For Housecall Pro.
AI workflows that keep the request → quote → job → invoice loop clean.

It maps every app that touches the HCP core — QuickBooks Online / Xero for the bookkeeper handoff, HCP Payments (Stripe-tied) for the merchant-side deposit split, Twilio SMS for the customer-facing text cadence, Mailchimp for the email follow-ups, Zapier for connector glue, Google Reviews request for the 14-day review ask, and the HCP Customer Communication thread for the homeowner-facing message history — to the moment in the HCP daily cadence it actually fires at. Trade-specific notes call out which HCP Customer Fields to wire first (job source, service type, technician, recurring flag, property type), what HCP Line Items look like when labour and materials are bundled on a single invoice row, and what stays in a manual monthly entry because no integration does it well yet. The point is not "here are the apps"; it is "here is what each app actually writes to on the HCP side and where the operator needs to check the books after every sync."

The HCP Dispatch Board prompt walks the operator through a morning run — read the day's assigned visits, confirm each visit has the technician, the service window, and the HCP Line Items that match the quote the homeowner signed (not a generic HCP Line Item bundle that was the dispatcher default), batch-assign the unassigned visits, and fire the morning Twilio SMS to each homeowner with the ETA and the technician name. The prompt also walks the operator through the HCP Line Item re-keying trap — the quote that was sent with bundled labour+materials but the dispatcher created the visit with a Labour-Only line, so the on-site close will silently under-bill the materials unless the operator catches it at dispatch. Designed for the morning the shop wakes up to a 12-visit day and the dispatcher needs to ship the board in 15 minutes: what to confirm, what to batch, and what to leave for the tech to handle at the truck.

The 1-truck HCP owner-operator rollout ships a four-step plan — week one on the 5 HCP Customer Fields that matter most (job source, service type, technician, recurring flag, property type), day thirty on HCP Payments enabled with a Stripe-tied payout split, day sixty on HCP automatic invoicing wired to the on-site visit close plus the 14-day review request via Mailchimp, day ninety on the QBO / Xero sync cadence with a daily invoice push. The 5–15-truck HCP shop rolls out the same first two steps on the HCP Dispatch Board itself, then layers in HCP Dispatch Board assignment rules (which tech gets the call-back, which tech gets the new install), tech-specific HCP Line Item bundles per service truck, and a weekly unconverted-quote follow-up cadence before the QBO sync lands on day ninety. Same playbook family; the milestone shape is HCP-specific to the shop size — and HCP Manage is the tier that unlocks the multi-truck reporting the 5–15-truck dispatcher needs once the morning board is shipping clean.

The partial-sync prompt runs the moment the operator opens HCP to the day's invoices — read HCP's QBO 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 an HCP Line Item, post the missing HCP Line Item manually to the QBO side (with the same job number and the same Customer:Job so the operator's reconciliation script can match it), fire a one-line HCP Customer Communication message to the homeowner about the missing HCP Line Item so the homeowner is not surprised by the corrected invoice, flag the partial sync to the HCP support queue so the sync retires at the source, and post the same reconcile check the next morning as a recurring task until the partial sync resolves upstream. Trade-specific notes: a partial labour-line vs. partial materials-line drop behaves differently per QBO export version — earlier HCP versions export the materials HCP Line Item on a separate invoice-row, so the operator sees the right shape for their HCP version.

Five, each with a one-page prompt the operator runs the first Monday after close: (1) the silent HCP → QBO sync drop on a partial HCP Line Item covered above; (2) unconverted quote aging — Mailchimp follow-ups that never fire because the quote tag changed format mid-month, so a 14-day-old 'Sent' quote ages to 'Stale' with no nudge to the homeowner; (3) double-booked visits from over-eager follow-up automations — Mailchimp re-confirms on top of an HCP booking and the tech gets two Twilio SMS reminders for one visit; (4) photo-not-attached invoice HCP Line Item — the on-site close skipped the required photo step and the homeowner is left with an invoice that no one can defend; (5) HCP Payments / Stripe split-fee reconciliation gap — the merchant fee lands on the Stripe side but the QBO deposit line carries the gross, so the QBO reconciliation picks up a phantom $0.30 per invoice and won't fully close at month-end. Each prompt is a quick scan, not a full audit.

The cross-tool bookkeeper rollout ships as an HCP-shaped 30/60/90 with a QBO-side parallel — week one runs on the Operator side with the 5 HCP Customer Fields that match the QBO Classes the bookkeeper needs to reconcile against, day thirty wires the QBO sync cadence on the HCP side while the bookkeeper stands up the daily-invoice-handoff journal entry on the QBO side, day sixty layers in the HCP Payments / Stripe payout split reconciliation (the merchant fee doesn't auto-map to a QBO expense line, so the bookkeeper runs a weekly Stripe settlement report against the HCP payouts), day ninety lands the unconverted-quote aging report on the HCP side and the unapplied-cash pile-up scan on the QBO side in the same Monday-morning prompt. Same playbook family; the milestone map is bookkeeper-shaped so the operator's daily HCP cadence and the bookkeeper's weekly QBO reconciliation stay aligned.