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What is customer status?

Every customer in ProBase carries an automatic status that tells you, at a glance, whether they’re still a prospect or someone you’ve actually done work for. You never set it by hand — ProBase keeps it up to date as work is created.

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The two statuses

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Lead (amber)

Someone you haven’t created any work for yet. What it means:
  • No job has ever been created for this customer
Common examples:
  • A new enquiry that came in through your contact form
  • A contact you typed in so you wouldn’t lose their number
  • A customer with a quote or an assessment on the books, but no job yet — a quote is still the “thinking about it” stage

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Active (green)

Someone you’ve created work for. What it means:
  • At least one job exists for this customer
Common examples:
  • A weekly lawn care customer on a recurring job
  • A one-off clean-up you booked last spring — the job stays on record, so the customer stays Active
  • A customer whose job you later cancelled — the work still happened (or was at least booked), so they don’t drop back to Lead
A quote or assessment on its own never makes someone Active. The moment you accept the quote and it becomes a job, they flip to Active.

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Archived

Archived isn’t really a third status — it’s what happens when you archive a customer you’ve stopped working with. Archived customers are hidden from your list by default and show a grey Archived badge in place of Lead or Active. Unarchiving restores them and ProBase works out their Lead or Active status again from scratch.

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How status is calculated

The rule is deliberately simple:
  • Any job exists → Active
  • No job exists → Lead
The job’s own state doesn’t matter. An active job, a finished job, even a cancelled one all count — once you’ve booked work for someone, they’re a customer, not a lead. ProBase recalculates the status automatically whenever a customer is created and whenever a service is created, updated, or cancelled.

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Viewing customer status

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On the customer list

Open Customers in the sidebar. Every row shows:
  • The status badge with its coloured dot (green Active, amber Lead)
  • Last Job — the date of the most recent completed visit
  • Next Job — the date of the next scheduled visit
Use the All Statuses dropdown to narrow the list. You can pick more than one option at a time, and the list updates instantly. Clear all selections to go back to the full list. The status filter dropdown on the customer list

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On the customer page

The status badge sits right beside the customer’s name at the top of their page. Active status badge beside the customer's name

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Status change examples

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Lead → Active

  1. A prospect fills in your contact form — they arrive as a Lead
  2. You send a quote; they’re still a Lead
  3. They accept, and ProBase creates the job — the badge flips to Active

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Active stays Active

  1. A customer’s recurring job is finished for the season and cancelled
  2. They stay Active, because the work is on record. Archive them if you want them off your working list.

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Using status to manage your business

  • Filter by Lead to see everyone you’ve quoted or captured but never booked — your follow-up list.
  • Filter by Active to see the book of business you’re actually servicing.
  • Sort by Last visit (see Sorting your customer list) to spot Active customers going quiet.

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Last and next visit dates

Alongside status, ProBase tracks two dates per customer:
  • Last Job — the most recent completed visit
  • Next Job — the next scheduled visit
They appear on each customer row in a short format like “Feb 4”, and they’re what the Next visit and Last visit sort options order by.

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Next steps