How to export estimates from Housecall Pro (CSV)

Getting the estimates file out

Open the Estimates dashboard report and look at the top right for the eye icon — that's the control that opens the report view. Set your filters and a date range that reaches back as far as your history goes. Then use the Excel icon at the top of the page, which offers two choices: Download CSV or Send by Email. Either works; the emailed version is more reliable for very large date ranges.

Before you export, spend a minute in the light blue bar at the top of the report. It contains a column selector — a Select columns to view panel where you tick the fields you want in the output. Columns you leave unticked are columns that won't be in your CSV, and re-running the export because you forgot the email address field is a needless second trip.

Run the customers report separately if you want a clean contact record per person rather than per estimate. The two files answer different questions: estimates tell you what the opportunity was worth, customers tell you how to reach the human.

Column names in the exported file

Housecall Pro publishes a full breakdown of the exported report, which runs to roughly fifty columns. These are the ones that matter for re-engagement work.

• Customer, First Name, Last Name — Customer is the display name; the split fields are better for personalization
• Email, Mobile Phone, Home Phone — three separate columns, and rows commonly fill only one of them
• Company — populated for commercial work, which usually deserves a different message than residential
• Created At and Date — when the record was created versus the scheduled date; for aged estimates these can diverge by months
• Address, Street, Street Line 2, City, State, Zip — the service address arrives split across columns, not as one string
• Description and Line Items — what was actually quoted, which is the raw material for a specific follow-up
• Amount, Subtotal, Labor, Materials, Discount, Tax, Due — Amount is the headline figure; Due is what's outstanding
• Customer Tags and Job Tags — whatever segmentation you already maintain, preserved in the export
• Job Status — the field that separates live work from dead work
• Notes and Employee — context for whoever picks the conversation back up

What the estimate statuses mean

Housecall Pro's status vocabulary distinguishes who acted, which is more information than most systems give you.

• Pro Saved — built and saved, never sent. The customer has never seen it
• Submitted — sent to the customer and awaiting an answer. The main reactivation pool
• Option Submitted — a multi-option estimate went out; the customer had choices and picked none
• Customer Approved / Customer Declined — the customer acted. Approved-but-unscheduled is a scheduling failure, not a sales failure
• Pro Approved / Pro Declined — you marked the outcome manually on the customer's behalf, so the label reflects your judgment rather than theirs

Expect the file to be untidy. Re-imports create duplicate customers, phone formats vary row to row, and status labels read like internal shorthand because they are. None of that is a reason to postpone; it's a reason not to do the cleanup manually.

Turning the file into a target list

Sort by Amount descending, filter to Submitted and Option Submitted, and read the top thirty rows. That list is usually the entire argument for doing reactivation at all — a handful of real jobs, priced by you, that simply stopped moving.

Then decide what's genuinely contactable. Rows with no email and no phone are out. Rows past whatever age you'd feel comfortable calling about are out. What survives is the honest number, and it's almost always smaller than the raw total and larger than owners expect.

SignalBack's free CSV audit accepts the Housecall Pro export exactly as it comes out, does that filtering, and shows the outstanding value in a few minutes. Nothing is sent and no account is required — it's a reading of your own data.