Guide for shops on Housecall Pro and QuickBooks Online
Why your Housecall Pro payouts don’t match your bank deposits
How Housecall Pro pays you, how the sync books it in QuickBooks Online, the five usual reasons the numbers drift apart, and a short monthly check that keeps them matched. Every Housecall Pro rule here links to Housecall Pro’s own help pages.
By Nischal, CA, the senior accountant at Books and Trucks, which does monthly bookkeeping for US trade companies on Housecall Pro and QuickBooks Online from $599 a month. Checked against Housecall Pro Help on October 31, 2026.
Start here
How Housecall Pro pays you
When a customer pays by card through Housecall Pro, the money does not go straight to your bank. Housecall Pro groups the payments, takes off its processing fees, and pays the rest out as one deposit. A card payout reaches your bank in 2 business days, so one bank deposit usually covers several jobs, arrives a couple of days after they were paid, and is smaller than their total. That is why a deposit almost never matches a single invoice. It should match a payout in Housecall Pro’s My Money page to the cent.
- Card payment, job 1
- $500.00
- Card payment, job 2
- $1,200.00
- Card payment, job 3
- $300.00
- Processing fees at 2.59%
- −$51.80
- Deposit in your bank
- $1,948.20
As of October 2026, Housecall Pro lists these fees and payout times:
| How the customer pays | Fee | Reaches your bank |
|---|---|---|
| Card swiped, tapped or chipped (reader or Tap to Pay) | 2.59% | 2 business days |
| Card entered online by the customer from an invoice | 2.99% | 2 business days |
| Card keyed in by staff, scanned or saved on file | 3.49% | 2 business days |
| American Express, and commercial or business cards (any method) | 3.49% | 2 business days |
| ACH bank transfer | 1% | 1 to 2 business days |
| Instapay (instant payout) | Extra 1% | Within 30 minutes |
Source: Housecall Pro Help, Payment processing options
To see what these rates come to for your own month, try our free Housecall Pro fee and payout calculator.
Your very first payout can take up to 7 business days, and some ACH payments take up to 7 while they are reviewed. Housecall Pro’s reconciliation article gives 2 to 5 business days for card money to be deposited and recorded in QuickBooks.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
In QuickBooks Online
How the Housecall Pro sync books payments, payouts and fees
Card payments, card tips, Instapay payments and mobile check deposits are sent to QuickBooks Online when a job is marked finished or paid, and wait in Undeposited Funds, QuickBooks’ holding account for money received but not yet in the bank. When the payout reaches your bank, Housecall Pro creates one deposit in QuickBooks that groups those payments, takes the processing fees off to an account called Housecall Pro Payment Processing Fees, and moves the rest to your checking account. Your job in QuickBooks is to match that deposit to the bank line. Cash, check and other payments are not deposited for you.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
Where a card payment goes before it reaches your bank
- Step 1
Customer pays by card
The payment, and any card tip, is taken in Housecall Pro against the job's invoice.
- Step 2
Held in Undeposited Funds
The sync puts the payment in QuickBooks' holding account until the payout.
- Step 3
Payout, fee taken off
Housecall Pro groups the payments, books its processing fee and creates one deposit for the rest.
- Step 4
Net deposit in the bank
The bank shows the net amount. We match it to the deposit to the cent, every payout.
Housecall Pro creates several accounts of its own. Some appear only when you turn on a setting. A balance that keeps growing in Undeposited Funds is usually the first sign that something is off.
Undeposited Funds
Holds: Card payments, card tips, Instapay payments and mobile check deposits, grouped, until the payout reaches the bank. Also cash, check and other payments, and refund receipts.
At month end: Only payments whose payout is still on the way, plus cash and checks not yet taken to the bank.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
Housecall Pro Payment Processing Fees
Holds: The card processing fees taken off each payout. Housecall Pro creates this account and books it as a cost of goods sold account.
At month end: Should equal the fees shown on your payouts in Housecall Pro for the month.
Source: Housecall Pro Help, QuickBooks Online and Expense Cards
Housecall Pro Tips
Holds: Tips customers added to card payments, booked as income.
At month end: Should line up with the tips paid out to your team through payroll.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
Customer Deposits (via Housecall Pro)
Holds: Only if you turn on the newer setting that treats deposits as a liability: money taken before the job is done.
At month end: Equals the deposits held for jobs not finished yet.
Source: Housecall Pro Help, QuickBooks Online: Control how deposits are sent
Payment Processing Fee collected
Holds: Card surcharges your customers paid, if surcharging is on. It sits under the processing fee account, so fees charged and fees collected show side by side.
At month end: Compare it with the fees, so you can see what surcharging actually recovers.
Source: Housecall Pro Help, QuickBooks Online: How surcharges are sent
Housecall Pro Balance Account
Holds: Only if Expense Cards are funded from customer payments: the share of each payout kept back for the cards.
At month end: Rolls forward with card spending. Card purchases need categories and receipts.
Source: Housecall Pro Help, QuickBooks Online and Expense Cards
Why they drift apart
Five common reasons payouts and deposits don’t match
Most mismatches between Housecall Pro payouts and QuickBooks deposits come from five causes. The bank line was added as income instead of matched to the deposit Housecall Pro created. The bank account picked in Housecall Pro’s QuickBooks settings is wrong or was deleted. Cash, checks, refunds or local payments were never deposited. Instapay, ACH or Expense Card funding changed the deposit. Or a sync alert is holding an invoice, and its payment, back. Fixing the cause once, in the right system, stops the same gap coming back next month.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
- 1
The bank line was added as income instead of matched
Housecall Pro already creates the deposit in QuickBooks for every card payout. If someone adds the bank feed line as new income, or builds their own deposit from the payments in Undeposited Funds, the same money is counted twice and Undeposited Funds keeps growing.
The fix: In the bank feed, match each card payout to the deposit Housecall Pro created. Housecall Pro tells you not to move card payments out of Undeposited Funds or reconcile them by hand.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
- 2
The QuickBooks bank account in Housecall Pro is wrong or was deleted
Housecall Pro deposits payouts into the bank account picked on its QuickBooks Banking page, and that account has to match the bank in your payout settings. If it points at another account, or the account was deleted in QuickBooks, deposits land in the wrong place or the sync shows an Invalid Item Ref alert.
The fix: Check the Banking page in Housecall Pro's QuickBooks settings against the bank account on the My Money page. If the account was deleted in QuickBooks, make it active again, then tell Housecall Pro chat support which checking account is right.
Source: Housecall Pro Help, QuickBooks Online Settings in Housecall Pro
- 3
Cash, checks, refunds and local payments were never deposited
Only card payments, card tips, Instapay and mobile check deposits are deposited for you. Cash, check and other payments sit in Undeposited Funds until someone records the bank deposit. A refund creates a refund receipt that also waits there. And a payment marked as local in Housecall Pro does not reach QuickBooks at all.
The fix: When you bank cash and checks, record a bank deposit in QuickBooks from those payments. Add each refund receipt to a deposit. Enter local payments in QuickBooks yourself, or record them in Housecall Pro the normal way so they sync.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
Source: Housecall Pro Help, QuickBooks Online: Managing Payments
- 4
Instapay, ACH and Expense Card funding change the deposit
An Instapay payout arrives within 30 minutes with an extra 1% fee. ACH payments usually pay out in 1 to 2 business days, but some take up to 7 while they are reviewed. If Expense Cards are funded from customer payments, part of each payout goes to the Housecall Pro Balance Account, so the bank deposit is smaller than payments minus fees.
The fix: Match these payouts one by one against My Money, not against the usual pattern. For Expense Card funding, check that the payout splits into fees, the Balance Account and the bank.
Source: Housecall Pro Help, Payment processing options
Source: Housecall Pro Help, ACH payments FAQ
Source: Housecall Pro Help, QuickBooks Online and Expense Cards
- 5
A sync alert is holding the invoice back
A payment can only reach QuickBooks once its invoice has. An invoice stops on an alert when a tax rate name is not typed exactly the same in both systems, when a customer's display name clashes with another record, or when the QuickBooks period is closed. Until it is cleared, that money is missing from the deposit Housecall Pro builds.
The fix: Clear the alerts on the Sync Alerts page first, then check the payout again. Our sync guide explains each of the nine alerts.
Seeing a specific alert, such as Display Name Conflict or Tax Rate Unavailable? Our guide to the Housecall Pro to QuickBooks Online sync explains what syncs and the fix for each of the nine alerts. Not sure whether your labor and materials should carry sales tax at all? Our contractor sales tax guide gives the rule for every state.
Three newer cases
Customer deposits, card surcharges and financing
Three things change the books in ways a payout match will not catch. Deposits taken before a job are booked as income by default, so a month can show sales for work not yet done. Card surcharges post against the processing fee account, not as sales. And Wisetack financing pays out separately from your card payouts. Each needs its own check at month end.
Deposits. Housecall Pro now lets you choose, in its QuickBooks syncing settings, whether deposits are recorded as income or treated as a liability. As a liability, a deposit goes to Customer Deposits (via Housecall Pro) and comes off the final invoice as a negative line, with sales tax recorded on the final invoice. Housecall Pro is rolling this out gradually, and it does not work with progressive invoicing.
Source: Housecall Pro Help, QuickBooks Online: Control how deposits are sent
Surcharges. When a customer pays a card surcharge, the sync adds a Credit Card Surcharge line once the invoice is paid, posted to Payment Processing Fee collected under the processing fee account. As of October 2026 Housecall Pro caps surcharges at 3%, applies them to credit cards only, does not offer them in Connecticut, Maine, Massachusetts or New York, and charges you 0.50% on each surcharged payment. Its FAQ says a surcharge is usually taxable when the job is taxable.
Source: Housecall Pro Help, QuickBooks Online: How surcharges are sent
Source: Housecall Pro Help, Credit card surcharging FAQ
Financing. Housecall Pro says Wisetack pays in 2 business days, once the customer confirms the work is complete, into the bank account given in the Wisetack application. Those payouts show on the Financing tab in My Money, not with your card payouts, so match each one to its job separately. Housecall Pro does not describe how financing reaches QuickBooks, so check how your file records it.
Every month
A monthly checklist to keep Housecall Pro and the bank matched
A short check once a month keeps Housecall Pro, QuickBooks Online and the bank in step. Clear the sync alerts first, then tie every payout in My Money to a bank deposit to the cent. Look at Undeposited Funds, compare fees and tips with Housecall Pro and payroll, and check deposits, refunds, financing, sales tax and what customers owe.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
- 1The Sync Alerts page is emptyFix each alert at its cause. Dismissing one cannot be undone, and editing the job brings it back.
- 2Every payout matches a bank deposit, to the centThe payout in My Money, the deposit in QuickBooks and the line on the bank statement should be the same amount. Match the bank line, never add it.
- 3Undeposited Funds holds only what is still on the wayCard payments whose payout has not arrived, and cash or checks not yet banked. Nothing older than one payout cycle.
- 4Fees agreeHousecall Pro Payment Processing Fees for the month equals the fees on your payouts in My Money. Decide once whether fees stay in cost of goods sold or move to operating expenses.
- 5Tips agree with payrollHousecall Pro Tips income lines up with the tips paid out to your team.
- 6Deposits are where they should beWith deposits recorded as income, list deposits on jobs not finished yet. With the liability setting, the Customer Deposits balance equals those deposits.
- 7Refunds and local payments are inEvery refund receipt is part of a deposit, and every payment marked local in Housecall Pro is also in QuickBooks.
- 8Financing payouts are matchedEach Wisetack payout on the Financing tab is matched to its job and to the bank account named in the Wisetack application.
- 9Surcharges and sales tax agreeTax on Housecall Pro invoices equals sales tax owed in QuickBooks, and tax rate names are identical in both. Review surcharges collected against fees.
- 10What customers owe agreesUnpaid invoices in Housecall Pro match the QuickBooks receivables report.
Built from the Housecall Pro help articles linked on this page. Housecall Pro publishes no official bookkeeper checklist, and its menus change from time to time, so follow the help article if a path differs in your account.
If you would rather not
We match every Housecall Pro payout to the bank each month
Tying payouts to deposits, booking fees, tips, deposits and refunds, clearing sync alerts and closing the month in QuickBooks Online are part of Books for Housecall Pro, from $599 a month, or $995 with job costing, payroll and bill pay, for HVAC, plumbing and electrical shops. It starts with a free look at your books.
Booked calls: weekdays, 9am to 5pm Eastern. By phone, or 30 minutes on Teams.
Questions
Housecall Pro payout questions
How long does a Housecall Pro payout take?
As of October 2026, Housecall Pro lists 2 business days for card payments and 1 to 2 business days for ACH, with some ACH payments taking up to 7. Your first payout can take up to 7 business days. Instapay pays out within 30 minutes for an extra 1%.
Why is my deposit smaller than the invoices my customers paid?
Housecall Pro takes its processing fees off before it pays out, and one payout usually covers several payments. As of October 2026 the fees are 2.59% for a card taken in person, 2.99% for a card paid online from an invoice, 3.49% for a card keyed in or saved on file and for Amex or business cards, and 1% for ACH.
Should I match Housecall Pro deposits in the QuickBooks bank feed?
Yes, match them. Housecall Pro creates the deposit in QuickBooks for card payouts, so the bank line should be matched to that deposit. Adding it as new income counts the money twice.
Source: Housecall Pro Help, QuickBooks Online: Reconciling Payments (January 21, 2026)
Where do Housecall Pro processing fees go in QuickBooks Online?
To an account Housecall Pro creates called Housecall Pro Payment Processing Fees, which it sets up as a cost of goods sold account. Some owners prefer card fees in operating expenses; that is a choice to make once with your accountant.
Source: Housecall Pro Help, QuickBooks Online and Expense Cards
How are customer deposits booked?
By default as income when they are paid. A newer setting, rolling out gradually, books them to a liability account called Customer Deposits (via Housecall Pro) until the final invoice. It does not work with progressive invoicing.
Source: Housecall Pro Help, QuickBooks Online: Control how deposits are sent
How do card surcharges show up?
The sync adds a Credit Card Surcharge item that posts to Payment Processing Fee collected, under the processing fee account. As of October 2026, Housecall Pro caps surcharges at 3%, allows them on credit cards only, does not offer them in Connecticut, Maine, Massachusetts or New York, and charges you 0.50% on each surcharged payment.
Does Wisetack financing come through the same payout?
No. Housecall Pro says Wisetack pays in 2 business days into the bank account given in the Wisetack application, and those payouts show on the Financing tab in My Money. Match them to the job separately.
Can you check this for us every month?
Yes. Matching every Housecall Pro payout to the bank, booking fees, tips, deposits and refunds, and clearing the sync alerts are part of Books for Housecall Pro, from $599 a month. It starts with a free look at your books.
Housecall Pro is a trademark of its owner, Codefied Inc. QuickBooks is a trademark of Intuit Inc. Books and Trucks is an independent firm and is not part of, or affiliated with, Housecall Pro or Intuit.