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Why this matters

Probase offers two billing methods: per-service billing (bill when work is done) and subscription billing (bill on a schedule). Understanding the difference helps you choose the right approach for your business and customers.

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Per-service billing

Bill customers when work is completed. How it works:
  1. Crew completes an appointment
  2. A billing line item is created automatically
  3. Customer’s balance updates immediately
  4. Share the payment link with customers to view their balance
Best for:
  • One-time jobs (spring cleanup, mulch installation)
  • Customers who want to pay per visit
  • Variable services where work isn’t always the same
Example:
  • Customer has weekly mowing service
  • Crew completes mowing on Monday
  • Billing line item created for $40
  • Customer balance shows the new charge

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Subscription billing

Bill customers on a recurring schedule, regardless of when individual visits are completed. How it works:
  1. Set up the service with a billing interval (weekly, monthly, annual). Probase automatically uses the day you create the service as the recurring billing day.
  2. On each billing date, Probase automatically creates a billing line item for the subscription amount
  3. Work is performed separately from billing — completing appointments does not create additional charges
Best for:
  • Flat-rate monthly services
  • Customers who want predictable monthly bills
  • Seasonal contracts billed monthly
Example:
  • Customer pays $160/month for weekly mowing
  • You create the service on the 7th, so Probase automatically creates a $160 billing line item on the 7th of each month
  • Work is performed weekly throughout the month
  • Customer sees one monthly charge on their payment link

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Billing intervals for subscriptions

The recurring billing day is set automatically from the day you create the service — no extra input needed. Pick the interval that matches how the customer wants to be billed: Weekly
  • Billed on the same weekday each week — whichever weekday you created the service on
  • Good for customers who pay weekly
  • Example: Create the service on a Monday, the customer is billed every Monday after that
Monthly
  • Billed on the same day of the month each month — whichever day you created the service on
  • Most common for residential customers
  • Example: Create the service on the 7th, the customer is billed on the 7th of each month
Annual
  • Billed on the same day of the year each year — whichever day you created the service on
  • Good for seasonal contracts paid upfront
  • Example: Create the service on March 1st, the customer is billed every March 1st

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Set up per-service billing

When creating a service template:
  1. Go to Services in the sidebar (under BUSINESS)
  2. Create or edit a service template
  3. Set Billing type to Per Service
  4. Set the price
  5. Click Save
When appointments are completed for services using this template, billing line items are created automatically.

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Set up subscription billing

When creating a service template:
  1. Go to Services in the sidebar (under BUSINESS)
  2. Create or edit a service template
  3. Set Billing type to Subscription
  4. Select the Billing Interval (Weekly, Monthly, or Annual)
  5. Set the price
  6. Click Save
Subscription billing service template Billing line items for subscription services are created automatically on the recurring billing day each period. Probase uses the day you created the service as the recurring billing day. Completing appointments does not create subscription charges.

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Update pricing for a customer’s service

Each customer’s service has its own price and tax rate that can be updated independently. To update pricing for a specific service:
  1. Go to Customers
  2. Click on the customer’s name
  3. Navigate to their property
  4. Click on the service
  5. Tap the → button in the top-right of the Service details section
  6. Update the Price and Tax Rate in the Change Pricing modal
Billing type and billing interval are set when the service is created and cannot be changed afterward. If you need a different billing type, you’ll need to cancel the existing service and create a new one.

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Combining both methods

You can use both billing types for the same customer: Example:
  • Weekly mowing: Per-service billing ($40 per visit)
  • Monthly fertilization: Subscription billing ($60/month)
This gives you flexibility to match each service to the customer’s preference.

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Viewing charges

For both billing types:
  • Charges appear in the customer’s billing history
  • Customer balance updates automatically
  • Share the payment link so customers can view their balance online
See Sharing payment links for details on sharing balances with customers.