapping, the daily dispatch board cadence (request → quote → schedule → visit → job → invoice), 30/60/90 rollout for both 1-truck owner-operators and 5–15-truck dispatchers, and the failure-mode prompts that catch partial Line Item sync drops, photo-not-attached jobs, and Housecall Pro Payments / Stripe split-fee gaps before close.
- Default pick is a quarterly subscription — see the live checkout for included materials and cadence
- 7 turn-key workflows covering the Housecall Pro ecosystem map, the per-job + tech dispatch + on-site visit close cadence, the 30/60/90 rollout for both 1-truck owner-operators and 5–15-truck shops, and the failure-mode prompts that catch partial Line Item sync drops, photo-not-attached jobs, and Housecall Pro Payments / Stripe split-fee gaps before the books close
- 30+ copy-paste prompts engineered for the exact moment an HCP operator needs them — at the dispatch board, on the on-site visit, or at the Tuesday reconciliation
- A 30/60/90 adoption plan so your HCP shop puts AI to work this service week — not "someday"
Purchase terms
Review the Refunds and cancellation policy and Terms of Service before purchase. The playbook is educational workflow material; it does not promise a particular business result.
Inside the playbook
Every workflow, every prompt, in one PDF.
The PDF runs about 80 pages and is built to be opened at the dispatch board in the morning or on a Tuesday during close. Print the dispatch-board section per tech if that’s how your crew works best.
- A 1-page Housecall Pro ecosystem map — what sits around HCP (QBO / Xero for the bookkeeper handoff, Housecall Pro Payments for the merchant deposit split, Twilio SMS for the customer-facing text cadence, Mailchimp for the follow-ups, Zapier for the connector glue, Google Reviews for the 14-day review ask, HCP Customer Communication for the homeowner-facing message templates) — so the operator knows which sync touches the customer ledger in QBO, which writes to Undeposited Funds, and which writes to the payout side of Stripe
- A 5-Customer-Fields setup checklist — job source, service type, technician, recurring flag, property type — wired on week one of the rollout so the QBO Classes the bookkeeper reconciles against have a matching HCP Customer Field on every job
- A morning dispatch board prompt — read the days assigned visits, confirm each visit has the technician, service window, and Line Items that match the quote the homeowner signed (not a generic Line Item bundle that was the dispatcher default), batch-assign the unassigned visits, fire the morning Twilio SMS via HCP Customer Communication to each homeowner with the ETA and the technician name
- An end-of-day invoicing prompt — the on-site visit close fires the moment the tech hits 'Complete' so the homeowner gets the invoice at dinner, not at morning coffee two days later; the tech attaches the job-site photo to the invoice in the same step so the invoice is defensible if the homeowner disputes it; includes the 14-day Mailchimp review request wired to the visit close so it lands while the work is still fresh
- A weekly unconverted-quote follow-up cadence — the Monday-morning scan that ages the quote from 'Sent' to 'Reminder' at day 14 to 'Follow-up phone' at day 30, so a stale quote can't quietly age past 60 days
- A partial-sync reconciliation checklist for QBO / Xero — read HCP sync status for the prior day, identify any invoice where the sync shows Complete on the HCP side but the corresponding QBO invoice is missing a Line Item, post the missing line manually with the same job number and Customer:Job, flag the partial sync to HCP support so the next daily sync retires it
- A 30/60/90 rollout plan for a 1-truck owner-operator (Customer Fields → Housecall Pro Payments → automatic invoicing → review request in four steps) and a separate 5–15-truck dispatcher rollout (the same first two steps, then dispatch-board assignment rules, tech-specific Line Item bundles, and a weekly unconverted-quote follow-up cadence before the QBO sync lands on day ninety)
- Tech-dispatch prompt — the technician assigned to a 12-visit Tuesday got the morning SMS but the homeowner never received the arrival-window notification; the prompt walks the dispatcher through the HCP Customer Communication template reset, the technician-twilio-number re-link, and the Mailchimp tag-format drift that quietly retires the auto-arrival message
- Photo-not-attached invoice prompt — the on-site close skipped the required photo step and the homeowner is left with an invoice that no one can defend; the prompt walks the scheduler through the photo-required Line Item rule and the rollback path when a tech forgets, plus the credit-memo path if the homeowner already paid without seeing the photo
- A partial Line Item sync drop prompt — HCP sync shows Complete but the QBO invoice is missing the materials line (HCP sometimes pushes a void as a brand-new invoice rather than as a reversal — the same shape Jobber takes, but the rollback path is reverse-engineered from the HCP sync log instead of from the Jobber one)
- A 30/60/90 adoption plan so AI goes from an emailed-in PDF to a daily tool at the dispatch board, the on-site visit, and the Tuesday reconciliation — built around the Housecall Pro-specific moments that run a field-service shop's week
Real HCP workflows
What you’ll use the prompts for.
Scenario
A 12-visit Tuesday morning — the dispatcher needs the board shipped in 15 minutes
Run the morning dispatch board prompt — read the day's assigned visits, confirm each has the technician + service window + Line Items that match the quote the homeowner signed, batch-assign the unassigned, fire the morning Twilio SMS via HCP Customer Communication with the ETA and tech name, and flag the Line Item re-keying trap (a quote sent with bundled labour+materials but the dispatcher created the visit Labour-Only) before the tech is already in the truck.
Scenario
A partial Line Item sync drops silently in the QBO handoff Monday morning
Run the partial Line Item sync reconciliation prompt — read HCP's HCP sync log for the prior day, identify the invoice where the HCP side shows 'Complete' (and lands on the books as a brand-new invoice rather than a reversal of the void) but the QBO side is missing a materials line, post the missing line manually with the same job number and Customer:Job, flag the partial sync to Housecall Pro support so the next daily sync retires it at the source, and post the same reconcile check as a recurring task until upstream is fixed.
Scenario
A month of Housecall Pro Payments deposits split-fee-drift by Tuesday close
Run the Housecall Pro Payments deposit reconciliation prompt — pull the prior week's deposits from HCP Payments, identify the invoice where the HCP side charged a 2.7% + 30¢ fee routed to the payout side of Stripe but the QBO deposit landed on the gross side, post the fee as a Stripe Processing Fees line on the QBO side, and post the same reconcile check the next Tuesday so every HCP Payments deposit lands net by month-end close.
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