What can Housecall Pro reports show you, and what is missing?

Owners usually ask two questions about Housecall Pro reports. What can I see today? And how do I get the numbers it doesn't show? This page answers both, with the detail from Housecall Pro's own help center on how each number is calculated, because that's usually where the confusion comes from.

If a report is blank or the numbers look wrong, start with my guide to Housecall Pro reports not working. This page is about what the reports can and can't do when they're working properly.

What reports does Housecall Pro have?

Housecall Pro's help center says there are up to 40 ready-made reports. On the Reporting tab, they're grouped by data set: Jobs, Estimates, Leads, Service plans, Invoices, Payments, and a Custom folder for reports you save. Its advanced reporting page describes the main areas:

• Business Insights: set revenue and job goals, or use suggested ones, and track progress with visuals.
• Job reports: completed, scheduled and canceled jobs, broken down by job type, technician, rating, lead source or business unit, with job costs and profitability when job costing is on.
• Invoice reports: open invoices, an aging report for past-due balances, and invoices by date, customer or employee.
• Tech Leaderboard: ranks technicians by revenue, completed jobs, average ticket, estimate conversion rate and average rating, plus billable hours if job costing is on. The help center says it needs the Essentials or Max plan.
• Lead reports: win rate, open leads and conversion by date, lead source or employee. The help center says these are only for users of Pipeline, a paid add-on.
• Analyst AI: type a question and get a report back. More on this below.

The advanced reporting page also lists customizable reports for tech performance, administrative tasks, automotive (vehicle tracking), jobs, estimates, leads, service plans, invoices and payments.

How do you customize and save a Housecall Pro report?

Every report works the same way. From Housecall Pro's "Managing reports" help article:

1. Open Reporting, then Reports, and pick a data set: Jobs, Estimates, Leads, Service plans, Payments or Custom.
2. Set the date range and the action date. The action date decides whether a job counts by when it was created, scheduled, completed or paid in full, so the same date range can give very different totals.
3. Use Filter to narrow by things like job type, employee and amount due.
4. Use Edit columns to add or remove metrics, and group the table by day, week, month or quarter, or by employee, business unit, job type, job tag or lead source.
5. Click any row, or the total row, to drill into the jobs behind the number, and export that table if you need it.
6. Click Save report and name it. It then lives in the Custom folder.

Saved reports can be added to dashboards. You can have more than one dashboard, set a single date range for every card at once, switch each card between bar, line and table views, and drag cards into the order you want. Housecall Pro's advanced reporting page also says you can share a report with someone by email. Employees need the Access Reporting permission to see any of this.

How are the numbers calculated?

This is where most "the report is wrong" moments come from. From Housecall Pro's help article on reporting metrics:

• Job revenue is the job subtotal minus discounts, excluding tax and tips. Job total is the full invoice amount, including tax and tips. They will never match, and that's by design.
• Average job size includes zero-dollar jobs, such as callbacks, by default, which drags it down. Mark callbacks with the callback job field, or filter them out.
• Gross profit is job revenue minus labor, material, commission and miscellaneous costs. Profit margin is gross profit divided by job revenue. All of these need job costing switched on in settings and costs entered on each job.
• Hours per tech and travel hours only count jobs where time was actually tracked.
• Invoice paid amount includes tax but excludes tips.

One more worth knowing: Housecall Pro switched on "job splits" in July 2026, so revenue on a multi-technician job is shared between the techs. Its help center notes that jobs created before then may not be split, so older per-tech revenue can be double-counted.

What does Analyst AI do?

Analyst AI is part of Housecall Pro's AI Team, which its help center says is included with your account (only the CSR AI phone answering is a paid add-on). You ask it a question about the data in your reporting dashboard, either from the AI Team chat or the "Ask Analyst AI" button on reporting screens, and it builds a report you can save to your dashboard. The help center's own examples include:

• What is my gross profit on jobs completed last week?
• Which technician had the highest average ticket last month?
• Can you compare my job types in 2024?

It's genuinely useful for one-off questions. It works on the same data as the reports, though, so it can't answer anything that depends on numbers Housecall Pro doesn't hold.

How do you export Housecall Pro reports to Excel or CSV?

• Customers and jobs: admins open Customers or Jobs, then Actions, Export, confirm the email address and click Send file. A CSV arrives by email.
• A filtered customer list: filter and choose columns on the Customers page, then Actions and Export.
• Any report table: the Export button sits next to Edit columns in drill-down tables and lead reports.

The exported report is wide. It includes scheduled times, travel and on-job duration, customer details, line items, labor and materials, discounts, tax, assigned employees, job status, payment history, card fees, paid amount and balance due. That's enough to build most owner reports in a spreadsheet.

How does Housecall Pro reporting compare with QuickBooks?

They do different jobs. Housecall Pro reports on operations: jobs, technicians, leads and invoices. QuickBooks reports on your books: profit and loss, bills, payroll and tax. QuickBooks Online sync starts on the Essentials plan, and Housecall Pro's integrations page also lists QuickBooks Desktop. The sync mostly runs one way, from Housecall Pro into QuickBooks, which my reports not working guide explains in detail.

Xero isn't on Housecall Pro's integrations page, so a Xero user moves data with exports, Zapier (Essentials and above) or the API (Max). Either way, neither system on its own shows profit per job after overhead and marketing.

What reports do owners want that are missing?

• True profit per job. Housecall Pro's gross profit covers labor, materials, commissions and miscellaneous costs you enter on the job. It doesn't include overhead, vehicle costs, insurance or the office. So a job can show a healthy margin in Housecall Pro and still lose money once those are counted.
• Cost per lead and marketing return. Lead source is a filter and a grouping, so you can see revenue by source. But your ad spend lives in Google, Facebook or your call tracker, not Housecall Pro, so cost per lead and return per channel can't be calculated inside it. Lead conversion reports also need the Pipeline add-on.
• A full technician scorecard. The Tech Leaderboard covers revenue, jobs, average ticket, conversion and rating. Callback rate, margin per tech and pay as a percentage of revenue need payroll and job cost data joined together.
• Cash position. The aging report shows what customers owe you. It can't show your bank balance, upcoming payroll or bills, so it can't tell you whether next Friday is covered.
• One page for the owner, delivered. Dashboards help, but you still have to log in and look. I couldn't find a scheduled report email in Housecall Pro's help center, so ask support whether your plan has one. Most owners want six numbers in their inbox on Monday morning.

My KPI dashboard guide covers which numbers are actually worth putting on that page.

How do you get the missing reports?

1. Use what's there first. Switch on job costing, enter costs on jobs, set up a dashboard and save the reports you check every week. Ask Analyst AI for anything one-off.
2. Get the Housecall Pro data out. On any plan, scheduled CSV exports. On Max, the API and webhooks keep it current automatically. My Housecall Pro API guide explains what it can read.
3. Add the numbers Housecall Pro doesn't hold: ad spend, overhead, fuel, payroll and bank balances, from wherever they already live.
4. Join them in one place that updates itself and sends the owner a short summary each week.

Steps one and two often solve it on their own. Steps three and four are where it becomes a small build. For a wider comparison of what other tools show, see field service reporting software.

How I'd approach this

I'd start by asking which three or four numbers you'd want on a Monday morning, then check each against what Housecall Pro already shows. In my experience, at least one of them is already there, hidden behind a filter, an action date or job costing that was never switched on, and that costs nothing to fix. For the rest, usually true profit per job, cost per lead or a cash view, I build a small reporting layer that reads Housecall Pro's data through exports or the API, joins it with your accounting, payroll and ad spend, and sends you the summary instead of making you go find it. Your crew keeps using Housecall Pro exactly as they do today, and you own the dashboard outright. If the gap turns out to be something a plan upgrade or the Pipeline add-on already solves, I'll tell you that instead.