Article

How to export Housecall Pro customers, estimates and jobs

By TrustPast

Updated November 5, 2026

An HVAC or plumbing company that has run on Housecall Pro for six years has every estimate, every job and every tech’s note in one account. The estimates the homeowner turned down are there too, and the callbacks. Here is what to count before you apply, why you don’t export anything to apply, and, for after an agreement, how Housecall Pro’s own exports work and what the files hold.

Version note. Checked against Housecall Pro’s help pages on 5 November 2026. Menus change. If a step differs, Housecall Pro’s help page wins.

Count what you have; you do not export to apply

Polyshares publishes the order of things on its data handling page. “Intake asks for record counts, not files or exports.” And: “Nothing leaves your systems until Polyshares has made an offer and you have accepted it.”

Its Housecall Pro guide says the same about this tool: “The intake only needs the size, so you do not have to run an export to fill it in. You also do not need to clean or scrub an export.”

So the first job is a count, not a file. Polyshares’ guide says what to report: Housecall Pro “in records,” plus how many years the company has used it and how many seats it has. In plain terms, write down:

how many customers are in the account;
how many estimates the company has created, won, lost and still open;
how many jobs it has run since it started on Housecall Pro;
how many years that is, and how many people log in, office and field.

The export steps further down are for later. They are what you will need if Polyshares makes an offer and you accept it. Until then, the customers, estimates and jobs stay in Housecall Pro, and the techs open the same app tomorrow morning.

See your estimate

What the buyer wants from it, and what it doesn’t

Owners tend to assume a buyer wants the customer list. It doesn’t. Polyshares’ data handling page says: “Names, emails, phone numbers, account numbers, and addresses are removed or replaced by a specialist PII partner before Polyshares or any buyer sees the record. Roles, timestamps, and the work itself are kept.”

Its Housecall Pro guide adds: “Customer payment card details are not needed, and your company decides which lists and attachments are shared.”

What is left after that is the work. Polyshares’ data licensing page says: “The value is not in volume. It is in reasoning that was captured while the work happened.” And: “A support ticket that shows a problem being misdiagnosed, argued over, and finally resolved is worth more than a clean table of finished numbers.”

In a home service company, as our own reading, that looks like this:

How the work was done. The job description, the tech’s private notes, the time on the job, the materials on the line items.
How an estimate became a job. The options the homeowner was shown, the one they picked, and the job copied from it.
How a change was settled. The note that was edited three times before the crew agreed on what they’d do instead.
How a repair was diagnosed. The diagnostic visit, the estimate written on it, and the callback when the first fix didn’t hold.

Polyshares says, on the same page: “A thread where two people disagree about a quote and work it out carries judgment that cannot be manufactured.” In Housecall Pro, that thread is often a private note and its history. The cornerstone page on what data buyers actually want from a trade business goes through the whole list.

Worth two minutes to see your range? Our estimate asks five questions about the company and its records.

Where Housecall Pro shows how much you have

Polyshares’ guide opens with the plain fact: “Housecall Pro does not show a total data size.” Its method is to count the rows in three lists: Jobs, Estimates and Customers. Polyshares says to “Report the combined rows as records,” and to note in the intake which lists you included.

Housecall Pro’s list page says what each list covers. “The Jobs List displays all jobs created in your account.” And: “The Estimate List displays all estimates created in your account.” Both open from the left navigation bar, under Jobs and Estimates. Customers sits in the same bar.

Polyshares’ guide says to clear any filters on the Jobs list first, so it covers every job. Its way to count is to export the three lists and count the rows. Housecall Pro emails each file to the login that ran it, and the files go nowhere else. The count is for your notes; the files are not sent with the application.

For the years, Polyshares’ guide says to “sort the jobs file by created or scheduled date and take the oldest date.” For seats, it says to count the employees who log in, “including office staff and field technicians who use the mobile app.”

Here is the count to write down, as our own advice:

Customers: the rows in the customer file.
Estimates: the rows in the estimate file, with no filter on outcome.
Jobs: the rows in the jobs file, with no filter on status or date.
Years: the oldest created date in the jobs file.
Seats: everyone on the team list who logs in.

Who can export, and what the plan allows

Housecall Pro is specific about roles.

The Admin role. Housecall Pro’s export page says: “Only employees who are listed as Admins will have the ability to export the Customers and Jobs lists.” Its roles page lists three roles: Admin/Owner, Office Staff and Field Tech. It says Admins “have access to your full account,” and recommends “limiting this permission to only the owner(s) or main Admin.”

Estimates. The help pages we read don’t say which role exports the Estimates list. Polyshares’ guide says to export it “the same way” as the Jobs list, as an Admin. Run all three from the Admin login and the question doesn’t come up.

Office staff and field techs. Housecall Pro’s roles page says the Access reporting permission lets office staff “view or create reports.” It says field techs “can only access their accounts via the Housecall Pro mobile app and do not have access to the web portal.” The exports run in the web portal.

Plan. Polyshares’ guide says the help center “does not tie list exports to a plan, while API access is limited to the MAX plan.” It gives the plan names, as of its writing, as Basic, Essentials and MAX. Housecall Pro’s API page says: “API is available only to Pros on a MAX plan.”

Limits. Housecall Pro does not publish a row limit for list exports on the help pages we read. We found no figure, so we give none.

Where the file goes. Housecall Pro emails it. The list page says: “The email will be sent to the email address associated with the user login of the employee who is viewing the report.” Run the export from the login whose inbox you control.

The steps, in Housecall Pro’s words

These steps are for after an agreement with Polyshares says what is in scope. Each step names its source.

Only Admins can export the Customers and Jobs lists. Source: Housecall Pro, import and export jobs and customers.

Step 2: Set the columns on the Jobs list

Navigate to the Jobs tab in the left navigation bar. Click the Edit columns button, check the boxes for the data you want as columns, and select the blue Done button. Use the Filter button only for the dates the agreement covers. Source: Housecall Pro, job and estimate list reporting.

Step 3: Export the jobs

Click the Actions button on the right side of the screen and select Export. Verify the email address and click Send File in the “Export your jobs data” window. Housecall Pro says you will then receive an email “from notifications@housecallpro.com shortly after with the CSV file of your Jobs list.” Source: Housecall Pro, import and export jobs and customers.

Step 4: Export the estimates

Navigate to the Estimates tab in the left navigation bar. Set the columns with Edit columns. Click the blue Actions button, select Export, then click Send file, “and you will receive an email with the exported .csv file containing your report.” Source: Housecall Pro, job and estimate list reporting.

Step 5: Export the customers

Select Customers in the left navigation bar. Click the Actions button and select Export. Confirm the email address and click the blue Send file button. The CSV file of your customer list comes by email from notifications@housecallpro.com. Source: Housecall Pro, import and export jobs and customers.

Step 6: If the email doesn’t come

Housecall Pro says: “If you do not receive the email within an hour, check your spam folder.” If it isn’t there, reach out through the Blue Chat Bubble in your Housecall Pro account. Source: Housecall Pro, import and export jobs and customers.

Step 7: Download attachments, if they are in scope

Open a job or estimate and go to the Attachments card. Select the attachments by clicking the checkbox on each one, then click the Download icon. Source: Housecall Pro, attachments on jobs and estimates.

Step 8: Invoices, one at a time

Housecall Pro downloads an invoice from its job: open the job, click Invoice in the action bar, then the printer or download icon. Polyshares’ guide says invoices “download one at a time as PDFs from the job page.” Source: Housecall Pro, preview, download and print invoices.

On the MAX plan there is a second route. Housecall Pro’s API page says an Admin goes to My Apps, then All Apps, opens API Key Management and clicks Generate API Key, choosing Full access or Read-only. It warns that the key “is essentially giving them access to all of the data in your Housecall Pro account,” and that Housecall Pro does not give dedicated support on API requests. Polyshares’ guide says to choose Read-only. That route is for an agreement to settle, with a developer you trust, not for the application.

What the files contain

Every list export is a CSV file, sent by email. Each holds the columns you chose with Edit columns. Choose the columns before you export, not after.

Housecall Pro’s list page names the columns. On the Jobs list they run from the job number, description, type, status and tags to “Callback,” “Notes,” the created, scheduled and completed dates, the labour hours, the time on the job by employee, and the material and labour costs. On the Estimates list they include the status, “Notes,” the dates, the “Outcome,” the “Options count,” and the open, won and lost value. Both lists also carry the customer’s name, email, phone numbers and address.

The Estimates list filters by outcome, “Lost, Open, and Won,” and by status, which includes “Copied to job.” That is the estimate that became a job. Housecall Pro’s copy page says that once a customer approves an estimate, you click Copy to Job and the details carry into a new job. It also says the numbers don’t match: “estimate #50 can be invoice #2494.” So in the files, the link from estimate to job is not the number. Raise it on the call, so the agreement says how the two are matched.

What the files don’t hold matters too. Photos and documents live on each job or estimate’s Attachments card. Polyshares’ guide says: “The help center does not describe a bulk download of every photo in the account.” Housecall Pro does not publish one on the pages we read either.

Here is what that means in an HVAC company, as our own description. The estimates file is the bid history: the repair-or-replace options, which one won, and the ones that were lost. The jobs file is the work that followed, with the callbacks marked. The estimates and quotes page goes through why the lost bids count as much as the won ones. The job files page covers what a job record holds beyond the numbers.

The notes are where the reasoning sits

Housecall Pro keeps notes in three places. Its notes page names them: customer notes, job and estimate notes, and address notes. It says: “These notes are for internal use only and will not be shown to the customer.”

Two details matter for a record. First, “If an Estimate with private notes added is copied to a Job, those notes will automatically carry over to the new Job.” The note the estimator wrote at the kitchen table follows the work. Second, each note keeps its edits. Housecall Pro’s private notes page says “Note history” shows “the previous versions of that note, including who made edits and when the edits were made.” Deleted notes “will show up in the job’s activity feed.”

That is how a change gets settled in a small shop, as our own reading. The tech writes what they found. The office edits the plan after the call with the homeowner. The note history keeps both.

Diagnosis has its own report. Housecall Pro’s Estimates on Jobs report “helps you measure how well you and your team convert diagnostic jobs into won opportunities.” It is in Beta, “currently released to a limited number of Pros,” and it is a report, not a list export. If your account has it, it shows how often a diagnostic visit led to an estimate, and how often that estimate was won.

Check the export

Five checks, as our own advice:

Open the jobs file. Is the oldest created date from the year the company started on Housecall Pro?
Count the rows in all three files. Do they match the count you wrote down?
Check the columns. If Notes and Callback are missing, set them with Edit columns and send the file again.
Check the filters. Housecall Pro’s job history page says filters set on a customer’s profile “will not be carried over” to the Jobs list export, so set them on the list itself.
Check that you exported from the Admin login, and that the files went to an inbox you control.

The personal data in a Housecall Pro export

A Housecall Pro export is a customer list with a service history attached. That is the part to know before anything moves.

The customer file is the customer list. The jobs and estimates files carry the customer’s name, email, phone numbers and address on every row, if those columns are chosen. The notes carry more than anyone remembers. Housecall Pro’s own notes page suggests pinning “critical information like a gate code.” A dog’s name. A note that the homeowner works nights.

Polyshares publishes how this is handled. Its data handling page says identifying fields are removed or replaced “before Polyshares or any buyer sees the record.” It says: “If the partner reviewing the sample spots anything that reads as identifying, the record goes back for another pass before pricing continues.” It says listings “are published without the company’s name, website, people, or exact locations,” and that the company “is never contacted by a buyer.”

So the homeowner becomes a customer. The estimate stays an estimate, with its options and its outcome. You don’t scrub the file yourself. Polyshares’ Housecall Pro guide says: “Polyshares does that work, so your team does not have to scrub records first.” How the de-identification works, step by step, is on how de-identification works.

What is never included

Start with what Polyshares publishes. Its home page says the licence is “Defined material for a defined term. It does not cover what you hold on behalf of your own clients.” Its data handling page says the licence is bounded: “Defined systems, a defined term, and exclusive by default unless we agree otherwise. Nothing outside that scope is covered.” Its Housecall Pro guide says customer payment card details are not needed.

Now our own advice, which is ours and not Polyshares’:

Customer contact fields. Names, phone numbers, emails and addresses were there so the tech could find the house. They were never the thing being bought.
Payments. The paid amounts, tips and payment status in the jobs file, and any card or bank details. Leave the payment columns out unless the agreement names them.
Gate codes and access notes. Pinned customer notes and address notes often carry them. Raise them on the call so they stay out.
Employee pay. Housecall Pro can hold employee pay details, including wages. Timesheets and pay rates are not how the work was done.
Photos that identify a home or a person. A house number, a licence plate, a face.
Health reasons. A customer who got a priority visit because of a medical need. That belongs to them.
Anything a commercial client owns under contract. Their specs and drawings attached to a job may be theirs.

What is licensed is set out in Polyshares’ offer and the terms you agree, after Polyshares has read an anonymized sample. Polyshares says: “Someone on the team reads the anonymized sample before Polyshares prices the record.”

What this means for an HVAC company

Here is what an HVAC company usually keeps in Housecall Pro, as our own description and not a list from any buyer. The multi-option estimates for a system replacement, and the option the homeowner chose. The diagnostic visits on a no-heat call, with the estimate written on site. The callbacks when a part failed again. The recurring maintenance jobs and the notes from each visit. The HVAC companies page goes through the rest of an HVAC company’s record.

What this means for a plumbing, roofing or auto-repair company

A plumbing company on Housecall Pro keeps the same chain: the call, the estimate for the water heater, the job, the note about what was behind the wall; see the plumbing companies page. A roofer keeps the inspection estimate and the job notes from tear-off day; see the roofing companies page. If your company runs Jobber instead, the Jobber guide covers the same ground. If it runs ServiceTitan, see the ServiceTitan guide. A builder or remodeler on Buildertrend can use the Buildertrend guide. The books usually sit in QuickBooks; the QuickBooks guide covers that side.

Where we fit

We, TrustPast, explain the process and give you a range with our estimate. It is ours, not an offer. Polyshares pays us a referral fee. You pay us nothing. We never see your Housecall Pro account, your export, or your files. How the de-identification works, in plain words, is on how it’s safe.

Before you apply

Four things to settle first, as our own advice:

Count. Customers, estimates, jobs, years, seats. Write the numbers down.
Don’t send an export with the application. Polyshares asks for counts.
Find the older system. If the company ran on paper or another tool before Housecall Pro, those years count too. Note how many.
List what stays out. Customer contacts, payments, access notes, pay, client-owned files.

Then answer the five questions. If the range is worth your time, apply.

TrustPast

Questions and answers

Do we have to export our Housecall Pro data to apply?

No. Polyshares says intake asks for record counts, not files or exports, and that nothing leaves your systems until Polyshares has made an offer and you have accepted it. Count the customers, estimates and jobs. Polyshares’ guide counts the rows of the list exports, which arrive in your own inbox. Send no file until an agreement says what is in scope.

Why don’t I see Export under Actions?

Housecall Pro says only employees who are listed as Admins can export the Customers and Jobs lists. Ask the account owner to change your role, or to run the export from their own login.

Where does the export file go?

Housecall Pro sends it by email, as a CSV file from notifications@housecallpro.com, to the email address of the user who ran it. If it hasn’t arrived within an hour, Housecall Pro says to check spam, then reach out through the Blue Chat Bubble in your account.

Do the list exports include photos?

No. Polyshares’ Housecall Pro guide says list exports are CSV files of fields, and that photos and documents come from the Attachments card on each job or estimate. It says the help center does not describe a bulk download of every photo in the account.

Which plan do we need?

Polyshares’ guide says the Housecall Pro help center does not tie list exports to a plan, and that API access is limited to the MAX plan. Housecall Pro’s API page says the API is available only to Pros on a MAX plan, and that only Admin users can generate API keys.

Do we remove customer names before anything moves?

No. Polyshares says names, emails, phone numbers, account numbers and addresses are removed or replaced by a specialist PII partner before Polyshares or any buyer sees the record. Its Housecall Pro guide says your team does not have to scrub records first.

What does it cost us?

Nothing. Polyshares says there is no fee and no commission. Polyshares pays TrustPast a referral fee; you pay us nothing.