Automate Housecall Pro & Xero

Stop paying for mismatched spreadsheets. Sync data between Housecall Pro and Xero in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Housecall Pro"]
        T1(["New Completed Job"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[Webhook
Listener] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Xero"]
        A1(["Add Items to Existing Sales Invoice"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Housecall Pro and Xero operate independently, field service teams face significant challenges in managing invoices and payments. For instance, when a technician completes a job in Housecall Pro, the invoice generated may not automatically reflect in Xero, leading to manual data entry of customer details and job costs. This not only wastes valuable time for the accounting team but also increases the risk of human error, such as incorrect amounts or missing customer information, ultimately affecting cash flow and financial reporting accuracy.

Top Ways to Automate Housecall Pro & Xero

Automated Invoicing: Seamlessly sync job details from Housecall Pro to Xero, generating invoices automatically upon job completion, ensuring timely billing and improved cash flow.
Real-Time Financial Reporting: Eliminate manual data entry by syncing financial transactions in real-time, providing accurate insights into revenue and expenses, and enabling informed decision-making.
Streamlined Job Cost Tracking: Automatically update job costs in Xero based on real-time data from Housecall Pro, allowing for precise tracking of profitability and resource allocation.

How to Build the Housecall Pro → Xero Sync

Set up a webhook in Housecall Pro to listen for the 'Invoice Created' event. This can be done by navigating to the 'Webhooks' section in the settings and selecting the appropriate event.
Configure the webhook to send a POST request to your integration endpoint, including the necessary payload data such as 'invoice_id', 'customer_name', 'amount', and 'due_date'.
At your integration endpoint, extract the relevant data from the incoming webhook payload.
Use the Xero API to create a new invoice by sending a POST request to the '/api.xro/2.0/Invoices' endpoint. Include the extracted data in the request body, ensuring to format it according to Xero's invoice schema.
Test the integration by creating a new invoice in Housecall Pro and verifying that it appears correctly in Xero.

Developer Warnings & API Gotchas

Ensure that the 'customer_name' field from Housecall Pro matches the 'contact' in Xero; otherwise, the invoice creation will fail due to mismatched references.
Be mindful of the currency format; Housecall Pro may send amounts in a different format than Xero expects, leading to potential errors in invoice creation.
Check the 'due_date' format; Xero requires the date in a specific ISO 8601 format, and any deviation could result in a rejected invoice.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Housecall Pro... New Completed Job

Do this in Xero Add Items to Existing Sales Invoice
When this happens in Housecall Pro... New Scheduled Job

Do this in Xero Add Note to Invoice

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I can see you're looking at mapping Housecall Pro to Xero. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?