How to export your data from Housecall Pro (step by step)

Housecall Pro gives you five self-serve exports, each a CSV sent to your email: customers, jobs, estimates, the price book and equipment. Payments come out through a report as two emailed files. Invoices and service plans are where it gets thin: the help center describes reports for both, but no clean bulk file for service plans.

You need to be an Admin for the two most important files. Housecall Pro's help center says only employees listed as Admins can export the Customers and Jobs lists.¹ Check that first, then work down this page while you still have full access. Each export below has an animated walk-through of the clicks, taken from Housecall Pro's own help article for that export.

What you'll end up with

Here's the full set of files from a Housecall Pro account, and what each one becomes if you bring it into TradesWork. If you're going somewhere else, the left column is still your export list.

Before you start: role, plan and dates

Three checks save you a wasted afternoon:

Every export below arrives by email from notifications@housecallpro.com. If one hasn't arrived within an hour, check spam, then contact Support through the blue chat bubble.¹ On the Max plan, Housecall Pro's Data Import team can help with exports, though the help center says extra fees may apply for exports with multiple files or extra formatting.¹

1. Export your customer list

This is the file everything else hangs on. Run it first.

1. Select Customers in the left navigation bar.
2. Click the Actions button on the right side of the screen.
3. Select Export from the drop-down.
4. Confirm the email address and click the blue Send file button.¹

Get every column first. A separate help article on the customer list says Edit columns, to the right of the search bar, lets you tick each data field, and Filter narrows the list by tags, status, lead source, lifetime value, customer type and more.⁷ Tick every column and clear every filter before you export. That article describes the same Actions, Export producing an Excel version of the list, while the export article says CSV, so expect either.⁷

Check it. Compare the row count with the customer count you see in Housecall Pro. A file that stops at a round number such as 1,000 or 5,000 usually means a filter was left on. Customers with more than one service address may come out with extra sets of address columns, according to one competitor's import guide, so scroll right before you assume an address is missing.²

2. Export your jobs

Jobs carry your history: dates, assigned techs, totals and profit.

1. Click Jobs in the left navigation bar.
2. Click Edit columns, tick everything in the "Select columns to view" window and click Done. The column groups are Customer Info, Job Details, Job Time Tracking, Job Financials, and Costs and Profitability.
3. Click Filter, set the widest created or scheduled date range you have, and click Apply.
4. Open the blue Actions drop-down, choose Export and click Send file.⁸

The jobs filter is rich: created, scheduled, completed and paid-in-full dates, lead sources, tags, status, assigned employees, job type, totals and callbacks.⁸ For a migration you want none of that narrowing. Clear it all except the date range.

3. Export your estimates

Estimates come out the same way, from their own tab.

The estimates list has three column groups (Customer Information, Estimate Details and Estimate Financials) and filters by scheduled, created and completed dates, status, outcome, lead source, tags, employees, job type and business unit.⁸ Leave the outcome filter off so won, lost and open estimates all come out. Open estimates are follow-up money; lost ones are next season's leads.

4. Export your price book (two files)

The price book exports in two halves, services and materials, from Settings rather than the main navigation.

1. Click the gear icon at the bottom left to open Settings.
2. Select Price Book in the Settings menu.
3. Open the Services tab and click the blue Export button.
4. Open the Materials tab and click Export again.³

The article lists the price book's import fields, which tell you what the export looks like:³

Keep the uuid column; the article says it's present in lists exported from Housecall Pro, and it's the cleanest way to match items later. The article doesn't say images export, so plan to re-attach the ones that matter.

5. Export equipment from Property Profile

Property Profile is where Housecall Pro keeps equipment at a customer's address. For HVAC and plumbing shops it holds warranty and replacement history, and it's the file most people forget.

Open the Property Profile app, click the download icon at the top right of the page, confirm your email and click Send me the File.⁹ The equipment fields are item type, display name, make, model, serial number, install date and notes. The article doesn't say which plans include Property Profile.

6. Run the payments report

Payments come out through Reporting, Reports, which needs the Access Reporting permission.⁴

1. Go to Reporting, Reports in the left navigation.
2. Select Payments from the menu at the top of the page.
3. Choose a date range. It filters by payment date.
4. Click Generate report.¹⁰

You get two files. The Summary File totals revenue and invoice count by payment type. The Payment Details File has one row per payment, with job ID, payment received date, job created and completed dates, customer ID and name, invoice number, job description, assigned employee, job status, payment amount and type, the job's zip code and coordinates, and fee amount and type.¹⁰

Three things to know when you read it. A job with several payments repeats its job ID and invoice number. Refunds show as negative amounts. On batch payments, the processing fee shows only on the first job in the batch.¹⁰

7. Invoices: reports, and the drill-down export

Invoice reports live under Reporting, Reports, Invoices: Open invoices, Aging (past due invoices), Invoices by date, Invoices by customer and Invoices by employee.¹¹ The Invoices reporting article itself doesn't describe an export. The managing reports article does describe one, inside a report's drill-down table, so that's the path to try.⁴

1. Open Reporting, Reports and choose Invoices at the top.
2. Open a report such as Invoices by date with your widest date range.
3. Click the total row to open the drill-down table of everything in the report.
4. Click Edit Columns, tick every field and click Done.
5. Click Export in the upper right, next to Edit Columns.⁴

The managing reports article doesn't say what format that file is or whether it downloads or emails. If the drill-down Export isn't there for you, you aren't stuck: your jobs CSV carries the Job Financials columns and the payments file carries every payment against an invoice number, so between them you can rebuild invoice history. Run the Open invoices report on cutover day and save it however you can, even as a PDF, because that's the money customers still owe you.

8. Service plans: reports, PDFs and a written request

Service plans are a Max feature.⁵ Their reports sit under Reporting, Reports, Service plans: plans by day, week or month, recurring revenue by month for the next 12 months, plans by plan name, recurring revenue by plan name, and plans sold by employee.¹² The service plan reporting article doesn't describe an export. You can try the same drill-down Export from step 7, but don't count on it.

What the help center does describe is printing one customer's plan:¹³

You can also reach the same More (⋮), Print service plan from the service plan linked to an address on the customer's profile.¹³ Do this for the plans you can't afford to get wrong. For the full list, ask Support in writing through the blue chat bubble, before you start a cancellation:

What you can't export yourself

• Saved cards. Service plans bill to a card on file that customers add or update in Housecall Pro's customer portal.¹⁴ Card details sit with the payment processor, not in any file. Plan to re-collect cards, starting with service plan customers.
• Photos and attachments in bulk. You download each attachment from its viewer, one at a time. The customer attachments article's FAQ says bulk download is "not currently" available.¹⁵ Download what you need for open warranties and disputes.
• Automations, checklists, templates and dashboards. List the ones you rely on and rebuild them.
• Phone numbers. If you use Housecall Pro Voice, numbers move by porting. Your new carrier starts the port-out, it typically takes 1 to 3 weeks, and Housecall Pro keeps numbers for 60 days after you cancel or deactivate, then releases them. Custom SMS numbers can't be ported out.¹⁶
• Reviews. Google and Yelp reviews stay where they are.

Permissions and plan limits at a glance

After you cancel

There's no termination export described in Housecall Pro's terms. What the terms do say: customer data you entered stays your property, your account is disabled within 14 days of termination, and Housecall Pro may keep your information but has no obligation to.⁶ Treat the files you exported as the only copy you can count on. Our guide on how to cancel Housecall Pro covers the owner phone call and the order to do things in.

Store, label and re-run

• Name every file with what it is and the date, for example "jobs 2025 run 2026-10-15.csv".
• Keep it outside Housecall Pro, in a folder you control, with a second copy offline.
• Re-run what changes (customers, jobs, estimates, payments) close to cutover and again on the day.
• Spot-check: row counts, a few customers you know well, and totals against Housecall Pro's own screens.

How TradesWork uses these files

If TradesWork is on your list, here's what it does with them. Its Housecall Pro importer reads files you export; it never logs in to Housecall Pro, and there's no API connection. You drop the files (CSV, Excel or a ZIP, up to 50 MB per drop) and it works out what each one is from its column headers. It brings in customers with service addresses, job history, invoices with paid amounts, the price book, and service plans as memberships, with membership billing held until you switch billing over. It shows a preview before anything saves, and lets you import into a separate sandbox company first.

Be clear about the gaps. Equipment, photos and attachments don't come across, and estimates aren't imported. Keep those files as your archive. The Housecall Pro layouts were built from Housecall Pro's help pages and common column names and are still being validated against real exports, so keep your original files whatever happens.

The full plan, with real screens of each importer step, is in migrating from Housecall Pro to TradesWork. TradesWork vs Housecall Pro covers where each one is stronger.