Completing checklists on a job

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Where checklists appear on a job

When a crew opens a job that has a checklist attached, the checklist appears on the appointment screen in a Checklists section. Each checklist shows a progress indicator — for example, 0/2 — so it’s clear at a glance how much is left to fill in. If a service has more than one checklist, they appear in the order you arranged them on the service (see Ordering checklists on a service). Tap a checklist to open the full-screen fill-in flow. Each question shows its label, any instruction you added when building it, and the right kind of input for its type (a number field, a dropdown, a photo picker, a signature pad, and so on).

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Answers save as you go

You don’t need to press a save button while filling out a checklist. Answers save automatically as you enter them, and the progress indicator updates in real time. Because answers are saved to the server as you go, your progress is safe even if you close the app, lose signal for a moment, or switch devices. Reopen the job later — even on a different phone — and everything you entered is still there. Once every required question is answered, the checklist shows a Complete badge on the job — optional questions can still be blank. (For a checklist with no required questions, the badge appears when every question is answered.)

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Taking photos

For a Photo upload question, tap the question to add pictures straight from your phone’s camera or photo library. Each photo you pick is uploaded and attached to the visit right away — it isn’t just a preview on your screen. Once a photo is uploaded, it appears as a thumbnail on the question and the photo question counts as answered. You can add more than one photo to the same question — tap it again to pick another picture. Each photo is uploaded one at a time and added to the question, so a single “Before photos” item can hold as many shots as the job needs.

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Viewing and removing photos

Thumbnails on a photo question are small by design, so:

• Tap a thumbnail to open the full-size photo in a new tab. Useful for checking a shot is in focus and shows what you meant before you move on — and it works the same whether you’re filling the checklist from the job screen or from the Complete Visit flow.
• Remove a photo with the small ✕ button in the corner of its thumbnail. On a computer the button appears when you hover over the picture. Tapping ✕ only removes the photo — it won’t open the full-size view.

On a desktop or laptop you can also drag an image straight onto the photo box and drop it — the drop target lights up while you drag, and the picture uploads exactly the same way as picking it from the file browser. Because photos are saved to the visit as you add them, they survive a reload or a switch to another device — reopen the job and your pictures are still attached.

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AI-assisted answers

On some accounts, checklists can be pre-filled with AI suggestions drawn from the notes already on the job (assessment notes, job notes, or completion notes). When suggestions are available:

• The checklist row on the job shows a small pill with the number of suggested answers.

• Opening the checklist shows a banner like “AI found 1 possible answer”, and each suggested field is marked with an AI suggested indicator plus Accept and Reject controls.

• Tap Accept to keep a suggested value (it’s saved just like any other answer), or Reject to clear it and enter your own. You’re always in control — nothing is committed until you accept it.

You can also use the Dictate notes to fill fields panel on the same screen: speak or type free-form notes (for example, “free chlorine 2 ppm, pH 7.4, pump making noise”) and ProBase parses them into the matching checklist fields for you to review.

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Automatic drafting when you finish a checklist

On accounts with AI assistance turned on, ProBase can go one step further: once you’ve filled in a job’s checklist and tap Continue into the completion form, it can draft your service records from the checklist answers automatically, without you having to press the AI Assist button. While it prepares that first draft, a full-screen “Analyzing your visit…” indicator covers the form so you know the work is in progress. When it finishes, the completion form is pre-filled with the drafted records and a customer-facing summary, ready for you to review and edit — exactly as if you’d tapped AI Assist yourself. This only happens on a clean slate: if you’ve already added records or run AI Assist on the visit, ProBase leaves your work untouched rather than overwriting it. See AI-powered note parsing for how to review and adjust the drafted results.

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Required questions and completing the visit

If a checklist has required questions, they must be answered before the visit can be marked complete. When you tap Complete Visit on a job that has checklists, the completion flow routes you through the checklists first: If you try to continue with a required question still blank, you’re blocked with a message telling you a required answer is missing. Fill in the required answers and tap Continue to move on to the rest of the completion form. Once you confirm, the visit is marked complete.

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Reviewing a completed visit’s checklists

Once a visit is complete, its checklists stay on the appointment page in the Checklists section, now labelled “Completed on this visit — locked and read-only.” Each one shows as a card with a lock icon, the checklist name, and a green Locked badge instead of the progress indicator. Tap the card to open a full-screen review of everything that was captured:

• Answers are grouped under the same section headings the crew saw in the field.
• Questions that were left blank read Not answered, so it’s clear what was and wasn’t filled in.
• Photo questions show the pictures themselves, as a grid of thumbnails. Tap any thumbnail to open the full-size photo in a new tab — the same way after photos work on the appointment page.
• A signature question shows the signature the customer actually drew, not just a “signed” note.

Tap Done (or the ✕ in the header) to close the review. Nothing on this screen can be edited — it’s the permanent record of the visit.

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Completing an assessment with a checklist

Checklists set to appear on Assessments (see Choosing when the checklist appears) gate the assessment visit the same way. When you tap Complete visit on an assessment that has a checklist, a Finish checklists step opens first. Fill in the required questions and tap Continue — you can’t move on while a required answer is still blank. Once the checklist is satisfied you land on the usual completion sheet, where you add any notes and choose how to finish. Tap Complete and create quote and your checklist answers travel with you — they appear on the new quote under Context from Assessment, alongside the customer’s own words, your notes, and any photos, so you can price the work without going back for them. The answers freeze to the visit just like on a regular job. See Completing an assessment visit for the rest of the workflow.

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Answers that become service records

When building a checklist, you can mark individual questions — or a whole section at once — to be added to the visit’s service records (the Include in service record toggle on each question). When you complete the visit, those answers are saved as service records automatically — for example, a “pH reading” numeric answer becomes a chemical-reading service record. This means the readings your crew captures in a checklist flow straight into the property’s service history without re-entering them. See Service records. Only questions that were actually answered become records — a blank question is skipped — and each answer produces a single record. A chemical reading shows as the reading type with the value and unit beneath it (for example pH reading, then 7.2 pH); a plain observation question shows as the answer text.

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One record per reading, even with AI Assist

On accounts with AI assistance, the same checklist answer can reach the completion form twice: once because ProBase drafts service records from your checklist for you, and once because the question is marked Include in service record. ProBase reconciles the two for you, so you never end up with the same reading recorded twice:

• If a drafted record already covers a checklist question, that question isn’t added again.
• The version you reviewed on the completion form wins. If you corrected a drafted value — the AI read 7.2 but the strip actually said 7.6 — your corrected record is the one that’s saved, and the raw checklist answer doesn’t overwrite it.
• Anything the draft didn’t cover is still committed from the checklist as usual, so nothing gets dropped.

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Rescheduling with a partially-filled checklist

If a visit is rescheduled before it’s completed, any answers already entered on its checklists carry over to the rescheduled appointment. Your crew doesn’t lose the work they’ve already done in the field.

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The customer Service Report

Checklists don’t just help your crew — they can also show the customer exactly what was done. Any question you marked with Include in customer summary when building the checklist (see Showing answers on the customer invoice) appears on the customer’s invoice as a Service Report, folded into the invoice’s Service Summary section right below the plain-language summary and any after-photos. On the customer’s invoice, that Service Summary sits in its own card at the bottom of the page — below the Balance Due card and the payment area. The Service Report lists the checklist’s sections and the answers captured on the visit — chemistry readings, completed tasks, and even a customer signature shown as Signed by customer. It gives customers a clear, professional record of the work performed on their property, right alongside the rest of the invoice summary. Which questions appear here is decided in the checklist builder, so the same items are shared consistently on every visit. For how customers view their invoices and service reports, see The customer portal.