HubSpot + Housecall Pro integration

Housecall Pro is the office for a home service business that still answers its own phone. HVAC, plumbing, electrical and cleaning pros use it to book the visit, dispatch the technician, send an estimate with several priced options, and collect payment on the invoice before the van leaves the driveway. It holds the one thing marketing never has: what actually happened at each house.

HubSpot arrives when the owner starts spending real money on demand: paid search, a newsletter to past customers, a seasonal tune-up campaign, a review request after every completed job. Each of those needs to know what happened in the field. Without a connection, the marketing list is a spreadsheet exported now and then, and the question every owner asks, which campaign paid for itself, has no answer. The thread that could answer it already exists: the Housecall Pro customer record carries a lead source field, and it only needs to reach the system that ran the campaign.

There is a gate before any design work. Housecall Pro’s help centre says its API is available only on the MAX plan, and its webhooks likewise. A business on a lower plan has no programmatic route to HubSpot until it upgrades, so the plan is the first question in scoping, ahead of objects, keys or direction.

Four records carry the value. Customers become HubSpot contacts rather than companies, because Housecall Pro describes its typical customer as a homeowner, and the customer’s company field stays a property for commercial work. Estimates become deals, since an estimate is the one record someone is trying to win. Jobs and invoices become custom objects associated to the contact, one way, because Housecall Pro owns the schedule and the money.

The estimate needs care. A Housecall Pro estimate can carry several options, and approval is recorded per option, so the deal amount is the price of the option the customer approved, never the total of every option offered. The approval arrives as its own event, and that event is what moves the deal to closed won.

Every record keys on its Housecall Pro id in a custom HubSpot property. Email is the wrong key: households share inboxes and people change email addresses, while the id does not. Lead source travels as a contact property, because it is the field attribution reports read.

The shape is a webhook queue. Housecall Pro posts each subscribed event to our endpoint with two headers, Api-Timestamp and Api-Signature. The endpoint computes an HMAC with SHA-256 over the timestamp, a dot and the raw body, using the signing secret Housecall Pro returned when the URL was saved, and drops anything that does not match. Accepted events are queued and acknowledged at once.

A consumer takes each event, reads the full customer, estimate, job or invoice by id with the account’s API key in the Authorization header, and upserts into HubSpot on the Housecall Pro id, with a separate pass for associations. Housecall Pro limits the API’s request rate without publishing the figures: a call over the limit gets a 429 carrying a RateLimit-Reset time, and the consumer waits until then. The reverse path is short: a HubSpot form calls the service, which searches customers before creating one.

A nightly sweep lists jobs sorted by their last update, newest first, and stops at the previous run’s high-water mark. The customer list documents only a creation-date default for sorting, so the customer sweep walks every page, weekly.

The plan decides first: below MAX, no route exists at all. On MAX, the choice is how much has to move. Housecall Pro’s help centre walks through Zapier, and Zapier’s Housecall Pro app watches for scheduled and completed jobs and can create a customer, which covers a review request after each job or a HubSpot form that books into the office. Housecall Pro also names Make and Pabbly Connect as tools a Pro can try. When estimates have to become deals priced on the approved option, and invoices have to keep a balance honest, the flow needs signed webhooks, a link store and a sweep, and that is a service.

1. Scope. We confirm the MAX plan, list locations, estimate habits and invoice states, and agree which HubSpot workflows each event should start.
2. Architect. Customers as contacts, estimates as deals priced on the approved option, jobs and invoices as custom objects, and the webhook events to enable.
3. Build. Housecall Pro publishes no sandbox, so the service is written against test customers we agree with you in your own account, using the read-only key the API offers wherever reads are enough, and a HubSpot sandbox behind a portal allowlist.
4. Validate. We replay a month of estimates and jobs, reconcile deal amounts against approved options, and send a forged event to prove the signature check rejects it.
5. Operate. We watch webhook silence, authorization errors and the nightly sweep, and rotate the signing secret and the API key on a schedule you approve.