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Housecall Pro Integration

Save time by connecting Sortly to Housecall Pro. Jobs booked in Housecall Pro create matching jobs in Sortly, and when a job closes, the parts used come out of the right technician's folder automatically, so nobody has to enter anything twice. This article walks you through how the integration works, connecting your account, inviting your team, mapping your inventory, and how synced jobs work.

Enterprise
Beta

How the integration works

Once connected, Housecall Pro jobs are created in Sortly automatically and stay in sync as they progress.

Jobs icon

Jobs sync automatically

Every job booked in Housecall Pro creates a matching job in Sortly, so there's no re-entry.

Folders icon

Materials move with the job

Parts used on a job come out of the right technician's folder the moment the job is closed.

Items icon

Your inventory, matched your way

Sortly matches Housecall Pro materials to items you already have. You review the matches and adjust them before you confirm.

One Housecall Pro account links to one Sortly account. Sortly reads your Housecall Pro Materials only, not Services. Completed jobs can't be reopened. Technicians can view their van folder in Sortly on web and mobile, but managers can't see integration settings in the mobile app.

⚠️ This integration is available on the Enterprise plan with Jobs and Webhook turned on. You also need an active Housecall Pro Max plan. Only an Owner or Admin can connect, and setup is on web only.

Housecall Pro logoConnect to Housecall Pro

During setup, Sortly imports your full material list and active jobs from Housecall Pro.

Generate your API token

1
In the left menu, select Integrations, open Housecall Pro, then select Setup.
Housecall Pro Integration page with the Setup button and the Before you start list
2
Under Step 1: Generate API token, select HousecallPro API settings. Log in to Housecall Pro if asked, then generate a token and copy it.
3
Back in Sortly, paste the token into the API Token field and select Connect.
Link Account step with the API Token field and Connect button

Set up the webhook

1
Under Step 2: Configure Webhook, select HousecallPro Webhooks to open your webhook settings in Housecall Pro. If the webhook toggle is disabled, select it.
2
Copy the link Sortly shows, paste it under URL in Housecall Pro, and select Save.
3
In Housecall Pro, select every toggle under Enable Webhook Events.
4
Paste the signing token into the field in Sortly, then select Connect.
Configure Webhook step with the webhook URL and signing token fields

Set up users and import your data

1
On User Setup, Sortly lists your Housecall Pro users and suggests a default folder for each one based on their transaction history. Every user needs a default folder, such as their van folder, so Sortly knows where to take inventory from when a job is completed. Review the suggestions and change any that look wrong under Folder they'll pull from.
User Setup step mapping a default folder to each Housecall Pro user
2
Select Complete. Sortly then imports your active jobs and your full Housecall Pro material price book. A progress banner shows while this runs.
Connected integration page with the Importing active jobs from Housecall Pro banner

When the import finishes, the integration page shows a status summary with links to View Jobs, Edit default folders for users, Manage inventory mapping, and Manage invites.

Connected integration page with job, default folder, inventory mapping, and invite status

Invite users to Sortly

To link inventory to a job done by a field technician, that technician needs a Sortly account, and each technician you map uses a Sortly seat. Sortly imports your full user list from Housecall Pro during setup, so you can invite them from the integration page.

1
On the integration page, select Manage invites.
2
Select Invite next to each person you want to add, or select Invite All. Then select Complete.
Manage invites window listing Housecall Pro users with Invite links
3
Once a user has joined Sortly, go back to the integration page and select Edit default folders for users.
4
Under Folder they'll pull from, choose the user's default folder, then select Save Changes.
Edit default folders window with a folder chosen for each user

Map your inventory

Your Housecall Pro material list is imported into Sortly. For the integration to work, each material needs to be mapped to its matching Sortly item, at the Sortly ID (SID) level.

⚠️ Once a mapping is confirmed, the link between the Housecall Pro material and the Sortly item is permanent and can't be changed. Double-check each match before you confirm.
1
On the integration page, select Manage inventory mapping. On the Need review tab, go through the three groups: items that need urgent review, items with no match found, and suggested matches.
2
For each material, keep the suggested Sortly item or choose a different one from Map to existing item.
3
Select Confirm Mappings. The button shows how many mappings you're confirming, for example Confirm 9 Mappings.
Manage inventory mapping window on the Need review tab
4
To review your confirmed mappings, select the Mapped items tab. Each Housecall Pro item is listed next to its Sortly item and SID.
Manage inventory mapping window on the Mapped items tab

How synced jobs work

Once the integration is connected, imported jobs appear on your Jobs page with a Housecall Pro icon next to their name.

Jobs page with the Housecall Pro icon next to synced job names

Each synced job starts as Not started, moves to In Progress when the job starts in Housecall Pro, and moves to Completed when it finishes. Every job links back to its Housecall Pro job.

What syncs from Housecall Pro

Sortly updates your jobs as things change in Housecall Pro.

In Housecall Pro
What Sortly does
Job created or scheduled
Creates the matching Sortly job. Its name, dates, link and status can't be edited in Sortly.
Assigned employee changes
Updates the job's members, matched by email.
Job in progress
Sets the job to In Progress.
Job completed or cancelled
Pulls the final materials, including those bundled in Services, and compares them with the Sortly job.
Job deleted
Deletes the Sortly job.
Unscheduled job created, pick list setting on
Creates a pick list from the warehouse folder to the technician's van.

What happens when a job is completed

Nothing moves in Sortly while a job is in progress. When a job is completed or cancelled in Housecall Pro, Sortly pulls the final material list and compares it with the Sortly job.

If
Sortly
Items and quantities are all there
Moves the items into the job and completes it.
An item or quantity is missing, or doesn't match
Flags the job as a conflict.
Housecall Pro has no materials, but the Sortly job has items
Moves the items back to the technician's default folder.

Cost differences and unlinked lines are ignored. If a technician has no default folder, the job completes only when everything already matches.

With no conflict, the Sortly job completes automatically. With a conflict, the job shows a Housecall Pro icon and highlights the Housecall Pro quantities against the Sortly quantities. You can select Match Quantity or Link items, or complete the job manually after a warning.

If a material on a job isn't mapped, Sortly flags the job for a manager to review. A sync problem never stops a technician from closing the job in Housecall Pro.

What syncs from Sortly to Housecall Pro

Less goes back to Housecall Pro. It covers items added to a Sortly job and materials that are missing in Housecall Pro.

In Sortly
What Sortly does in Housecall Pro
Item added or updated on a Sortly job
If linked to a Housecall Pro material, it's added to the job with the same quantity. This includes items added on mobile.
Item with no Housecall Pro material
Sortly creates one under a Sortly category.
Existing Housecall Pro lines
Not changed or deleted, unless Sortly created them.
Clones with different prices
Become separate lines, named after the first clone.
Pricing
The Price field is the unit cost. The selling price stays in Housecall Pro.
After the Sortly job is completed
Nothing more syncs.
Disconnecting
Stops all sync. Your jobs and inventory stay in Sortly.

Frequently asked questions

What happens if I don't resolve a job conflict?

The job stays open with a conflict until you resolve it. Select Match Quantity or Link items, or complete the job manually after a warning.

Can I change an item mapping after it's confirmed?

No. Once a Housecall Pro material is linked to a Sortly item, that link is permanent. Review matches carefully before you confirm them.

How do new Housecall Pro materials get into Sortly?

If you add new materials to your Housecall Pro price book later, select Re-import at the top of the mapping window to bring them into Sortly.

Does a technician need a Sortly account to have their inventory tracked?

Yes. To link inventory used to a job, the technician doing that job needs a Sortly account with a default folder assigned. Each mapped technician uses a Sortly seat.

Do my item names need to match between Sortly and Housecall Pro?

No. Once a material is mapped, the two items are linked by ID, so the names don't need to match. Renaming an item later doesn't break the link.

What if the van doesn't have the parts?

Sortly flags a conflict on the job for a manager to resolve, instead of completing the deduction.

Will a sync problem stop my technicians from closing jobs?

No. Jobs finish in Housecall Pro on their own. Sortly flags the job for a manager to review.

Is there a plan requirement to use this integration?

Yes. The integration is available on the Sortly Enterprise plan with Jobs and Webhook turned on. You also need an active Housecall Pro Max plan on the Housecall Pro side.