What to Expect When You Go Live

Before a new location goes live in ServiceMinder, there are a few cleanup steps that must be completed to ensure everything functions correctly from day one. These items are simple but unavoidable, and every new location coming over from HCP will encounter them. The good news is that once you address them, you’re set.

Rescheduling Evaluations Brought Over From HCP

When scheduled estimates transfer from HCP into ServiceMinder, they do not come over as scheduled evaluations. Instead, they appear as open estimates. This behavior is standard for every new location and isn’t an error or data issue. It simply reflects how HCP passes information into the system.

Because of this, you will need to manually reschedule any upcoming evaluations that were originally on the calendar in HCP. This ensures your schedule is accurate and prevents confusion during your first weeks live.

What you’ll do: Rescheduling Evaluations After Migration from Housecall Pro to ServiceMinder

• Verify the date/time of the estimates

• Copy the notes

• Reschedule them in ServiceMinder

Click Here to Watch a Quick Video Overviewing the Process

Verifying No Inactive Parts Are on Work Orders

Before going live, it’s important to ensure that none of your work orders contain inactive parts. If any inactive items remain, they will cause issues during job creation and billing. Fortunately, this is a one-time cleanup: once it’s done, it's not something you’ll need to monitor continuously.

You will receive an active guide showing exactly how inactive parts appear, how to identify them, and what needs to be updated or replaced.

What you’ll do:

1. Open the appointment that contains inactive or custom parts.
2. Click Edit, then Save to force SM to highlight inactive parts (they will appear in red).
3. For each inactive/custom part:
   1. Copy the custom description from the inactive part.
   2. Search the price book for the correct active part
   3. Select the correct active part.
   4. Paste the copied description into the description field of the active part.
   5. Confirm that the active part matches the intended service.
4. Remove any pricing embedded in the updated part:
   1. Ensure the new part’s price field is zeroed out.
5. Repeat for all inactive/custom parts until none remain.
6. Click Save once all parts are fully replaced and valid.

Click Here to Watch a Quick Video Overviewing the Process

Recording Deposits on Scheduled Jobs that were Imported

Jobs that get imported do not come with their deposits.  These need to be manually added to the scheduled job.  If you already have an invoice for the deposit in HCP, you can add a discount line to the appointment for the value of the deposit.  When you complete that appointment, you will get an invoice for the value of what was on the appointment. 

If you don't have an invoice for the deposit in HCP, you can add a deposit against the appointment in SM, and when that appointment is completed, the deposit is applied as a payment against the invoice. 

Adding a Deposit to an imported Job

Clean Up Accepted Proposals

Some proposals from HCP may appear as “Accepted” even though they aren’t truly accepted or are waiting to be scheduled. In some cases, the job was completed but not properly closed in HCP, or the customer canceled the job, yet it still shows as accepted.

• If you completed the job but it still appears under Accepted Proposals:
  Open the proposal and click Complete at the top. This will remove it from the Accepted Proposals list and mark it as completed.

  

• If the proposal was never completed:
  Clear the acceptance by following the guide below, then decline the proposal.
  Clear the Acceptance on a Proposal

  Decline the proposal:

  

Photos and Documents from House Call Pro

Photos and documents do not get automatically attached to the customer profile in ServiceMinder during this process. We export them to a cloud folder that we will share with your team.

Below is a guide on downloading a customer's photo file and uploading it to ServiceMinder.

Downloading Photos from Export and Adding to Contact in SM

Rescheduling Jobs to Show Per Line Item Pricing

Jobs brought over from HCP do not include per-line-item pricing. The job total appears at the top, but the line items themselves have no pricing attached. Proposals, however, do come over with per-line-item pricing.

• Use the proposal as the pricing source 
• Zero out the appointment total 
• Manually apply per-line prices 
• Save

If you already display a single total and do not use line-item pricing, you can skip this completely.

CLICK TO WATCH A VIDEO GUIDE