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Overview

Probase tracks all charges and credits on each customer’s account using billing line items. Your customer’s balance is automatically calculated from these line items.

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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. Line items accumulate - All charges and credits show on the customer’s account
  3. Customer balance updates - The balance is automatically calculated
  4. Share payment link - Give customers a link to view their balance and pay online

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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

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Subscription billing

For subscription services, billing line items are created automatically on a schedule:
  • Weekly - Billed at the start of each week
  • Monthly - Billed on the same day each month (specified in the service)
  • Annual - Billed on the same day each year (specified in the service)
The system runs daily to create subscription charges based on the service’s billing schedule. Each subscription period is billed once - if a subscription has already been billed for the current period, no additional charge is created. See Per-service vs subscription billing for details on choosing the right billing method.

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View all billing line items

To see all charges and credits across your business:
  1. Go to Billing in the sidebar
  2. See all billing line items with search and filtering
  3. Search by customer name or amount
  4. Click on any line item to see full details

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Add a charge or credit manually

You can manually add charges or credits to a customer’s account:
1

Open the customer page

Go to Customers and click on the customer’s name.
2

Click Add Entry

In the Billing section, click the Add Entry button.Customer billing section
3

Choose type

Select either Charge (customer owes money) or Credit (payment, refund, or discount).Add entry modal
4

Fill in the details

  • Enter the amount
  • Add notes to explain the charge or credit
  • Optionally link to a property or service Charge form filled
5

Save

Click Save to add the line item. The customer’s balance will update immediately.Charge created
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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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 or credits. Customer page with balance