AI Receptionist Integration with ServiceTitan, Jobber & Housecall Pro

The honest answer first

What works today, what is coming, what we will not pretend

The honest answer to "how does AI integrate with ServiceTitan, Jobber, or Housecall Pro?" is that in 2026 most AI receptionists, including OnCrew, run through an assisted-setup bridge: a Zapier or webhook flow plus a daily CSV refresh, with Google Calendar as the live booking surface. Our two integrations that are live native in production today are Retell (voice engine) and Google Calendar (scheduling). ServiceTitan, Housecall Pro, Jobber, and QuickBooks are all assisted-setup today with native API integrations targeted for Q3 2026.

Other vendors will sell you a different story. Some claim native integrations they have not shipped. Some bury the Zapier dependency in the fine print. We are not going to do that. Your CRM is your source of truth, your customer data is yours, and the only way we earn your business is by telling you exactly what works on day one, what we will configure together, and what we are still building.

Integration status today

OnCrew integration status by platform (May 2026)

Three states, plainly labeled. If a platform is not in this table, assume we do not support it yet and ask us. We will tell you the truth on the first call.

The trade pages dig into how each integration plays inside a specific trade workflow: see HVAC AI answering, plumbing AI answering, electrical AI answering, and roofing AI answering for the trade-by-trade view.

ServiceTitan today

ServiceTitan + OnCrew today: the assisted-setup walkthrough

ServiceTitan is the dominant CRM for HVAC and plumbing shops with three or more trucks. Their API is enterprise-grade but locked behind a higher tier. For the typical OnCrew customer (one to ten trucks running ServiceTitan), the assisted-setup bridge below is faster to stand up, easier to maintain through onboarding, and the right architecture until our native integration lands in Q3 2026.

Here is the actual end-to-end walkthrough we run on the onboarding call. None of this is theoretical.

1. Step 1

   Export your active customer list to CSV

   From ServiceTitan Settings > Customer > Export, pull a CSV of your active customer list (name, address, phone, last service date, equipment notes). This becomes the lookup index OnCrew uses when a returning caller dials in, so the AI can greet them by name and reference their last visit.

2. Step 2

   Connect Google Calendar as the live booking surface

   If you do not already run a shared Google Calendar for dispatch, create one (something like 'ACME-Dispatch'). Share it with every dispatcher and field tech. OnCrew writes every new appointment here in real time. Your dispatcher works the calendar exactly the same way they always have.

3. Step 3

   Set up the Zapier or webhook bridge to ServiceTitan

   On the onboarding call, our setup engineer configures a Zapier (or direct webhook to your ServiceTitan tenant) that fires the moment a call completes. New bookings drop into ServiceTitan as Jobs with full caller transcript attached as a note. Standard service calls route to the right business unit. Emergencies tag for priority dispatch.

4. Step 4

   Test with a real call, then a dispatcher-side check

   We place a live test call to your forwarded line, walk through a booking, and confirm three things together: the appointment appears on your Google Calendar within seconds, the matching job appears in ServiceTitan within the Zapier window (usually under 2 minutes), and your dispatcher can drill into the call transcript from either surface.

5. Step 5

   Daily customer-list refresh rhythm

   Until the native ServiceTitan API lands in Q3 2026, your customer list refreshes via a daily scheduled CSV pull. Most shops accept this because new-customer growth is measured in the dozens per week, not the thousands per day. We automate the pull so you do not have to think about it.

Total elapsed setup time for a documented shop: 30 to 60 minutes. For HVAC shops specifically, pair this guide with the long-form HVAC AI answering service page for the trade-fit context.

Housecall Pro today

Housecall Pro + OnCrew today: the assisted-setup walkthrough

Housecall Pro is the dominant CRM for owner-operators and small crews across plumbing, HVAC, electrical, garage door, and appliance repair. The platform has a clean public API and a strong Zapier connector, which makes the assisted-setup integration the smoothest of the three CRMs today.

Here is the actual integration setup we walk through together.

1. Step 1

   Grant OnCrew read-only access to your HCP account during setup

   Housecall Pro has a clean API. During the onboarding call we configure a read-only access token so OnCrew can pull your customer list and your services catalog without you exporting anything by hand. This is the cleanest of the three CRM integrations on the assisted-setup side.

2. Step 2

   Wire bookings into HCP via Zapier (or direct webhook)

   New bookings push from OnCrew into HCP as Customer + Job + Note records via Zapier (or a direct webhook if you prefer to bring your own integrator). Your dispatcher sees the new job in the HCP calendar within roughly 60 to 120 seconds of the call ending.

3. Step 3

   Mirror HCP calendar to Google Calendar for native real-time UX

   Housecall Pro has a built-in Google Calendar sync. Turn it on. That gives OnCrew a real-time read of tech availability through GCal (which is our live native integration). You get the speed of native plus the workflow of HCP.

4. Step 4

   Test against your live HCP dispatch board

   We run a live test call together. You watch the HCP dispatch board. The job appears, the customer record links correctly, and the transcript is on the job note. If anything is off (wrong service line, wrong territory), we adjust the script and retest before going live.

5. Step 5

   Roll forward to native API integration in Q3 2026

   Once OnCrew's native Housecall Pro integration ships in Q3 2026, your shop migrates with zero workflow change. The Zapier bridge is removed, customer + job sync moves to direct API, latency drops from minutes to seconds, and the assisted-setup CSV step retires.

For plumbing shops on HCP, pair this with the plumbing AI answering service page for trade-specific context. For electrical contractors, the electrical AI answering service page covers panel-emergency triage and the on-call rotation pattern.

Jobber today

Jobber + OnCrew today: the assisted-setup walkthrough

Jobber is the favorite of small home-service crews who run a Request to Quote to Job to Invoice pipeline. The platform has a public GraphQL API and a Zapier app, which we use during assisted setup. The architectural choice here is to wire bookings into Jobber as Requests, not as Jobs, so your existing approval and quote flow stays intact.

Here is the integration setup, in the order we actually run it.

1. Step 1

   Confirm your Jobber subscription tier supports API access

   Jobber's API and Zapier integration are available across most paid tiers. Free trial accounts have limits worth checking up front. We walk through this on the onboarding call so you do not run into Zapier-side restrictions mid-setup.

2. Step 2

   Connect Jobber to Zapier with your owner-level account

   Use your owner login when connecting Jobber to Zapier. This avoids permission errors when OnCrew creates new Requests, Clients, or Quotes. We do not need write access to invoices for this assisted setup, only Requests and Clients.

3. Step 3

   Wire new OnCrew bookings to Jobber as Requests

   Every booked appointment writes to Jobber as a new Request with the customer record, the address, the service type, the urgency tag, and the call transcript pasted into the Note field. From there your dispatcher runs the exact Request to Quote to Job to Invoice workflow they already run today.

4. Step 4

   Mirror your Jobber calendar through GCal

   Jobber has Google Calendar sync built in. Turn it on for the dispatch users. OnCrew reads availability through GCal (native) and writes bookings through the Zapier bridge to Jobber. The result is a dispatch board your team already knows, with calls answered 24/7.

5. Step 5

   Verify with two live calls (standard + emergency)

   We test two scenarios together: a routine quote-request style call and an after-hours emergency. Both should appear in Jobber within the Zapier window, with the emergency carrying its priority tag and your on-call tech receiving the dispatch SMS immediately. If either path fails, we fix it before you go live.

For roofing crews running Jobber, the roofing AI answering service page covers storm-season call surges and the estimate-to-replacement funnel that drives the highest ROI in the trade.

QuickBooks today

QuickBooks + OnCrew today: invoice and customer sync via export

QuickBooks Online is the dominant accounting system for contractor shops. The right architecture for an AI receptionist is almost always to let your CRM (ServiceTitan, HCP, or Jobber) be the source of truth and let that CRM push invoices to QuickBooks the way it already does. OnCrew should not add a second path into QuickBooks when one already exists.

For shops with no CRM in between (smaller handymen, painters, solo crews), the assisted-setup integration directly into QuickBooks looks like this.

1. Step 1

   Decide where customers are born

   If you already run ServiceTitan, Housecall Pro, or Jobber, that CRM is your source of truth and it already pushes invoices to QuickBooks. The right answer for an AI receptionist is to NOT add a second sync path into QuickBooks. We confirm this on the onboarding call.

2. Step 2

   If QuickBooks is your only system, sync customers via export

   Shops with no CRM in between (smaller handymen, painters, solo trade contractors) can export their QuickBooks customer list to CSV (Customers > Reports > Customer Contact List > Export). OnCrew uses it as the returning-caller lookup index, the same way we use ServiceTitan exports.

3. Step 3

   Push paid-deposit confirmation back into QuickBooks (optional)

   For shops that take card deposits over the AI line, we can wire a Stripe-to-QuickBooks Zap that creates the customer in QuickBooks and books a Sales Receipt for the deposit. Most contractors do not take deposits at the AI-call stage and skip this step. It is optional.

4. Step 4

   Plan for native API in Q3 2026

   QuickBooks Online has an excellent API and Q3 2026 native OnCrew integration will eliminate the CSV step for shops that run QuickBooks as their primary system. ServiceTitan/HCP/Jobber users will still let the CRM do the QB push, because that is the cleaner architecture.

The bottom line for QuickBooks: keep the architecture clean. One source of truth, one push path into accounting. We will help you map it correctly on the onboarding call.

Native is the right destination. Assisted setup is the right path to get there safely. The Q3 2026 target is calibrated against customer-side stability, not marketing momentum.

Full plan details on the pricing page. Worked ROI examples on the missed-call ROI cornerstone.

CRM integration FAQ

Honest answers to the integration questions contractors ask before committing to an AI receptionist.

Browse every guide on the contractor resources hub.