Migrating from Housecall Pro to Service Fusion

Why you might make this switch

Adding users beyond the plan's included seats; want a flat company price with unlimited users. What our data says about the two tools:

• Service Fusion is listed as best for: Growing service businesses that want unlimited users on a flat monthly price.
• Housecall Pro's listed weaknesses: QuickBooks sync starts on Essentials and QuickBooks Desktop sync is one way; user limits per plan push growing teams to higher tiers; residential-first.

Features listed for Service Fusion but not for Housecall Pro

Our feature lists are not exhaustive and name features differently between tools, so check each one on the vendor's site.

• gps tracking
• voip phone
• esignature
• inventory
• unlimited users

Features listed for Housecall Pro but not for Service Fusion

• estimates
• credit card processing
• consumer financing
• marketing automation
• instapay

Cost-of-switch analysis

Three cost components when migrating from Housecall Pro to Service Fusion:

• Software-cost change: about $149/month more on Service Fusion at the starting price ($208/mo against $59/mo), or about $1788 a year. These starting prices are not like for like: Housecall Pro charges per company with some users included, plus a fee per extra user and Service Fusion charges per company, so compare them at your team size.
• Implementation fees: Check Service Fusion's pricing note and confirm its setup fee in writing: some vendors include onboarding in the subscription and others charge for it.
• Staff time: setup, data checks and training take time from office staff and techs. We have no measured figure for it; the cost-of-switch calculator adds it from stated assumptions that you can scale to your own hours and wages.

Migration steps, in order

We have no measured durations for these steps; ask Service Fusion for a written onboarding plan with dates.

1. Set up Service Fusion

Configure company settings, users and permissions, and your price book if you use one. Get this right before you import anything.

2. Import your data

Export your customer list and active jobs from Housecall Pro and import them into Service Fusion. Check a sample of customers and jobs against Housecall Pro. Check recurring service agreements one by one, and ask Service Fusion whether its import carries them over.

3. Train the team and run both systems

Train dispatchers and office staff first, then field techs. While both systems run, enter new jobs in Service Fusion and complete jobs already booked in Housecall Pro.

4. Cut over

Stop entering new data in Housecall Pro. Export all historical data before you cancel, then cancel the Housecall Pro subscription.

5. After the switch

Set up the automations and reports you planned to use in Service Fusion, and check them against the reasons you switched.

Data export checklist (before cancelling Housecall Pro)

Export everything from Housecall Pro before you cancel, and ask Housecall Pro how long you keep access afterwards. Your checklist:

• Customer records: full export with names, addresses, contact info, custom fields, service notes
• Active job data: open work orders, scheduled appointments, recurring service agreements
• Historical invoices: as many years as your accountant needs for tax and audit records
• Payment records: past payments and outstanding balances
• Photo and document attachments: job site photos, signed agreements, equipment photos
• Price book / service catalog: your service offerings with their prices
• Membership/maintenance plan data: recurring billing setups, plan tiers, member status
• Integration configurations: screenshot or write down your QuickBooks sync, payment setup and Zapier workflows so you can re-create them
• User accounts and permissions: list of staff with their role assignments
• Reports and saved views: note custom dashboards or reports you'll need to rebuild

Integration checklist

From the integrations our data lists for each tool. The lists are not exhaustive, so confirm each one with the vendor.

Listed for both tools (you will still need to connect each one to Service Fusion and check how it syncs):

• quickbooks online
• quickbooks desktop

Listed for Housecall Pro but not for Service Fusion:

• zapier: ask Service Fusion whether it connects, or plan the workflow without it.
• google local services: ask Service Fusion whether it connects, or plan the workflow without it.
• mailchimp: ask Service Fusion whether it connects, or plan the workflow without it.
• callrail: ask Service Fusion whether it connects, or plan the workflow without it.
• companycam: ask Service Fusion whether it connects, or plan the workflow without it.
• thumbtack: ask Service Fusion whether it connects, or plan the workflow without it.

Listed for Service Fusion but not for Housecall Pro (worth evaluating during migration):

• acorn finance

Migration pitfalls to plan for

• Cancelling Housecall Pro too early. Don't cancel until you've checked the exported data and Service Fusion is running your daily work. Keep both subscriptions while they overlap.
• Trusting an imported price book unchecked. If you use a price book, check every imported item and price in Service Fusion, or rebuild it there, before you send quotes from it.
• Forgetting custom workflows. If your office built custom workflows or automations in Housecall Pro (dispatch rules, email templates, automated billing), list every one and ask Service Fusion how to rebuild each before cutover.
• Skipping the team. Have the team members least comfortable with software try Service Fusion before you sign. Train a few willing people first and have them help the rest.
• Switching in your busiest months. Setup, data checks and training take office time you need for customers when demand peaks.
• Not budgeting for the overlap. While both tools run, you keep paying for Housecall Pro: $59/mo at its starting price, or more on a higher plan.

Things to verify BEFORE you sign the new contract

• Data export from Housecall Pro. Confirm you can export customers, jobs and invoices in a format Service Fusion can import.
• QuickBooks integration. If you keep your books in QuickBooks, check that Service Fusion supports your version (Online or Desktop) and the sync direction you need. Our data lists quickbooks online and quickbooks desktop for Service Fusion.
• Cancellation terms on Housecall Pro. Check your contract for a minimum term or annual commitment and the notice period.
• Implementation cost on Service Fusion. Ask for the setup or onboarding fee in writing.
• Team adoption. Have the team members least comfortable with software try Service Fusion before you sign.

When to hold off

• You're in your busiest months. Setup and training compete with customer work.
• Your current pain is a single missing feature that the new tool also doesn't solve. Verify the feature gap closes before signing.
• Your team adopted Housecall Pro recently. Another change soon after can wear on a team; make sure the move is worth it.