Adding new customers

Ways to add customers

You can add customers to ProBase in several ways:

Quick Actions (Job creation) - Create customer + property + service + appointment all at once using the floating action button. See Creating jobs.
Add customers manually - Enter customer information one at a time through the customer creation form (described below).
Import in bulk - Upload a CSV, PDF, text file, or photo and let AI extract your customer list automatically. See Importing customers.
Let customers reach out to you - Share your branded contact form so prospects can submit their own details, which arrive as new leads automatically. See Your contact form.

If you need to get a customer scheduled quickly, use the Job creation feature. If you’re switching from another app and have an existing customer list, use bulk import. For adding customers one at a time, use the manual approach below.

Add a customer manually

Open the customer creation form

You can open the customer form in several ways:

Click the Quick Actions button (the + floating button in the bottom-right), then select New Customer, OR
Click Customers in the sidebar and tap the Add customer button in the top-right of the page header, OR
If you don’t have any customers yet, an Add customer button also appears in the middle of the page above an empty state (“No customers added yet”). Tap it to open the form, OR
If your Schedule is empty and you haven’t added any customers, the Add a customer button there opens the same form. See Weekly calendar.

On a narrow phone screen the header buttons use short labels so they don’t crowd the Customers heading — Add customer reads just Add, and Import customers reads just Import. They do exactly the same thing.

While your customer list is still empty, a Tour demo card sits below the Add customer button, separated by a small or. Tap it to look around a fully-loaded sample business instead — see Tour demo from an empty screen.

The Tour demo card under the empty Customers list

Fill in customer information

Enter the customer’s basic information:

First name and Last name — enter at least one of the two. You can save a customer with just a first name, just a last name (handy for a company or a contact you only know by surname), or both. If you leave both blank, you’ll see “Enter at least a first or last name.” and the customer won’t be saved.
Phone number (optional) — capture it so you can reach customers about scheduled work and send them payment links by SMS, but it’s no longer required to save.
Email address (optional, but recommended for sending payment links)

The phone field automatically formats your entry as you type. Enter a 10-digit phone number and it will be formatted as (555) 555-5555.You can type or paste a number with the US country code in front — +1 512 555 1234, +15125551234 or 1 (512) 555-1234 — and ProBase drops the leading 1 for you, so it still reads (512) 555-1234 with all ten digits kept.

A number typed with +1 in front reads as ten digits

A number pasted with +1 in front still reads as ten digits

You can also save a customer with just a name — leave the phone and email blank and uncheck the property box to capture a quick contact or lead.

Customer saved with just a name and no phone number

Optionally set a contact preference

Under the contact fields, a Contact preference list records how this customer likes to be reached — Prefers calls or Prefers text. Tap one to select it; the row washes green and shows a check.

Prefers text selected on the customer form

The heading says optional, tap again to clear — and it means it. Tapping the row you already chose clears it back to blank, so a wrong tap is never something you have to undo elsewhere.

Leaving it blank is fine — it just means nobody has said yet. You can set or change it later from the phone row on the customer’s page, where a third choice, No preference, is also offered. See Contact preference.

Optionally add a property

The Also create a property for this customer checkbox is turned on by default, since most customers are added so you can schedule work for them — which needs a property address. Leave it checked to add the address now, or uncheck it if you only want to capture a contact for now (you can add a property later from the customer’s page).When checked, you’ll see address fields to fill in:

Address Line 1 — Start typing and address suggestions will appear. Pick one and the rest of the address fills itself in — see Address suggestions as you type.
Address Line 2 (optional) — Apartment, suite, or unit number
City, State, Postcode, Country — Filled in automatically when you select an address suggestion, or enter manually

Below the address, the same property details questions you’d find on the property page are here too, so the crew knows what they’re walking into from day one:

Locked gate — switch it on and a box appears for the gate code or how to get in
Dog on property — switch it on and a box appears for the dog’s name and temperament
Lawn size — switch it on and pick Small, Medium, or Large (only shown if your business does lawn work)

See Property details for what these look like once they’re set.

Optionally write a first note

At the bottom of the form are two note boxes, so anything worth remembering gets written down while you’re still thinking about it — not as a separate errand afterwards:

Note about this property — “Anything the crew should know”. Only shown when you’re adding a property.
Note about this customer — “Anything worth remembering”

Each one is saved as a proper note on the record it belongs to, exactly as if you’d added it later from the customer’s or property’s Notes card. See Adding notes.

Use the property note for access instructions and hazards, and the customer note for things about the person — who referred them, how they like to be billed. A locked gate, its code, and a dog each have their own field above, so those belong there rather than in a note.

Save

At the bottom of the form you have two save options:

Save Customer — saves the customer and takes you to their details page. If you added a property, the new property appears in the Properties section of that page so you can pick up where you left off.
Save and Create Another — saves the customer and immediately clears the form for the next one, without closing the window. The address checkbox stays checked so you can keep entering customers and their properties back-to-back. Use this when you have several customers to enter in one sitting.

While the customer is being saved, the form fields and buttons are locked and the button you tapped shows Saving… — so you can’t accidentally submit twice. It unlocks automatically once the save finishes. If anything’s missing (like leaving both names blank), the form re-enables with the error shown inline so you can fix it.Save Customer then takes you to the new customer’s page. On a slow connection the form can stay on screen for a moment while that page loads — extra taps in that gap are ignored, so an impatient double tap never creates the customer twice. See Saving and form issues.

What’s next?

Every time you tap Save Customer, the new customer’s page opens and ProBase asks what you’d like to do with them:

Customer added — what’s next?

From here you can:

Schedule a job — opens the job creation wizard right on top of the customer’s page, with this customer already selected, so you can book their first appointment right away. See Creating jobs.
Create a quote — starts a quote for them. See Creating quotes.
Book an assessment — books a visit to look at the work before quoting it.
Done for now — closes the prompt and leaves you on the customer’s page.

You’ll only see the options your role is allowed to use. If Save and Create Another was used instead of Save Customer, the prompt is skipped — that path clears the form for the next entry.The prompt shows up reliably even on a slow or busy connection. If you reload the customer’s page straight after saving, the prompt appears again — just tap Done for now. Opening the customer any other way (from your customer list, a search or a link) never shows it.

Viewing a customer

After creating a customer, you’ll see the customer page. At the top is a summary card showing their outstanding balance and lifetime value, their next scheduled visit, their phone number and email address, and how they pay.

See Viewing customer information for a full tour of the page. Below the top card are cards for Properties, Notes, Services, and Visits. If the customer has a single property, that property’s details appear directly under its row, and the Notes, Services, and Visits cards on the page all relate to it. For customers with several properties, those three cards live on each property’s page instead — tap the property you’re interested in. From the customer page you can also start a new job for this customer: tap the + button in the Services section header. The job creation wizard opens with the customer already filled in, so you go straight to choosing a property and configuring the service. See Creating jobs for the full flow.

The + button beside the Services section on the customer page

Job creation wizard with customer pre-filled

Edit customer information

Open the customer page

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

Click Edit

Click the Edit button on the customer details page. The edit form opens as a modal.

Update information

Make your changes to:

First name
Last name
Email address
Phone number (automatically formatted as you type)

The edit page also includes a Billing Address section. Adding a billing address will display the customer’s address on their invoices. Fill in Address Line 1, Address Line 2 (optional), City, State, ZIP Code, and Country. Start typing in the Address Line 1 field and suggestions will appear — selecting one auto-fills the city, state, ZIP code, and country automatically. See Address suggestions as you type.

Save changes

Click Save to update the customer information.

Search, sort, and filter customers

Search

Use the search bar at the top of the Customers page to find customers by name, address, or phone number. The search also matches on email and city/zip. Click on any customer in the results to view their profile. Type a name the way you’d say it. You can search by first name, last name, or the full name — typing Abe Keller finds Abe Keller just as Abe or Keller does. Extra spaces between the names don’t matter. Full-name search works the same everywhere you look a customer up by name: the customer picker when you create a job, quote, assessment, or payment, the calendar search, the HomeBase job lists, and the search boxes on Quotes and Money.

You can also search by the work itself. Type a service name — Leaf Removal, Gutter Cleaning — and ProBase finds every customer who has ever had that service, whatever its status today. Those rows carry a Matched: line naming what the term hit, so you can see why each customer is on the list.

Searching the customer list by service name

Customers who were quoted for that service but turned it down show up too, labelled Matched: Leaf Removal — quote declined. That makes the search bar a quick way to build a follow-up list: everyone who once said no to a service you’d like to sell again.

If your role doesn’t let you see customer contact details, searching won’t match on email or phone — name, address, and service searches still work as normal.

Sort the list

The Sort dropdown beside the search bar reorders the list. There are five options:

Sort	What you get	Use it to
Next visit (default)	Soonest upcoming visit first	See what’s coming up
Last visit	Longest-quiet customer first	Spot customers going quiet
A-Z	Alphabetical by first name	Look someone up by name
Z-A	Reverse alphabetical	Work back up the list
Owes most	The customer who owes you the most first	Decide who to chase for payment

Switching to Last visit flips the list so the customer you haven’t seen in the longest lands at the top — a quick way to find people worth a check-in call.

The alphabetical sorts are handy once your book gets long enough that scrolling by date isn’t the fastest way to find one person.

See who owes you

A customer who owes you money shows the amount beneath their name — for example Owes $85.00. Customers who owe nothing, or who have a credit, show no line. Pick Owes most in the Sort dropdown to bring the biggest balances to the top. Marketplace customers never show an owed line, because the marketplace collects from them, not you.

Owed amounts beneath customer names on the list

Customers with no visit date — a brand-new lead with nothing booked, for instance — always sit at the bottom of the two visit sorts rather than jumping to the top.

Filter by status

Use the All Statuses dropdown to narrow down your customer list. You can select more than one option at the same time — for example, select both Lead and Archived to see everyone you aren’t currently working for. Clear all selections to return to the full list. Available options:

Lead — Customers you’ve never created a job for: enquiries, contacts you typed in, and people with a quote or assessment but no job yet
Active — Customers with at least one job on record, whatever state that job is in
Archived — Customers you’ve archived. They’re hidden from the list until you tick this option
From an import — Customers who came in through a customer import. This option narrows whatever else you’ve ticked — tick Lead as well, for example, to see imported customers with no job yet

See Understanding customer status for details on what each status means and how it’s calculated.

Getting started

Marketplace work

Managing customers

Assessments & quotes

Scheduling work

Running your routes

Checklists

Managing your team

Billing & payments

Help & support

Ways to add customers

Add a customer manually

What’s next?

Viewing a customer

Edit customer information