How to Use Housecall Pro and Webhooks to Automate Your Home Service Business

In the competitive world of home services—like pressure washing, plumbing, HVAC, and more—automation is a game-changer. It saves your team time, minimizes errors, and drives revenue by ensuring consistent follow-ups and customer engagement. Using Housecall Pro with webhooks and tools like Zapier, you can automate sales follow-ups, job checklists, repeat reminders, and beyond.

This guide is based on my step-by-step YouTube tutorial where I demonstrate these setups in action. Watch the full video here: How to use Housecall Pro and Webhooks to Automate in your Home Service Business.

I'm Corey Edmonds, and I grew my pressure washing business from $0 to $2 million in five years using Housecall Pro and HighLevel for automations. These tools organized leads, sent texts, emails, voicemails, newsletters, and more—ensuring seamless customer experiences and no dropped balls. The limit? Only your imagination. Automate dashboards, reports, budgets, team reminders, landing pages, and even hiring.

Let's explore why webhooks matter and how to set them up for sales follow-ups and more.

Why Automate with Housecall Pro Webhooks?

Automations make money by closing deals and retaining customers. In my business, they handled:

• Sales follow-ups after estimates
• Job checklists and videos
• Repeat work reminders
• Lead organization from ads

Housecall Pro integration options:

1. Zapier Native: Limited triggers/actions—good for basics.
2. Webhooks: More data and flexibility for custom triggers.
3. API: Full data push/pull for advanced users.

Important: Webhooks require the Max plan ($299+/month). Upgrade if needed.

A webhook is like a URL "address" where Housecall Pro sends data (e.g., when an estimate is sent), which Zapier catches to trigger actions like emails.

Step-by-Step: Setting Up Webhooks for Sales Follow-Ups

1. Enable Webhooks in Housecall Pro

• Log in, go to App Store (top navigation).
• Find "Webhooks," enable it.
• Turn on events (e.g., estimate sent, job scheduled, job completed). Enable all except unused ones like leads.
• Save. Note: Primary webhook limit is one, but add more via Zapier integrations for multiple automations.

2. Create a Zap in Zapier

• Log in to Zapier (paid plan needed for webhooks—ROI justifies it).
• Create a new Zap in a testing folder for organization.
• Trigger: "Webhooks by Zapier" > "Catch Hook."
• Copy the URL provided.
• Paste into Housecall Pro webhook field, save.
• Test: Create a fake estimate in Housecall Pro (add customer, service like $2,000 roof cleaning, schedule, assign employee, add estimate fields for custom logic).
• Send the estimate. In Zapier, test to catch data—look for "estimate.sent" event with details like name, email, phone.

3. Add Filters, Delays, and Actions

• Filter: Add "Filter by Zapier." Continue only if event matches "estimate.sent."

• Delay: Add "Delay by Zapier" for 1 day (feels natural, not robotic).

• Action: Add "Gmail" > "Send Email."

  • Map fields:
    • To: Customer email (from webhook data, e.g., estimate.customer.email).
    • From: Your business email.
    • From Name: Dynamically use salesperson's name (e.g., assigned.employee.first_name + last_name).
    • Reply To: Leave default.
    • Subject: "Thanks for Your Time Yesterday, [Customer First Name]"
    • Body: Personalized email, e.g.: "Hey [Customer First Name], It's [Salesperson Name] from yesterday's estimate. Just wanted to say thank you for having us out. If you have any questions, don't hesitate to reach out. Also, book in the next 5 days for an additional 5% off! Talk soon, have a wonderful day, [Salesperson Name]"

• Test: Send to yourself, check formatting (add spaces if names concatenate oddly).

• Rename steps for clarity (e.g., "Filter: Estimate Sent").

4. Expand with Paths for Multi-Trigger Automations

Duplicate the Zap for more follow-ups (e.g., delay 4 days for a second email).

Use "Paths by Zapier" for branching:

• Path A: Estimate sent → Sales follow-ups.
• Path B: Job scheduled → Send customer checklist (e.g., "Close windows, pick up yard items").
• Path C: Job completed → Delay 300 days → Send repeat service reminder.

Map fields carefully—estimate and job data differ slightly. Test each path.

Pro Tip: Use estimate fields (not tags) for custom logic (e.g., different follow-ups for residential vs. commercial). Tags often get misspelled, messing up reporting.

Advanced Tips and Alternatives

• For complex setups (texts, voicemails, videos), consider HighLevel—more organized and cheaper than Zapier chains.
• Automate beyond follow-ups: Dashboards, budgets (hook to QuickBooks), hiring, ad landing pages with QR codes.
• Reporting: Integrate with spreadsheets or Airtable for custom dashboards tracking revenue, unpaid jobs, etc.

In my business (average ticket $1,800–$2,200), these automations closed more deals and ensured annual repeats. Tailor follow-up length to your service—urgent like plumbing needs shorter cycles than pressure washing.

Ethical and Operational Considerations

Prioritize data privacy, test thoroughly to avoid spam, and comply with regulations. Automations enhance customer experience, making them feel informed every step.

Final Thoughts: The Automation Mindset

Automation isn't just tech—it's about persistent problem-solving and adaptability. Set it up once, and it runs forever, saving time and making thousands.

If you're a busy home service owner spending on ads, with office staff ready, let me handle it. Book a call to see My Service Robot in action: Schedule Here.

Stay curious, automate smart, and watch your business thrive.