Housecall Pro to Sage 100 Contractor, with no re-keying
A Canadian mechanical contractor ran dispatch, work orders and field invoicing in Housecall Pro, and typed every job into Sage 100 Contractor by hand. We built a sync that does the typing. Every five minutes, new customers, jobs and invoices land in Sage, ready for the office to post.
- Live in production
- Runs on your own server
- The office still posts
The field already had the data. The office was copying it.
Every job typed twice
Jobs were created and invoiced in Housecall Pro, then typed again into 11-2 Work Orders, line by line. When someone changed a job in one system and not the other, the two drifted apart.
One place to create work, one place to post it
Jobs are created only in Housecall Pro. Invoices land in Sage minutes after the field creates them, with tax on every line, and nobody types the same information twice. The office reviews and posts, as before. The ledger stays the accountant's.
One way, from Housecall Pro into Sage 100 Contractor
Every five minutes, in this order: customers, then jobs, then invoices.
| In Housecall Pro | Lands in Sage 100 Contractor as | What comes across |
|---|---|---|
| Customer | A client in 3-6 Receivable Clients | Name, email and phone. An existing client with the same name is linked, not created twice, and keeps everything you had. |
| Job | An unposted work order in 11-2 | Job title, site address, service area, scheduled dates, technician, dispatch rows and hours. Refreshed from Housecall Pro until the office posts it. |
| Invoice | The same 11-2 record, ready to post | Invoice number, every line, tax per line, totals, and invoice and due dates. |
| Payment | A flag on the record | Paid in Housecall Pro? The record says so, with the date and amount, so the office can record the receipt. |
| Voided invoice | Handled either way | Before posting, the record goes back to a work order. After posting, the posted record stays as it is and a new record takes the replacement invoice. |
What the sync never does
- Never writes to Housecall Pro. Nothing done in Sage is sent back.
- Never posts. The office posts every invoice in Sage, the same way as one typed by hand.
- Never changes a posted record. Once the office posts it, the sync leaves it alone.
- Never undoes the office's own work. A record deleted in Sage is not recreated, and lines or notes the office adds are kept.
A quiet service on the Sage server
Runs on your server
A background service on the Sage server. Nobody has to be logged in.
Checks every five minutes
It asks Housecall Pro for anything new or changed, and there is a Sync now button for when you cannot wait.
Fits your Sage setup
Records go into Sage 100 Contractor under a dedicated SQL login, in the right fiscal year and period from your own fiscal calendar.
Shows its work
A monitor on the server shows when it last ran, what it handled and any errors, with the record and the reason.
About seven weeks from start to go-live
Fixed price, built against the client's real data, and tested by the client before anything touched the live company.
- Week 3: a working demo, with customers and work orders arriving in Sage.
- Week 5: installed on the client's server against a copy of the company.
- Then: the client tested it on their own scenarios, and every issue found was fixed before go-live.
- Week 7: live on the real company, followed by a month of close support.
- What it needed from the client: a Housecall Pro API key, a dedicated SQL login for the Sage database, and time to test.
Questions people ask
Does the sync write anything back to Housecall Pro?
No. It is one-way. Housecall Pro is the source and Sage 100 Contractor receives. If a job or invoice is wrong in Sage and not yet posted, fix it in Housecall Pro and the next pass carries the correction over. Customer details already in Sage are kept.
Can our office still check invoices before they post?
Yes. Every invoice arrives in 11-2 unposted, with its lines, tax and totals filled in. The office posts it the same way as an invoice typed by hand. Once a record is posted, the sync never touches it again.
What happens when an invoice is voided in Housecall Pro?
If the office had not posted it yet, the Sage record goes back to a plain work order and fills in again when the new invoice is issued. If it had been posted, the posted record is left exactly as it is, the job gets a new record for the replacement invoice, and the office voids the original in Sage.
What if the sync stops or hits an error?
A monitor on the server shows whether the sync is running, when it last ran, what it handled and any errors, with the record and the reason. Temporary errors retry on their own. If something needs a look, the office sends us the job or invoice number and we fix the cause.
Can the same thing be built for Sage Intacct, or for another field app?
Sage Intacct has an API, so the same approach applies, as it does for any field service app that publishes one. Each build is set up for your own job types, tax and fiscal year.
What does an integration like this cost?
Integrations and larger automations we have quoted and delivered have run $3,000 to $7,500 to build, in Canadian dollars before tax, plus a monthly support fee, typically $125 to $175. Each one gets its own fixed quote after a free call. See typical prices and timelines.
Running Housecall Pro beside Sage?
Show us your job types and a few invoices on a call, and we will tell you what the sync would look like for your company and what it would cost.
