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Overview

Probase tracks all charges and credits on each customer’s account using billing line items. These line items are automatically grouped into invoices that you can send to customers so they can view and pay online.

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The billing workflow

  1. Billing line items are created — Charges are added when work is completed or on a subscription schedule
  2. A draft invoice is created automatically — New charges are grouped into a draft invoice for that customer
  3. You send the invoice — Tap Send Invoice to share a payment link with the customer
  4. Customer pays — Customers can pay online through Stripe or via cash/check (recorded manually)
  5. Invoice is marked paid — Once the full balance is covered, the invoice closes
To accept online payments, connect your Stripe account first.

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Invoice lifecycle

Every invoice goes through three stages:
  • Unsent (Draft) — Created automatically when charges are added. Not yet visible to customers. Shows in the Unsent bar on the Money page.
  • Unpaid — Sent to the customer. Visible on their payment portal. Shows as Overdue once past the payment due date.
  • Partially Paid — A payment has been applied but the full balance is not yet covered. The invoice remains open until fully paid.
  • Paid — All charges fully covered by payments or credits.
See Managing invoices for details on viewing, sending, and managing invoices.

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When billing line items are created

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Per-service billing

When you complete an appointment for a per-service customer:
  1. Crew marks the appointment as complete
  2. A billing line item (charge) is created automatically
  3. Amount is based on the service price
  4. Tax is calculated and added based on the service’s tax rate
  5. A draft invoice is created (or the charge is added to an existing draft)
Before completing a per-service appointment Completion form for a per-service appointment Appointment marked as completed Billing entry created automatically after completion

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Subscription billing

For subscription services, billing line items are created manually by you when the subscription period begins. Unlike per-service billing, subscription charges are not created automatically when appointments are completed. Before completing a subscription appointment Completion form for a subscription appointment Subscription appointment marked as completed No billing entry created for subscription appointments See Per-service vs subscription billing for details on choosing the right billing method.

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View billing history

Each customer has a dedicated Billing History page showing all their charges, credits, and payments:
  1. Go to Customers in the sidebar
  2. Click on the customer’s name
  3. Click the balance amount in the top card, or scroll down and tap the Billing History link row
The billing history page shows all line items in a timeline, grouped by date. Use the search bar, type filter, and date range picker to find specific entries. Billing history with balance

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Filtering billing history

  • Search — Search by customer, property address, or title
  • Type filter — Filter to show only Charges, Credits, or Payments
  • Date range — Filter to a specific date range with preset options

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View line item details

Click on any billing line item to open its detail panel, which shows:
  • Subtotal, tax, and total amount
  • Payment status (Paid or Unpaid for charges)
  • Payment method (for recorded payments)
  • Linked property, service, or appointment
  • Description (if provided)
  • For charges: which payments were applied and how much each covered
  • For credits: which charges the credit was applied toward

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Add a charge or credit manually

The billing history page has dedicated Add Charge and Add Credit buttons at the top of the page:
1

Open billing history

Go to Customers, click on the customer’s name, then click the balance amount to open billing history.
2

Click Add Charge or Add Credit

Use the Add Charge or Add Credit buttons at the top of the billing history page:
  • Add Charge — for amounts the customer owes (fees, service charges)
  • Add Credit — for discounts, refunds, or adjustments
3

Fill in the details

  • Enter a Title (required) — a short label like “Pool filter replacement” or “Late fee”
  • Enter the Amount
  • For charges, optionally enter a tax rate (%) or tax amount ($) — the two fields stay in sync automatically
  • Add an optional Description for additional context — descriptions appear on customer invoices so your customer can see more detail
4

Save

Click Add Charge or Add Credit to save. The customer’s balance will update immediately and a draft invoice will be created or updated automatically.
Charge amounts are negative (increase what customer owes). Credit amounts are positive (reduce what customer owes or add credit to their account).

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Payment status

Charges are automatically tracked as Paid or Unpaid:
  • Unpaid — No credits have been applied to this charge yet
  • Paid — Credits or payments have fully covered the charge amount
When you record a payment or add a credit, Probase automatically applies it to outstanding (unpaid) charges. Partial payments show the charge as Unpaid until it is fully covered. Charge showing as unpaid Charge still unpaid after partial payment Charge marked as paid after full coverage

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Understanding customer balances

Each customer has a balance that’s automatically calculated from all their billing line items:
  • Negative balance (like -$150.00) - Customer owes you money
  • Zero balance ($0.00) - Account is paid in full
  • Positive balance (like $25.00) - Customer has a credit on their account
The balance updates instantly whenever you add charges, credits, or record payments. Customer page with balance

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Money overview

The Money page (accessible from Money in the sidebar) shows all invoices across all customers in one place. It includes summary cards for Overdue, Unpaid, and Paid totals this month, plus a searchable and filterable invoice list. See Money overview for full details.