Housecall Pro pricing: plans, users & extra costs

Key takeaway: Count the logins, then the feature you need every week. Basic includes 1 user, Essentials 5 and Max 8. Max’s published extra-seat price is $35/month on monthly billing (pricing page). For most 2–5 person shops, start with Essentials.

Know what you’ll actually pay per year

Annual billing is worth it once the trial proves the fit. Every plan is cheaper billed annually: Basic $59 vs $79, Essentials $149 vs $189, Max $299 vs $329 per month. Prices exclude sales tax (pricing page).

Plan	Users included	Yearly, billed monthly	Yearly, billed annually	Monthly cost per included user (annual billing)
Basic	1	$948	$708	$59/mo
Essentials	5	$2,268	$1,788	$29.80/mo
Max	8	$3,948	$3,588	$37.38/mo

The table multiplies published monthly rates by twelve; Essentials has the lowest cost per included seat when you use most of its five logins.

The page also lists new-signup offers: $26 for the first month on Basic or Essentials, and $99/mo for three months on Max when you book a demo. Those offers were visible on October 22, 2026; budget at the standard rates above.

Budget the first hire: one login becomes two

When your first hire needs their own login, budget the published Basic → Essentials step: $79 → $189/month, a $110/month increase. On annual billing, the monthly price rises from $59 to $149, a $90/month increase. Those annual figures are monthly equivalents billed annually, not yearly totals.

Scenario	Monthly billing	Monthly price billed annually
Solo: Basic, 1 login	$79	$59
First hire: Essentials, 2 logins used / 5 included	$189	$149
Increase	$110	$90

You are buying five included logins, even when only two people use them. Essentials also adds flat-rate pricing, QuickBooks Online sync, phone GPS, routes and checklist automations. Basic already includes job costing, so that alone is not a reason to upgrade. Match the extra cost to the handoff you need: a technician following a checklist, the office syncing the books, or consistent flat-rate quotes. See the published plans and included features, rechecked October 22, 2026.

Basic does not publish a separate extra-user rate. Ask for a quote if you want Basic plus one login; use the published $189 Essentials bundle as your budget while sales prices that alternative. If the workflow already works in Jobber, its published monthly option is cheaper at two logins—use our Jobber vs Housecall Pro comparison before paying to switch.

Price a 10–15-login Max crew

Only Max prints an extra-user price: $35/month per additional user on monthly billing. Get an annual extra-seat quote; Basic and Essentials also need a quote for users beyond their included counts (pricing page).

Max logins	Monthly billing	Annual billing, monthly equivalent
8	$329	$299
9	$364	Confirm quote
10	$399	Confirm quote
12	$469	Confirm quote
15	$574	Confirm quote

Start with Max’s eight included logins at $329/month, then add $35 for each extra login. Ten is $329 + 2 × $35 = $399/month; twelve is $329 + 4 × $35 = $469/month; fifteen is $329 + 7 × $35 = $574/month. Count office and field users who need access, not everybody on payroll. These standard subscription budgets exclude tax, processing and optional add-ons; introductory offers are not included.

For annual billing above eight logins, get a complete quote using the $299/month annual base; $35 extras apply to monthly billing only.

Max’s service plans, route optimization and API may justify the bill for your shop. But Jobber’s published monthly bundle-and-seat options are cheaper across six–fifteen logins. Read the live Jobber vs Housecall Pro comparison for that headcount table and feature-tier differences rather than choosing Max just because the crew grew.

Tip: At 2 users or 6–7, compare the next published bundle with a Basic or Essentials extra-seat quote. Price both routes before choosing annual billing.

Find the feature that forces your tier

When the question is platform scope rather than an extra login, use Housecall Pro vs ServiceTitan to prepare the same operational requirements for both demos. Check where customer replies go, not just whether a reminder sends; two-way texting compared covers plan gates, messaging fees and registration.

If lead follow-up is driving the purchase, compare HighLevel with Housecall Pro before choosing the tier.

Pick the lowest plan that has your must-have feature. Upgrade only when a feature you’d use every week is on the next tier.

• Basic covers the core: online booking, scheduling and dispatch, estimates and invoicing, payments and consumer financing, price book, job costing and review management.
• Essentials adds routes (grouping and sequencing jobs), flat-rate pricing, checklist automations, photo reports, employee GPS via phone, commissions and QuickBooks Online sync.
• Max adds a sales proposal tool, recurring service plans, route optimization using real drive time and live traffic, open API access, a dedicated onboarding specialist and escalated phone support.

All of that comes from the pricing page. If your bookkeeper lives in QuickBooks Online, Basic is out. If you sell maintenance agreements, look hard at Max for recurring service plans; the Max card only offers Book Demo, so expect a sales call before you can buy it.

Every plan includes live phone and chat support, the iOS/Android app, English and Spanish, offline viewing and financing. Don’t pay up for those.

Add card fees to the real monthly cost

For a shop taking most payments by card, processing can cost more than the subscription. The page says rates are “as low as 2.59%” (pricing page). Price your shop at its agreed processing rate.

Example (illustrative): A shop taking $30,000/mo in card payments would pay $777/month if every payment qualified for 2.59%. Add Essentials at $149/month billed annually and the model totals $926/month before tax or add-ons. Your actual bill follows your payment mix and agreed rate.

The pricing page also lists a 1% fee for bank payments. Keep payment fees in their own budget line; they rise with collections, not with your login count.

Pick the optional add-ons that earn their keep

Start with the plan, then give each extra a job. GPS answers “where is the van?” CSR AI answers the call while your hands are full. Pipeline chases the estimate you would otherwise leave sitting. Buy the bottleneck you need to fix—not the whole menu.

Use the missed-call measurement worksheet to collect your own inputs for the call-coverage budget. Price the call-coverage decision with the missed-call calculator, using your own call and job inputs.

Extra	Published charge, checked Oct 23, 2026	Put it in the budget when…
Vehicle GPS	$20/vehicle/month, no contract	You want the truck’s location, not just an employee’s phone
Dashcam Video Monitoring	$49/device/month, including Vehicle GPS	You want the dual-facing HD camera package; replace the $20 GPS line rather than adding both
CSR AI	Quote; no public subscription price on the checked product/help pages	Unanswered calls and chats are costing the office opportunities
Pipeline	Quote; no public subscription price on the checked product page	Leads and estimates need a visible workflow and automated follow-ups
Campaigns / marketing	Quote; no public subscription or send-rate tariff on the checked product page	You want email, text and postcard campaigns from the account; include send costs in the quote
Sales Proposal Tool	Included in Max; quote below Max	Side-by-side options and visual proposals help sell your work
Consumer financing	No financing subscription fee; standard 3.9% of the financed amount	Customers want to pay over time; promotional 0% APR options have separate add-on charges
Extra users	Max: $35/additional login/month on monthly billing; annual extras and Basic/Essentials extras: quote	More office or field users need access than the plan includes

Sources for this section: HCP’s Vehicle GPS packages, CSR AI product page and help overview, Pipeline, Campaigns, Sales Proposal Tool, consumer financing fees and plan inclusions.

Max labels its included Sales Proposal Tool a $40/month value. That is not a published standalone checkout price for Basic or Essentials. Likewise, the AI tools listed in every plan do not price the separate CSR AI product. Keep those quotes separate from included features.

Your add-ons budget: solo, three techs or eight techs

Here is a working monthly budget for an owner who wants hardware GPS on every service van. The solo operator uses one login and one van. Each larger shop has one owner/office login plus one per tech, and one van per tech: four logins for three techs, nine for eight. These are buying examples, not required bundles.

Shop / logins	Monthly plan + extra logins	Vehicle GPS	Known recurring subtotal	Example financed volume → standard merchant fee	Known monthly spend with that volume	Add separately
Solo: 1	Basic: $79	1 × $20 = $20	$99	$0 → $0	$99	Chosen quote-priced extras
3 techs + owner/office: 4	Essentials: $189	3 × $20 = $60	$249	$5,000 → $195	$444	Chosen quote-priced extras
8 techs + owner/office: 9	Max: $329 + $35 = $364	8 × $20 = $160	$524	$10,000 → $390	$914	Chosen quote-priced extras

The known recurring bill is $99, $249 or $524/month before selected quote-priced products. The nine-login Max example includes one $35 extra seat; its Sales Proposal Tool is already in the plan. Hardware Vehicle GPS is separate from the phone-based employee map included from Essentials.

The financing column uses illustrative monthly financed work of $0, $5,000 and $10,000, multiplied by the standard 3.9% merchant fee: $0, $195 and $390. With those volumes, known spend becomes $99, $444 and $914. HCP’s financing page says no financing subscription or card-processing fee is added on top of that standard financing fee; promotional 0% APR offers cost extra. Keep ordinary card/ACH collections separate.

Standard monthly billing, no introductory discounts. Add tax, ordinary payment fees and the actual CSR AI, Pipeline or Campaigns quotes you choose. “Quote” is an open budget line, not $0. Annual extra-seat charges stay quote-only. Published plan and hardware package inputs: HCP pricing and Vehicle GPS, checked October 23, 2026.

Pick your add-ons checklist

Use this printable shortlist to mark the work you want covered, then put the matching line in your quote request. The checklist does not recalculate the table or submit anything.

• Track the vans: count vehicles × $20/month.
• Add dashcams: use $49/device/month instead of the $20 GPS package.
• Catch calls and chats: request a CSR AI quote with usage limits and overage terms.
• Follow up estimates: request Pipeline pricing and any automation charges.
• Bring customers back: price Campaigns plus email, text and postcard sends.
• Sell options visually: use the included Max tool, or quote Sales Proposal Tool on a lower plan.
• Offer financing: estimate financed dollars × 3.9%, then price any 0% APR promotions separately.
• Add logins: count owner, office and field access; apply verified monthly Max seats or request the other seat rates.

Put the final answer on one line: plan + extra seats + vehicle package + quoted products + transaction fees + tax. Start with the extras that solve this week’s problem; leave the rest unticked.

Run the 14-day trial with this checklist

Prepare the sample data before starting the trial: our paper-to-app migration plan stages customers, a price book and active jobs with explicit checks and a paper fallback.

For a receptionist demonstration, use the ten-call booking and handoff checklist.

1. List every person who needs a login and match the count to 1, 5 or 8 users.
2. Book, dispatch and invoice three real jobs from start to paid.
3. If you use QuickBooks Online, confirm the sync works with your chart of accounts (Essentials and up).
4. Have a tech run a day on the mobile app, including offline viewing and the Spanish interface if your crew uses it.
5. Ask sales for your actual card processing rate, not the “as low as” figure.
6. Ask for written extra-user pricing on Basic and Essentials.
7. Price any add-on you expect to need.
8. Only then choose monthly or annual billing.

Housecall Pro sends a reminder to add billing details before the no-card 14-day Max trial ends; if it expires, your data stays safe and adding billing information resumes the account (pricing page).

Annual billing, plan changes and cancellation

Go annual when the workflow has earned its place in the shop. Stay monthly while you are still deciding. The lower advertised annual rate is a monthly equivalent for a prepaid year, not a monthly exit option.

What the annual commitment buys—and when it renews

You pay for the agreed subscription period in advance. Cancel midway and the normal rule is no refund for unused time. Subscriptions renew automatically for the same period at the then-current rate plus applicable taxes. An annual subscription therefore renews into another annual term unless cancelled first.

Put the renewal date in your calendar. The reviewed terms and billing help do not specify an advance cancellation-notice window or promise a renewal-reminder email; arrange cancellation before renewal rather than waiting for a reminder. These are the subscription-fee rules in HCP’s terms, checked October 23, 2026.

Upgrade now; downgrade at the end of the period

HCP gives upgrades immediate feature access. Downgrades take effect at the end of the current monthly or annual billing period. Dropping a tier during a prepaid year therefore changes the next period, not the bill you have already paid. Those timing rules are in the pricing FAQ.

Use Settings → Billing → Explore Plans to select the tier and billing frequency, then review the configured plan and totals before Update plan. On monthly billing, HCP prorates an upgrade for the rest of the current cycle and charges the new full rate from the next billing date. For an annual upgrade, get Billing’s charge for the remaining term; the published help explains monthly proration, not an annual calculation. Follow the plan-change help.

Refunds: a signup offer, not an annual escape hatch

The 30-day money-back guarantee applies only when HCP offered it at signup and recorded it on the account. The help describes a refund of the baseline monthly subscription fee; setup fees, postcards, chargebacks and other extras are excluded. It is not a blanket refund of a prepaid year. Send an eligible refund request to cancellations@housecallpro.com, following the guarantee’s conditions.

How to cancel without leaving the process unfinished

1. Export first. Save the records the shop needs before starting cancellation.
2. Open the blue chat bubble → Support → Send us a message and request cancellation. HCP says Billing will contact you within 1–3 business days.
3. Have the account owner take the call. HCP says it cannot complete cancellation or pause billing until a team member speaks with the owner by phone. An unanswered callback leaves the process unfinished.
4. Email cancellations@housecallpro.com with the request as directed by the terms. Keep the correspondence and obtain the effective cancellation date and final billing confirmation.

The cancellation help documents the chat and phone steps; the terms provide the email route. Start ahead of renewal so there is room for that callback.

Take the records; finish the payments handoff

An admin can export customer and job lists through Customers or Jobs → Actions → Export, which sends a CSV by email. Archive signed estimates, photos and other attachments separately from the list exports. Use the export instructions and our HCP-to-Jobber migration checklist to organise the move.

Export before cancelling: HCP’s terms say the account will be disabled within 14 days, and HCP has no obligation to retain the data afterward. Closure can happen during that period, so finish exports first. Cancellation also leaves outstanding balances, refunds, disputes and chargebacks to settle; HCP may retain bank/card information for those obligations. Save the payment records, reconcile pending payouts with Billing and the bookkeeper, and move future collection to the system you will keep. See the account-termination and payment provisions.

Compare collection costs separately from subscription prices in our contractor payment-processing fee guide: current card and ACH rates, faster-payout charges and illustrative monthly budgets.

If QuickBooks is already your accounting system, read QuickBooks vs Housecall Pro before choosing a tier: it covers sync eligibility, invoice ownership and separate field/accounting user counts.

If you mainly need estimates and invoices, Joist vs Housecall Pro compares the smaller app with team operations, including Run scheduling and the difference between five workers and five software users.

Once you have a plan budget, use the small-crew value worksheet to consider whether the cost fits the way your shop works. That is a separate decision from which plan lists the required features.

Kit for the crew

Once the software budget fits, set up the kit your crew uses on the road. Start with our tablet and truck mount, truck and trailer GPS trackers and gifts for HVAC techs.

For the follow-up after the final balance, use our Jobber/HCP/HighLevel review-request setup, including standard review management and Premium distribution costs.