Book Audit & Data Quality
The customers you can no longer reach, the equipment records with nothing in them, and the do-not-service marks recorded in one place and missed in the other three.
audit my customer book
Exporting your Housecall Pro data
Housecall Pro's dashboard exports carry most of what people want the API for, and they need no API key and no MAX plan. They also have a few habits that quietly corrupt totals once the file reaches a spreadsheet.
How exports work
Exports are run from the dashboard and arrive by email rather than downloading in the browser; customers and service agreements come zipped. No API call triggers one, so this is a dashboard action regardless of plan.
The one that catches everybody
An export carries whatever filters were active on screen when you ran it, and nothing in the file tells you that. A filtered export looks exactly like a complete one. Before trusting any total, check the row count against roughly what you expect the whole book to be.
What each export gives you
| Export | What to know |
|---|---|
| Customers | The richest one. Address columns repeat in numbered slots, and the number of slots varies by account, so anything assuming a fixed count silently drops addresses. |
| Jobs | Has no completion timestamp, so how long jobs actually took cannot be worked out from the file at all. |
| Price book: services | Includes cost, which is what makes margin computable. Flat-rate and some catalogue items come from a separate export button. |
| Price book: materials | Includes cost and part numbers. |
| Equipment | The install date and serial columns are usually very sparse. On the book we know best, install dates were on well under one percent of rows. |
| Service agreements | Rows are renewal terms rather than customers, so the row count is much higher than the number of people on a plan. It carries no price and no visit counts. |
What an API key adds on top
The exports carry most of what people want the API for, which is why this page exists. A few things they genuinely cannot do, though, and if you are on the MAX plan the free MCP covers them.
| What you want | From an export | With an API key |
|---|---|---|
| How long a job actually took | Not in the file. The jobs export carries no completion timestamp, so it cannot be worked out at all. | Read straight off the job record. |
| Matching a row back to its record | The customer id in the export is not the id the API uses, so the two cannot be joined. The price book is the exception: its identifiers are the real ones. | The ids are the real ones throughout. |
| How current it is | A snapshot of the moment you ran it. | Live, every time you ask. |
| Knowing what is included | Whatever filters were on screen when you ran it, and nothing in the file says so. | You state the range and get that range back. |
| Getting it again tomorrow | Run it, wait for the email, download, unzip. | Ask again. |
A free skill that reads and repairs the file
Export That Works takes the file and tells you what is genuinely in it: real counts once the rows that split mid-note are put back together, money read correctly including the negatives, identifiers left intact, and which columns are too empty to answer anything. Then it answers plain questions about the data. You get a short summary in chat plus an interactive page carrying the full analysis.
No API key, no server, and no connection to the Housecall Pro account at all. It is free, and it settles the question of whether the rest of this is worth paying for.
The paid skills that work from exports
4 paid skills read exported files rather than the API, which is what the Any Plan pack collects. They run on any Housecall Pro plan, and one of them covers ground the API cannot: service agreements have no API route in any namespace, so the export is the only way to read them.
Duplicate Customer Finder
Matches on email, address and phone rather than name, then ranks each group by the money split across it. Leaves the landlords and shared households alone.
find my duplicate customers
Service Agreement Audit
Renewals coming due, renewal drafts sitting unsigned, and the customers whose coverage already lapsed without anyone calling them.
who is up for renewal?
Campaign Segment Builder
Builds the list you meant to build, unions every do-not-contact signal in the file, and explains each group it left out. It never contacts anyone itself.
build a win-back list for my service area
Common questions
How do I export data from Housecall Pro?
Exports are run from the Housecall Pro dashboard and arrive by email rather than downloading in the browser. Customers and service agreements arrive zipped. There is no API call that triggers an export, so this is a dashboard action on every plan.
Why does my Housecall Pro export look wrong in Excel?
Two common reasons. Job and invoice numbers are written in a form that keeps leading zeros, which shows up as odd-looking cells. And free-text notes containing line breaks can split a record across several spreadsheet rows, so the row count is higher than the record count and totals computed on it are wrong.
Does my Housecall Pro export include everything?
Not necessarily. Exports carry whatever filters were active on screen when you ran them, and nothing in the file says so. Always check the row count against what you expect the whole book to be before trusting any total.
On the MAX plan, the free MCP reads the same data live, and builds CSVs directly. Questions or corrections: hello@hcpapi.com.