# Customer balances Source: https://docs.probaseapp.com/billing/customer-balances View and manage customer account balances ## Understanding balances Each customer has an account balance that's automatically calculated from all their billing line items (charges, credits, and payments). * **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 The balance updates instantly whenever you add charges, credits, or record payments. ## View a customer's balance Click **Customers** in the sidebar. Find the customer in the list and click their name to open their profile. The top card on the customer profile shows the current balance. Click the balance amount to open the full billing history. Customer detail page with balance ## View billing history Each customer has a dedicated billing history page showing all their charges, credits, and payments. To access it: 1. Click on a customer's name 2. Click the balance amount shown in the top card, or scroll down and tap the **Billing History** link row The billing history shows a chronological timeline grouped by date: Billing history with balance ### Filtering and searching Use the controls at the top to narrow down the list: * **Search** — Find entries by title, service name, or property address * **Type** — Filter to show only Charges, Credits, or Payments * **Date range** — Filter to a specific time period ### Viewing entry details Click on any line item to open a detail panel showing the full breakdown including subtotal, tax, total, payment status, and related information. ## Add a charge manually When you need to charge a customer for additional work or fees: 1. Open the customer's billing history (click the balance on their profile) 2. Click the **Add Charge** button at the top of the billing history page 3. Enter a **Title** (required), the **Amount**, optional tax (enter a tax rate % or a dollar amount — they stay in sync), and an optional **Description** 4. Click **Add Charge** The customer's balance will increase (become more negative) by the charge amount. Charge created in billing history ## Add a credit manually When you want to issue a discount, refund, or adjustment: 1. Open the customer's billing history (click the balance on their profile) 2. Click the **Add Credit** button at the top of the billing history page 3. Enter a **Title** (required), the **Amount**, and an optional **Description** 4. Click **Add Credit** The customer's balance will decrease (become less negative) by the credit amount. Credit created in billing history ## Record a payment When a customer pays by cash, check, or another offline method, use **Record Payment** to add it to their account: 1. Open the customer's billing history or profile 2. Click the **Record Payment** button at the top of the billing history page 3. Select the invoice the payment applies to from the **Invoice** dropdown 4. Choose the payment method and enter the amount 5. Click **Record Payment** See [Recording payments](/billing/tracking-payments) for full details. ## Share an invoice with a customer To let customers view and pay an invoice online, send them the invoice payment link: 1. Go to **Money** in the sidebar and click on the invoice you want to send 2. Tap **Send Invoice** to open the SMS sharing modal Send invoice flyout with payment link 3. Tap **Send SMS** to open your messaging app with the link, or **Copy** to copy just the link The customer can open the link to view their invoice, see all charges and credits, and pay online. See [Sharing payment links](/billing/sending-payment-links) for more details. # How billing works Source: https://docs.probaseapp.com/billing/how-billing-works Understand billing line items, invoices, and customer balances ## Overview Probase tracks all charges and credits on each customer's account using **billing line items**. These line items are automatically grouped into **invoices** that you can send to customers so they can view and pay online. ## The billing workflow 1. **Billing line items are created** — Charges are added when work is completed or on a subscription schedule 2. **A draft invoice is created automatically** — New charges are grouped into a draft invoice for that customer 3. **You send the invoice** — Tap **Send Invoice** to share a payment link with the customer 4. **Customer pays** — Customers can pay online through Stripe or via cash/check (recorded manually) 5. **Invoice is marked paid** — Once the full balance is covered, the invoice closes To accept online payments, [connect your Stripe account](/billing/stripe-setup) first. ## Invoice lifecycle Every invoice goes through four stages: * **Not Yet Sent (Draft)** — Created automatically when charges are added. Not yet visible to customers. Shows in the Not Yet Sent bar on the Money page. * **Unpaid** — Sent to the customer. Visible on their payment portal. Shows as Overdue once past the payment due date. * **Partially Paid** — A payment has been applied but the full balance is not yet covered. The invoice remains open until fully paid. * **Paid** — All charges fully covered by payments or credits. See [Managing invoices](/billing/invoices) for details on viewing, sending, and managing invoices. ## When billing line items are created ### 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 5. A draft invoice is created (or the charge is added to an existing draft) Before completing a per-service appointment Completion form for a per-service appointment Appointment marked as completed Billing entry created automatically after completion ### Subscription billing For subscription services, billing line items are created **automatically** by Probase on each configured billing date (the day of week, month, or year you set when creating the service). Unlike per-service billing, subscription charges are not created when appointments are completed — they are created on the billing schedule regardless of whether appointments were performed. Completing a subscription appointment still records a **\$0 "Service completed" entry** in the billing history so the visit is tracked, but it does not add a charge for the base service — the recurring charge appears separately on its billing date. Note that any **additional service items** (materials or add-ons) you add to a subscription appointment *are* still charged when the appointment is completed. Before completing a subscription appointment Completion form for a subscription appointment Subscription appointment marked as completed Completing a subscription appointment records a $0 visit entry — no charge is added See [Per-service vs subscription billing](/billing/one-time-vs-subscription) for details on choosing the right billing method. ## View billing history Each customer has a dedicated **Billing History** page showing all their charges, credits, and payments: 1. Go to **Customers** in the sidebar 2. Click on the customer's name 3. Click the balance amount in the top card, or scroll down and tap the **Billing History** link row The billing history page shows all line items in a timeline, grouped by date. Use the search bar, type filter, and date range picker to find specific entries. Billing history with balance ### Filtering billing history * **Search** — Search by title, service name, or property address * **Type filter** — Filter to show only Charges, Credits, or Payments * **Date range** — Filter to a specific date range with preset options ### View line item details Click on any billing line item to open its detail panel, which shows: * Subtotal, tax, and total amount * Payment status (Paid or Unpaid for charges) * Payment method (for recorded payments) * Linked property, service, or appointment * Description (if provided) * For charges: which payments were applied and how much each covered * For credits: which charges the credit was applied toward ## Add a charge or credit manually The billing history page has dedicated **Add Charge** and **Add Credit** buttons at the top of the page: Go to **Customers**, click on the customer's name, then click the balance amount to open billing history. Use the **Add Charge** or **Add Credit** buttons at the top of the billing history page: * **Add Charge** — for amounts the customer owes (fees, service charges) * **Add Credit** — for discounts, refunds, or adjustments * Enter a **Title** (required) — a short label like "Pool filter replacement" or "Late fee" * Enter the **Amount** * For charges, optionally enter a tax rate (%) or tax amount (\$) — the two fields stay in sync automatically * Add an optional **Description** for additional context — descriptions appear on customer invoices so your customer can see more detail Click **Add Charge** or **Add Credit** to save. The customer's balance will update immediately and a draft invoice will be created or updated automatically. **Charge** amounts are negative (increase what customer owes). **Credit** amounts are positive (reduce what customer owes or add credit to their account). ## Payment status Charges are automatically tracked as **Paid** or **Unpaid**: * **Unpaid** — No credits have been applied to this charge yet * **Paid** — Credits or payments have fully covered the charge amount When you record a payment or add a credit, Probase automatically applies it to outstanding (unpaid) charges. Partial payments show the charge as **Unpaid** until it is fully covered. Charge showing as unpaid Charge still unpaid after partial payment Charge marked as paid after full coverage ## 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, credits, or record payments. Customer page with balance ## Money overview The **Money** page (accessible from **Money** in the sidebar) shows all invoices across all customers in one place. It includes summary cards for your Overdue and Unpaid totals, plus what you've been Paid this month, alongside a searchable and filterable invoice list. See [Money overview](/billing/money-overview) for full details. # Managing invoices Source: https://docs.probaseapp.com/billing/invoices View, send, and manage invoices for your customers ## What is an invoice? An invoice is a summary of charges for a customer that you can send to them so they can view and pay online. Invoices are created automatically — whenever a charge is added to a customer's account, Probase creates or updates a draft invoice for that customer. ## Invoice lifecycle Invoices move through four stages: | Status | What it means | | ------------------ | ----------------------------------------------------------------------------------------- | | **Not Yet Sent** | Created automatically, not yet sent. Customers cannot see it. | | **Unpaid** | Sent to the customer. Visible on their payment portal. May show as Overdue once past due. | | **Partially Paid** | A payment has been recorded but the full balance isn't covered yet. | | **Paid** | All charges fully covered. No further action needed. | ## View all invoices The **Money** page (click **Money** in the sidebar) lists all your invoices in one place. The invoice list shows each invoice's customer name, amount, invoice number, date, and status. Use the status filter to narrow the list: * **Not Yet Sent** — Draft invoices ready to send * **Overdue** — Sent invoices past the payment due date * **Unpaid** — Sent invoices not yet paid * **Paid** — Completed invoices Money overview page ## View an invoice Click any invoice row to open the invoice detail page. The detail page shows: * Invoice status badge (Not Yet Sent, Unpaid, Partially Paid, Overdue, or Paid) * Your business information (logo, name, address, phone, email, and website — whatever you've configured in Business Profile settings) * Customer name and billing address * Invoice number and issued/due/paid dates * All line items with titles, quantity, and amounts * Any carried-forward charges from previous unpaid invoices * Subtotal, tax, payments & credits, total, and balance due For charge line items with a quantity greater than 1, the invoice shows the quantity and unit price inline next to the item name (e.g., `(QTY:2, $25.00 each)`), with the line total shown to the right — giving customers a clear breakdown of every charge. Invoice detail page ## Send an invoice Sending an invoice transitions it from **Not Yet Sent** to **Unpaid** and makes it visible on the customer's payment portal. You'll also get the option to share the payment link via SMS. From the Money page, click on the invoice row to open the invoice detail page. Draft invoice on the billing page Tap the **Send Invoice** button. The invoice is marked as sent and an invoice number is assigned. The SMS sharing modal opens with a pre-filled message containing the customer's unique payment link. * **Send SMS** — Opens your device's messaging app with the message ready to send (shown when a phone number is on file) * **Copy Message** — Copies the full message to your clipboard (shown when no phone number is on file) * **Copy** — Copies just the link SMS compose modal with payment link Once sent, an invoice cannot be reverted to draft. You can still add credits or record payments against it. When sending from a completed appointment, you'll first see an **invoice preview** that shows the full invoice before it's sent. Review it and tap **Send to Customer** to proceed to the SMS compose step. See [Completing appointments](/routes/completing-jobs) for that flow. ## Re-share an invoice For invoices that have already been sent, use the **Send Invoice** button on the invoice detail page to re-share the payment link at any time. This is useful for following up on outstanding balances. When you tap **Send Invoice** from a completed appointment that has already been invoiced, Probase reuses the original invoice instead of creating a new one. The same invoice number stays attached to the job, and you'll skip the preview step and go straight to the SMS sharing screen — handy for following up without giving the customer a second invoice for the same visit. ## Copy a receipt link For paid invoices, a **Copy Receipt Link** button appears on the invoice detail page. Share this link with the customer so they can view their paid receipt. ## Record a payment To record a cash, check, or other offline payment against an invoice: From the Money page, click on the invoice row. Click the **Record Payment** button on the invoice detail page. The customer and invoice are pre-selected. Choose the payment method and enter the amount. Record payment flyout Tap **Record Payment**. The invoice balance updates immediately. See [Recording payments](/billing/tracking-payments) for full details including partial payments and overpayment handling. ## Invoices from the billing history page Each customer has a dedicated **Billing History** page. To get there, click on the customer's name, then tap the **Billing History** link or click the balance amount at the top. From the billing history page you can record payments, add charges and credits, and view all line items. To send an invoice to a specific customer, go to the **Money** page, find their invoice, and click **Send Invoice**. ## Customer billing address When a customer has a billing address on file, it appears on their invoices. To add or update a billing address: 1. Go to **Customers** and click on the customer's name 2. Click **Edit** 3. Scroll to the **Billing Address** section 4. Enter the address — start typing and address suggestions will appear to help you fill in city, state, and ZIP automatically 5. Click **Save** ## Carried-forward items If a customer has unpaid charges from a previous invoice period, those charges are included on the new invoice as **Prior balance** items. This gives customers a complete picture of everything they owe in one place, even if the charges originated on an earlier invoice. Carried-forward items are shown in a separate section below the current invoice's line items. ## What customers see When a customer opens their payment link, they see a list of their invoices. Clicking an invoice takes them to the payment page for that invoice, where they can view the full breakdown and pay online. See [Customer payment portal](/customers/customer-portal) for a full description of the customer experience. # Money overview Source: https://docs.probaseapp.com/billing/money-overview Track all your invoices, outstanding balances, and payments in one place ## Overview The **Money** page gives you a real-time view of all invoices across all of your customers. At a glance, you can see how much is overdue, how much is outstanding, and how much you've collected this month. From here you can view invoice details, send payment links, and record payments. Access it by clicking **Money** in the sidebar. Money overview page ## Not Yet Sent invoices At the top of the page, a bar shows any **Not Yet Sent (draft) invoices** — invoices that have been created automatically when charges were added, but haven't been sent to customers yet. The bar shows the count and total dollar amount of these invoices. Click the bar to filter the invoice list below to show only Not Yet Sent invoices. ## Summary cards Below the Not Yet Sent bar are three cards with your key financial totals: * **Overdue** — Invoices older than your configured payment due period that haven't been paid yet * **Unpaid** — Recently sent invoices that haven't been paid yet (not yet overdue) * **Paid (MTD)** — Total payments received this calendar month Each card also shows a **tip rollup** — the total tip amount included in that category. For example, if your overdue total is $320 and $20 of that came from tips, the card shows both the $320 total and the $20 tip amount separately. Summary cards with tip rollup amounts Click any card to instantly filter the invoice list below to that category. Click the same card again to clear the filter. ## Invoice list Below the summary cards is a list of all invoices for your business. Each row shows: * Customer name * Invoice amount and number (if sent), plus a **Partial** indicator if a payment has been made but the balance isn't fully covered * Date and billing address (if available) * Payment status badge (**Not Yet Sent**, **Overdue**, **Unpaid**, or **Paid**) ### Filter by status Use the **Status** dropdown to narrow the list: * **All Invoices** — Shows every invoice * **Not Yet Sent** — Shows draft invoices not yet sent to customers * **Overdue** — Shows past-due unpaid invoices (amber due date) * **Unpaid** — Shows recently sent unpaid invoices * **Paid** — Shows paid invoices Filtered to show overdue invoices Filtered to show paid invoices ### Search Use the search bar to find invoices by customer name or invoice number. Search results ## View an invoice Click on any row in the invoice list to open the invoice detail page. The invoice shows: * Invoice status and number * Business information (if configured) * Customer name and billing address * All line items with titles, descriptions, and dates * Any carried-forward items from previous unpaid invoices * Subtotal, tax, payments & credits, total, and balance due Invoice detail page ## Send an invoice Invoices are created automatically as **drafts** when charges are added. To send an invoice to a customer: From the Money page, click on the invoice row to open the invoice detail page. Tap the **Send Invoice** button. This transitions the invoice from draft to unpaid and opens the SMS sharing modal. A pre-filled SMS message with the customer's unique payment link is ready to send. * Tap **Send SMS** to open your messaging app with the message pre-filled (shown when a phone number is on file) * Tap **Copy Message** to copy the full message to your clipboard (shown when no phone number is on file) * Tap **Copy** to copy just the link Once sent, the invoice is visible to the customer on their payment portal. You can re-share the link at any time using the **Send Invoice** button on unpaid invoices. See [Sharing payment links](/billing/sending-payment-links) for more details on what customers see when they open their link. ## Record a payment To log a cash, check, or other offline payment, use the **Record Payment** button at the top of the Money page, or tap **Record Payment** on the invoice detail page. Tap **Record Payment** at the top of the Money page, or open an invoice and tap the **Record Payment** button. Record payment flyout Search for and select the customer. Then select the invoice the payment applies to from the **Invoice** dropdown. Select how the customer paid and enter the amount received. Tap **Record Payment**. The invoice balance updates immediately. Payment recorded See [Recording payments](/billing/tracking-payments) for full details on payment methods, partial payments, and overpayment handling. ## Payment settings To configure when invoices are considered overdue, click **Payments** in the sidebar under BUSINESS. Payment settings page The **Payment Terms** section lets you choose when invoices are considered overdue. Options are **Upon receipt**, **Net 15**, and **Net 30** — meaning payment is due immediately, 15 days, or 30 days after an invoice is sent. New accounts default to **Upon receipt**. Invoices that remain unpaid past the selected period appear in the Overdue category. See [Setting up payment processing](/billing/stripe-setup) for more details about the settings page and Stripe connection. # Per-service vs subscription billing Source: https://docs.probaseapp.com/billing/one-time-vs-subscription Understand billing types ## 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. ## 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 ## 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 an appointment does not create a charge for the base subscription service (that recurring charge is billed on its own schedule). Any extra service items you add to a visit, however, are still charged on completion **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 ## 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 ## 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 **Invoice Frequency** to **Charge per completed appointment** 4. Set the price 5. Click **Save** When appointments are completed for services using this template, billing line items are created automatically. ## 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 **Invoice Frequency** to **Charge on a subscription basis** 4. Select the **Subscription Interval** (Weekly Charges, Monthly Charges, or Annual Charges) 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. ## 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. ## 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. ## 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](/billing/sending-payment-links) for details on sharing balances with customers. # Sharing payment links Source: https://docs.probaseapp.com/billing/sending-payment-links Send invoices and share payment links with customers ## Overview Payment links give customers a simple page where they can view their invoice, see all charges, add an optional tip, and pay online with a credit card. Each invoice has a unique, secure link that you can share via text or email. To accept online payments, you'll need to [connect your Stripe account](/billing/stripe-setup) first. Without Stripe connected, customers can still view their invoice but can't complete payments online. ## Send an invoice via SMS The fastest way to share a payment link is through the **Send Invoice** button on the invoice detail page, which prepares a personalized text message with a direct link to the invoice. From the **Money** page, click on the invoice you want to send. Tap the **Send Invoice** button. If the invoice is a draft, this transitions it to unpaid and assigns an invoice number. The SMS sharing modal opens with a pre-filled message containing the customer's unique invoice link. SMS compose modal with payment link * **Send SMS** — Opens your device's native SMS app with the message pre-filled (requires a phone number on the customer's account) * **Copy Message** — Copies the full message to your clipboard so you can paste it anywhere (shown when no phone number is on file) * **Copy** — Copies just the link to your clipboard The payment link goes directly to the specific invoice. Customers can also navigate to their full invoice history from the invoice page. ## Sending an invoice from a completed appointment When you complete a job appointment, a **Send Invoice** button appears on the appointment detail page. This flow includes an invoice preview step so you can review the invoice before it's sent. After completing a job, find the **Send Invoice** button on the appointment detail page. Completed appointment with Send Invoice button An invoice preview opens showing your business information, the customer's name and billing address, and all charges. Confirm everything looks correct. Invoice preview modal If the customer has no phone number or email on file, a warning appears reminding you to add contact details before sending. Tap **Send to Customer** to mark the invoice as sent and proceed to the SMS compose step. The SMS compose modal opens with a pre-filled message tailored to the specific appointment (including the service name and date). SMS compose modal after appointment send * **Send SMS** — Opens your messaging app with the message pre-filled * **Copy Message** — Copies the full message (when no phone number is on file) * **Copy** — Copies just the link If you tap **Send Invoice** on a completed appointment that's already been invoiced, Probase reuses the original invoice instead of creating a new one — the preview step is skipped and you go straight to the SMS compose modal. The customer keeps a single invoice number for the visit even when you re-share the link multiple times. Customer payment page ## What customers see When customers open their invoice link, they see a list of their invoices. Clicking an invoice may first show a **service review page** (for eligible service appointments), then takes them to the payment page. ### Service review For invoices tied to a service appointment, customers are shown a **"How was your service?"** page before they can pay. They rate their experience with 1–5 stars and can optionally add a tip. The tip selector only appears once a rating is chosen, and offers three preset percentages (**15%**, **25%**, **20%**) plus an **Other** option for a custom dollar amount. Nothing is pre-selected — to decline a tip, the customer simply leaves the section untouched. Below the tip selector, customers see the full invoice card (the same one shown on the payment page) so they can preview what they're about to pay. Once they tap the floating **Continue to payment** button, their rating and tip are saved and they're taken to the payment page. Service review screen with rating and tip presets Invoice with tip added after review ### Invoice payment page The invoice payment page shows the full breakdown: * Your business information (if configured) * Their name and billing address * Invoice number and dates (issued, due) * All charges with titles and amounts * Subtotal, tax, and balance due Customer invoice payment page Invoice with charges, taxes, and credits ### Payment form When Stripe is connected, customers see a secure payment form where they can enter their credit card details and complete payment. Stripe payment form with tip Stripe payment form without tip The payment form is powered by Stripe and is fully PCI-compliant. Card details are never sent to Probase — they go directly to Stripe's secure servers. ### Paying with Venmo If you've turned on [Venmo payments](/billing/venmo-payments), customers also see a **Pay on Venmo** button and a QR code on their invoice, pre-filled with the amount due and your invoice number. When Stripe is connected too, the card form shows first and Venmo appears below it under an **Or pay with Venmo** heading. Customer invoice with the Pay-on-Venmo block ### Communication consent During payment, customers may be asked to consent to receive text message communications about their account and services. This consent is optional and not required to complete payment. TCPA consent checkbox ### When Stripe isn't connected If you haven't connected your Stripe account yet, customers will see a message that online payments aren't available. Stripe not connected message They can still view their invoice and charges, but they'll need to contact you directly to arrange payment. See [Setting up payment processing](/billing/stripe-setup) to enable online payments. ## When to use payment links Payment links are ideal for: * Texting customers a link right after completing work so they can see their charge and pay * Following up on outstanding balances * Sharing via email or other communication methods The link never expires, so customers can bookmark it and check their invoice anytime. # Setting up payment processing Source: https://docs.probaseapp.com/billing/stripe-setup Connect Stripe to accept credit card payments online ## Overview Probase uses Stripe to process credit card payments from your customers. Once connected, customers can pay their balance online through secure payment links. ## Connect your Stripe account Click **Payments** in the sidebar under BUSINESS. The **Payment Processing** section appears at the top of the page. Not connected state Click the **Connect with Stripe** button. This opens Stripe's secure onboarding flow where you'll provide your business information and bank account details. Follow Stripe's prompts to: * Verify your business information * Provide tax details * Connect your bank account for payouts * Verify your identity Once complete, you'll be redirected back to Probase with Stripe connected. ## Account status Your Stripe connection status appears in the **Payment Processing** section: ### Pending setup Your account is created but needs additional information from Stripe. Pending state Click **Continue Setup** to complete the required steps with Stripe. ### Restricted Stripe needs additional information or verification to enable payments. Restricted state Click **Update Information** to provide what Stripe needs. Payments are temporarily disabled until this is resolved. ### Active Your account is fully connected and can accept payments. Connected and active * **Charges: Enabled** - You can accept payments from customers * **Payouts: Enabled** - Stripe can send money to your bank account ### Limited Charges are enabled but payouts are on hold pending additional verification. Connected but limited You can still accept payments, but funds won't be sent to your bank until Stripe completes verification. ## Refresh account status If you've made changes in Stripe or completed required steps, click **Refresh Status** to sync the latest information from Stripe to Probase. ## View Stripe Dashboard Click **Open Stripe Dashboard** to access your Stripe account where you can: * View transaction history * Manage payouts * Update bank account information * View detailed reports * Configure Stripe settings ## What happens after connecting Once Stripe is connected: 1. **Payment links become active** - Customers can complete payments online through the links you share 2. **Cards are saved securely** - Customers can save payment methods for future use (stored by Stripe, not Probase) 3. **Funds go to your bank** - Stripe deposits payments directly to your connected bank account (typically within 2 business days) Stripe charges a processing fee for each transaction. Check Stripe's pricing for current rates. ## Payment terms The payment settings page also includes a **Payment Terms** section where you can configure when invoices are due. Payment settings page with Payment Terms **Payment terms** — How long customers have to pay after an invoice is sent. Choose from: * **Upon receipt** — Payment is due immediately when the invoice is sent (default for new accounts) * **Net 15** — Payment is due 15 days after the invoice is sent * **Net 30** — Payment is due 30 days after the invoice is sent Invoices that remain unpaid past the selected due period will appear as **Overdue** on the [Money overview](/billing/money-overview) page and on individual invoices. This setting applies to all new invoices and does not change existing ones. ## Troubleshooting ### The "Connect with Stripe" button isn't working Tapping **Connect with Stripe** takes you to Stripe's secure onboarding in the same window; when you finish, Stripe returns you to Probase. If the button doesn't respond, refresh the Payments page and try again. ### My status shows as "Pending" or "Restricted" Click the **Continue Setup** or **Update Information** button to see what Stripe needs. Common requirements include: * Additional business verification documents * Bank account verification * Tax ID confirmation * Identity verification ### Customers can't complete payments Check that your account status shows "Active" with both charges and payouts enabled. If your account is restricted, customers will see a message that online payments aren't available. If you close your Stripe account or disconnect it, customers will no longer be able to make online payments. They'll see a message to contact you for payment options. # Recording payments Source: https://docs.probaseapp.com/billing/tracking-payments Track online and offline payments ## Overview Probase tracks all customer payments, whether they're made online through Stripe or offline through cash, check, or other methods. Payments are always recorded against a specific invoice. ## Online payments through Stripe When you [connect your Stripe account](/billing/stripe-setup), customers can pay online through their payment link: 1. Share the customer's invoice link (via the **Send Invoice** button on the invoice detail page or from a completed appointment) 2. Customer opens the link, selects their invoice, and enters card details 3. Payment is processed through Stripe 4. A credit is automatically applied to the invoice 5. Funds are deposited to your bank account (typically within 2 business days) Online payments are recorded automatically - you don't need to do anything. The payment will appear in the customer's billing history. ## Recording offline payments When a customer pays you by cash, check, bank transfer, or any other offline method, use the **Record Payment** action to add it to their account. Tap **Record Payment** at the top of the Money page. You can also open any invoice's detail page and tap the **Record Payment** button, which will pre-select the customer and invoice for you. If the customer isn't pre-selected, search by name, email, phone, or address. The customer's current balance is shown next to their name. Choose which invoice this payment applies to from the **Invoice** dropdown. The dropdown shows all open (draft and unpaid) invoices for that customer with their remaining balance. Select how the customer paid: * **Cash** * **Check** * **Credit Card** (manual card transaction, not Stripe) * **Bank Transfer** * **Venmo / Zelle** * **Other** (enter a custom description) Enter the payment amount. You can also add optional notes (e.g., check number, reference, or memo). Click **Record Payment**. A confirmation toast will appear showing the customer's updated balance status. If a customer pays you through the **Pay on Venmo** button on their invoice, the money lands in your Venmo account — Probase doesn't record it automatically. Use these same **Record Payment** steps (with the **Venmo / Zelle** method) to mark the invoice paid. See [Accepting Venmo payments](/billing/venmo-payments) for how to turn Venmo on. ## Payment status tracking Probase automatically tracks whether each charge has been paid: * **Unpaid** — The charge has not been fully covered by credits or payments yet * **Paid** — Credits or payments have fully covered the charge amount When you record a payment, Probase automatically applies it toward any outstanding (unpaid) charges on the customer's account. ### Partial payments If a customer makes a partial payment: 1. Record a payment for the amount received 2. The charge will remain **Unpaid** until it's fully covered 3. When they pay the remainder, record another payment 4. Once fully covered, the charge is marked **Paid** For example, if a customer owes $100 and pays $40: * Record a \$40 payment * The charge stays **Unpaid** (still \$60 outstanding) * When they pay the remaining \$60, record another payment * The charge is then marked **Paid** Charge unpaid Charge still unpaid after partial payment Charge paid after full coverage ## Overpayment handling If you record a payment for more than the customer owes, Probase detects the overpayment and lets you choose what to do with the extra amount. When you enter an amount that exceeds the customer's balance, an amber prompt appears showing exactly how much extra you've entered and giving you two options: * **Record as tip** (default) — The full payment is recorded, and the excess is split off as a separate tip entry. Two line items appear in the billing history: a payment for the full amount and a tip for the overage. * **Apply as credit** — The full payment is recorded as a credit on the customer's account. Their balance goes positive, meaning they have a credit toward future charges. From a customer's billing history, click the **Record Payment** button at the top of the page. Billing page showing customer balance Record payment flyout open Select the invoice and payment method, then enter an amount greater than what the customer owes. An amber overpayment prompt will appear showing the excess amount. Overpayment prompt with tip or credit options Select **Record as tip** to split the excess into a tip entry, or **Apply as credit** to leave it as a credit on their account. The default is **Record as tip**. Tap **Record Payment**. A confirmation message appears and the billing history updates immediately. Payment recorded confirmation When recorded as a tip, the billing history shows both the payment and the tip as separate line items. Billing history showing payment and tip entries When you choose **Record as tip**, the customer's balance is fully cleared and the tip appears as its own line item labeled "Tip" in the billing history. ## Viewing payment history To see all payments for a customer: 1. Go to the customer's page 2. Click the balance amount to open billing history 3. Use the **Type** filter and select **Payments** to see only payment entries 4. Click any entry to see full details including payment method and which charges it was applied to ## Payment methods comparison | Method | Recording | Deposit time | Fees | | ------------------- | -------------- | --------------------- | --------------------- | | **Online (Stripe)** | Automatic | 2 business days | Stripe processing fee | | **Cash** | Record Payment | Immediate | None | | **Check** | Record Payment | Varies | None | | **Bank transfer** | Record Payment | Varies | Varies by bank | | **Venmo/Zelle** | Record Payment | Immediate to 1-3 days | Varies by service | Online payments through Stripe require you to [connect your Stripe account](/billing/stripe-setup) first. # Accepting Venmo payments Source: https://docs.probaseapp.com/billing/venmo-payments Let customers pay you on Venmo with a QR code and Pay-on-Venmo button on their invoice ## Overview Venmo gives your customers another way to pay their invoice — without you needing to set up card processing. When you turn Venmo on and enter your username, every unpaid invoice shows a **Pay on Venmo** button and a QR code the customer can scan with their phone. Each payment is pre-filled with the exact amount due and your invoice number, so you can match it up when it lands. Venmo payments are handled entirely inside Venmo. Probase doesn't connect to your Venmo account or track the money automatically — once a payment arrives in Venmo, you record it in Probase yourself using **Record Payment** (see [Tracking payments](/billing/tracking-payments)). This is different from [Stripe](/billing/stripe-setup), where card payments are recorded for you. ## Turn on Venmo Click **Payments** in the sidebar under BUSINESS. Scroll down past the Payment Processing and Payment Terms sections to the **Venmo** card. Venmo settings before it's turned on Turn on the **Enable Venmo payments** switch. Type your Venmo username into the **Venmo username** field. A leading `@` is optional — Probase strips it for you. As soon as you enter a username, a live **Preview — what your customer sees** appears below the form, showing the exact Pay-on-Venmo block your customers will get. Venmo settings showing the live customer preview Click **Save**. A confirmation appears and Venmo is now active on your invoices. Venmo settings saved Double-check your Venmo username is spelled exactly right. Probase saves it as you enter it and does not verify it against Venmo, so a typo would send customers to the wrong handle. ## What customers see On any unpaid invoice, customers see a Venmo card with: * **The amount due** — matches the invoice's remaining balance * **A QR code** — customers scan it with their phone camera to open Venmo with everything pre-filled * **Your Venmo handle** — shown so they can confirm who they're paying * **The invoice reference** — a note like `PBINV#00001` that Venmo attaches to the payment, so you can match it back to the invoice * **A Pay on Venmo button** — opens the Venmo app on a phone * **An Open in browser link** — a fallback for customers paying from a desktop Customer invoice with the Pay-on-Venmo block If you also have [Stripe](/billing/stripe-setup) connected, customers see the credit-card form first and the Venmo option second, under an **Or pay with Venmo** heading — so they can choose whichever they prefer. ## Recording a Venmo payment Because Venmo runs outside Probase, marking an invoice paid is a manual step: Check your Venmo account for the incoming payment. The note on the payment (for example `PBINV#00001`) tells you which invoice it's for. From the **Money** page or the customer's billing history, click **Record Payment**, choose **Venmo / Zelle** as the method, select the matching invoice, enter the amount, and save. The customer's balance updates immediately. See [Tracking payments](/billing/tracking-payments) for the full walkthrough. ## Turning Venmo off To stop showing the Venmo option on invoices, return to the **Venmo** card in Payment Settings, turn off **Enable Venmo payments**, and click **Save**. The Pay-on-Venmo block disappears from customer invoices right away. # Building checklists Source: https://docs.probaseapp.com/checklists/building-checklists Create your own in-job forms with the checklist builder ## Creating a checklist From the **Checklists** library (under BUSINESS in the sidebar), tap **New checklist** to open the builder. The builder is designed mobile-first, so it works the same on your phone in the field as it does on a desktop. Empty checklist builder Give your checklist a name at the top — for example, "Spring Pool Open" or "Weekly Service Walkthrough". ## Choosing when the checklist appears Under **When should this appear?**, pick which visits should include this checklist: * **Every visit** — the checklist appears on every appointment for the services it's attached to. Best for routine work you want captured each time, like water chemistry readings. * **First visit only** — the checklist appears only on the first appointment for a service. Useful for a one-time setup or intake form. * **Assessments** — the checklist is used for assessment/quote visits rather than being tied to a specific service. When you choose **Assessments**, the "Attach to services" option is hidden — assessment checklists aren't tied to a specific service. ## Adding sections and questions Checklists are organized into **sections**, and each section holds one or more **questions**. Give each section a name (like "Water chemistry" or "Tasks completed") to group related questions together. To add a question, tap **Add question** within a section. On a phone, a bottom sheet slides up so you can pick the question type. Add-a-question sheet Once you pick a type, a question card appears. Fill in the question label (what you're asking) and any type-specific options. A question card in the builder ### Question types Checklists support eight question types, so you can capture the right kind of answer for each item: | Type | Use it for | | -------------------- | --------------------------------------------------------------- | | **Short answer** | One line of text | | **Long answer** | Longer free-form notes | | **Dropdown** | Picking one option from a list | | **Checkbox** | Checking all that apply from a list | | **Numerical answer** | Readings and counts, with an optional unit (like `ppm` or `pH`) | | **Date** | A specific day | | **Photo upload** | Before/after photos | | **Signature** | A sign-off, captured on a signature pad | Short answer question Numeric question with a unit Signature question For **Numerical** questions you can set a unit (for example `ppm`, `pH`, or `°F`) that appears next to the answer field. For **Dropdown** and **Checkbox** questions, you define the list of options crews choose from. ### Per-question options Each question card has a few toggles: * **Required** — mark a question required and the crew must answer it before the visit can be completed. Required questions show a marker so they're easy to spot. * **Add instructions** — turn this on to show a short hint under the question (for example, "Read after 30 seconds"). * **Include in service record** — when this is on, the answer is saved to the property's [service records](/routes/service-records) when the visit is completed, so a "pH reading" numeric answer becomes a chemical-reading service record without anyone re-typing it. * **Include in customer summary** — when this is on, the answer appears on the customer's invoice as part of the **Service Report** once the visit is completed. See [Showing answers on the customer invoice](#showing-answers-on-the-customer-invoice) below. These last two switches are independent, so a single question can land on the service record, on the customer summary, on both, or on neither. Required question marker ### Setting a whole section at once Every section has two switches at the top — **Include all in service record** and **Include all in customer summary**. Flipping one applies that setting to every question in the section, so you don't have to toggle each question one by one. You can still override any individual question afterward with its own per-question switches. To save you setup time, both section switches start **on** when you add a new section — the common case is to include everything. Any question you add then inherits the section's current switch settings, so a question added to a section that's fully included is already set to appear on both the service record and the customer summary. Flip either switch off before or after adding questions to change it. ## Previewing your checklist At any time, switch to **Preview** to see exactly how the checklist will look to your crew on a real job. Switch back to **Edit** to keep building. Checklist preview ## Reordering sections and questions Drag the grip handle on any section or question to reorder it. While you drag, the other items condense to compact rows so it's easy to see where the item will land. Release to drop it into place. ## Attaching checklists to services For a checklist to appear on jobs, it needs to be attached to the services it applies to. ### From the builder In the builder, under **Attach to services**, tap **Add services** and pick the services this checklist should appear on. Selected services show as chips you can remove at any time. (This option is hidden when the checklist's timing is set to **Assessments**.) If your business works in more than one industry, the **Add services** picker shows a **Filter services by industry** row of chips at the top. Tap a trade to narrow the list to just that industry's services before picking — tap it again to clear it, or select several trades to show them all. The filtering happens instantly as you tap, alongside the search box. ### From a service You can also attach a checklist directly from a service in your catalog: Go to **Services** in the sidebar and open the service you want to add a checklist to. Scroll to the **Checklists** section. If no checklists are attached yet, you'll see an empty state explaining what checklists do, with a button to add one. Service checklist empty state Tap the add button to open the checklist picker. Search for and select the checklist you want, then save — no page reload needed. Checklist picker The checklist now appears in the service's checklist list. It will show up on jobs for that service based on its timing setting. Checklist attached to a service ## Ordering checklists on a service A service can have more than one checklist attached — for example a ProBase chemistry template alongside your own "Weekly walkthrough". When two or more are attached, the service's **Checklists** section shows a grip handle on each one so you can **drag them into the order you want**. That order is exactly the order they'll appear on the job, top to bottom. Your own checklists and ProBase checklists share one list — neither is forced to the top. Whatever order you arrange them in is the order your crew sees on the job. With only one checklist attached there's nothing to order, so the handle is hidden and you'll see a prompt to add another. ## Showing answers on the customer invoice You choose which answers customers see by turning on **Include in customer summary** — either on an individual question, or on a whole section at once with **Include all in customer summary** (see [Per-question options](#per-question-options) above). Any question marked this way appears on the customer's invoice as part of a **Service Report** once the visit is completed. This is a great way to give customers a clear, professional record of the work performed — for example, showing the chemistry readings and a customer signature right on their invoice, while keeping internal-only questions off the summary. See [The customer Service Report](/checklists/completing-checklists#the-customer-service-report). ## Saving Tap **Save** to save your checklist. You'll see a confirmation that the checklist was saved, and it will appear in your Checklists library, ready to attach to services and use on jobs. # Completing checklists on a job Source: https://docs.probaseapp.com/checklists/completing-checklists Fill out checklists in the field and share the results with customers ## 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](/checklists/building-checklists#ordering-checklists-on-a-service)). Checklists on a job Tap a checklist to open the full-screen fill-in flow. Checklist flow open 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). ## 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. Progress after autosave 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. Checklist complete on the job 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.) ## 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. Photo question on a checklist Once a photo is uploaded, it appears as a thumbnail on the question and the photo question counts as answered. Photo uploaded to a checklist question 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. Two photos on one checklist question 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. Dropping a photo onto a checklist question 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. Photo still attached after reopening the job ## 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. Job with an AI suggestion pill * 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. AI suggestion with accept/reject * 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. After accepting a suggestion 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. Voice dictation panel AI-assisted checklist answers are a suggestion only — always review them before accepting. Accepted values persist across reloads and device switches just like anything you type by hand. ### 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 checklist and tap **Continue** into the completion form, it can **draft your service records — or, on an assessment, your quote line items — 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 (or line items) 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, line items, or run AI Assist on the visit, ProBase leaves your work untouched rather than overwriting it. See [AI-powered note parsing](/routes/completing-jobs#ai-powered-note-parsing) for how to review and adjust the drafted results. ## 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: Checklist gate on Complete Visit If you try to continue with a required question still blank, you're blocked with a message telling you a required answer is missing. Blocked on a required question Fill in the required answers and tap **Continue** to move on to the rest of the completion form. Completion form after the checklist gate Once you confirm, the visit is marked complete. Visit completed When you complete a visit, the checklist answers are **frozen** with the visit — they become a permanent record of what was captured on that appointment, even if you later change the checklist template. ### Completing an assessment with a checklist Checklists set to appear on **Assessments** (see [Choosing when the checklist appears](/checklists/building-checklists#choosing-when-the-checklist-appears)) gate the assessment completion form the same way. When you tap **Complete Assessment** on a visit that has an assessment checklist, a **Finish checklists** step opens first. Assessment checklist gate Fill in the required questions and tap **Continue** — you can't move on to the quote form while a required answer is still blank. Blocked on a required assessment question Once the checklist is satisfied, you land on the usual assessment quote form, where you write your notes, draft line items, and name the quote. Tap **Back** if you need to return and edit a checklist answer. Assessment quote form after the checklist gate Tap **Complete & Draft Quote** to finish — the assessment is marked complete and the quote is drafted, with the checklist answers frozen to the visit just like on a regular job. See [Completing an assessment appointment](/routes/completing-jobs#completing-an-assessment-appointment) for the full quote workflow. Quote drafted from the assessment ### 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](/routes/service-records). ## 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. ## 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](/checklists/building-checklists#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. Checklist service report on the customer's document 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](/customers/customer-portal). # Checklists overview Source: https://docs.probaseapp.com/checklists/overview Reusable in-job forms that capture the same details on every visit ## What are checklists? Checklists are reusable in-job forms. You build a checklist once — a set of questions like water chemistry readings, tasks completed, before/after photos, or a customer sign-off — and it appears automatically on the jobs it applies to. Your crew fills it out in the field, and the answers are saved to the visit. Think of a checklist as the standard set of things you want captured every time a particular kind of work is done. Instead of relying on memory or free-form notes, checklists make sure the same details are recorded consistently on every visit. Common uses: * **Pool chemistry** — free chlorine, pH, alkalinity, and other readings on every service * **Task confirmation** — a checkbox list of what was completed * **Photo documentation** — before and after photos of the work * **Customer sign-off** — a signature confirming the work was done ## Where to find checklists Click **Checklists** in the sidebar, under the **BUSINESS** section (next to Services). This opens your **Checklists library** — a list of every checklist available to your business. Checklists library The library shows two kinds of checklists: * **Your checklists** — the ones you build yourself. These are fully editable. * **ProBase checklists** — ready-made templates provided by ProBase and marked with a **ProBase** tag. These are automatically added to services that match your industry. You can't edit them, but you can preview them and choose which services they apply to. See [ProBase system checklists](/checklists/system-checklists). Each row shows the checklist name and how many questions it contains (including how many are required). ProBase checklists also carry a **ProBase** tag and a chip for each industry they match. ## What you can do Create your own checklists with the mobile-first builder — add sections and questions, choose when the checklist should appear, and decide whether the answers show up on the customer's invoice. See [Building checklists](/checklists/building-checklists). Connect a checklist to one or more of your services so it shows up automatically on those jobs. See [Attaching checklists to services](/checklists/building-checklists#attaching-checklists-to-services). When a crew opens a job that has a checklist, they fill it out on the appointment screen. Answers save automatically as they go. See [Completing checklists on a job](/checklists/completing-checklists). Choose which filled-in items appear on the customer's invoice as a **Service Report**, giving customers a professional record of the work performed. See [The customer Service Report](/checklists/completing-checklists#the-customer-service-report). ## Managing checklists from the library Each of your own checklists has an overflow menu (the **⋮** button) with two actions: * **Duplicate** — make a copy you can modify without changing the original. Handy for creating a variation of an existing checklist. * **Delete** — permanently remove a checklist you no longer use. Checklist overflow menu Deleting a checklist can't be undone. Existing answers already captured on completed visits are preserved, but the checklist will no longer appear on future jobs. To create a new checklist, tap **New checklist** at the top of the library. To edit one of your existing checklists, tap its row. # ProBase system checklists Source: https://docs.probaseapp.com/checklists/system-checklists Ready-made checklist templates that match your industry ## What are ProBase checklists? Alongside the checklists you build yourself, ProBase provides ready-made checklist templates for common industries. In your Checklists library they're marked with a **ProBase** tag. For example, pool professionals get two ready-made pool chemistry checklists out of the box — a **Chemical Readings** template for capturing the standard water readings (free chlorine, pH, and more) and a **Chemical Adjustments** template for recording the chemicals you added — so you don't have to build them from scratch. Because these questions are set to feed the visit's [service records](/routes/service-records), the readings and adjustments your crew captures flow straight into the property's chemistry history. ## Automatic attachment by industry ProBase checklists are added automatically to the services that match your business's industry. When this happens, you'll see a banner in your Checklists library letting you know: > **ProBase checklists added to your services** — We attached ProBase checklists to services with a matching industry. Open one to review and detach where it doesn't apply. You don't have to do anything to turn them on — but you're always in control of which services they apply to (see [Choosing which services use a ProBase checklist](#choosing-which-services-use-a-probase-checklist) below). ## Viewing a ProBase checklist Open a ProBase checklist from the library and you'll land on a **locked, read-only view**. A lock indicator and a "Defined by ProBase" note explain that these templates are maintained by ProBase and can't be edited. There's no Save button, because there's nothing to change in the checklist itself. Locked system checklist view You can still switch to **Preview** to see exactly how the checklist renders on a job, just like your own checklists. Previewing a locked checklist ## Choosing which services use a ProBase checklist Even though you can't edit a ProBase checklist's questions, you decide which of your services it applies to. On the locked view, each of your matching services is listed with an **Attach / Detach** control: * Services the checklist is currently on show **Attached**, with a **Detach** button. * Tap **Detach** on a service where the checklist doesn't apply, and it flips to **Detached** with an **Attach** button so you can add it back later. After detaching a service This lets you keep the ProBase checklist on the services where it makes sense and remove it from the ones where it doesn't — without affecting other businesses or the template itself. ## New versions ProBase occasionally publishes an improved version of a checklist. When a newer version is available for a checklist attached to your services, you'll see a banner in your library: > **A newer checklist version is available** — ProBase published a new version of a checklist attached to your services. Open it to upgrade each service. Tap **Review** to open the checklist and choose to upgrade your services to the new version. Your existing services keep working on their current version until you upgrade them. # Adding new customers Source: https://docs.probaseapp.com/customers/adding-customers Create customer profiles ## Ways to add customers You can add customers to Probase in several ways: 1. **Quick Actions (Job creation)** - Create customer + property + service + appointment all at once using the floating action button. See [Creating jobs](/getting-started/creating-jobs). 2. **Add customers manually** - Enter customer information one at a time through the customer creation form (described below). 3. **Import in bulk** - Upload a spreadsheet, PDF, or other file and let AI extract your customer list automatically. See [Importing customers](/customers/importing-customers). 4. **Let Probase do it for you** - Early Probase users can email their existing customer data to the Probase team and have it set up within 24 hours. See [Importing customers](/customers/importing-customers) for details. 5. **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](/customers/contact-form). If you need to get a customer scheduled quickly, use the [Job creation feature](/getting-started/creating-jobs). If you're switching from another app and have an existing customer list, use [bulk import](/customers/importing-customers). For adding customers one at a time, use the manual approach below. ## Add a customer manually 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](/scheduling/weekly-schedule#when-your-schedule-is-empty). Customers index page with the Add customer button in the header and an empty state 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. Customer form filled 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 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. Select one to auto-fill the city, state, and postcode fields automatically. * **Address Line 2** (optional) — Apartment, suite, or unit number * **City**, **State**, **Postcode** — Filled in automatically when you select an address suggestion, or enter manually Property form filled 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. Save Customer and Save and Create Another buttons at the bottom of the form Fresh, empty form ready for the next customer after Save and Create Another 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. Customer show page ## Your first customer The very first time you add a customer to your account, Probase shows a quick celebration once the customer is saved: > **First customer added.** > Ready to schedule their first job? First customer added success modal From here you can: * **Schedule now** — jumps straight into the job creation flow with this customer already selected, so you can book their first appointment right away. See [Creating jobs](/getting-started/creating-jobs). * **I'll do it later** — closes the message and drops you back where you were (the customer's page, or a fresh form if you used Save and Create Another). This celebration only appears once — when you add the first customer on a brand-new account. You won't see it again for later customers. ## Viewing a customer After creating a customer, you'll see the customer detail page. At the top is a summary card showing: * **Phone number** — tap to call directly * **Email address** — tap to open your email app * **Current Account Balance** — tap to open the full billing history page * **Card on file** — Probase does not store saved cards, so this currently always reads "None" Customer overview Below the top card are sections for **Properties**, **Services**, a **Billing History** link that opens the full billing history page, and **Recent Activity**. If the customer has a single property with notes saved on it, those notes appear inline under the Properties section so you can see them at a glance. For customers with multiple properties, each property row shows a note count. From the customer page you can also tap **Schedule** in the page header to start a new job for this customer. 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](/getting-started/creating-jobs) for the full flow. Schedule button on the customer page Job creation wizard with customer pre-filled ## Edit customer information Go to **Customers** and click on the customer's name. Click the **Edit** button on the customer details page. The edit form opens as a modal. Edit modal from customer detail page 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. Edit form with changes Click **Save** to update the customer information. After save on show page ## Search 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. ### Filter by status Use the **All Statuses** dropdown to narrow down your customer list. You can select one or more statuses at the same time — for example, select both **Lead** and **Inactive** to see customers who aren't currently active. Clear all selections to return to the full list. Available statuses: * **Lead** — Customers with pending inquiries but no active services * **Active** — Customers with at least one active service * **Recent** — Customers who had work done in the last 30 days but no active services * **Inactive** — Past customers with no active services and no recent activity See [Understanding customer status](/customers/customer-status) for details on what each status means and how it's calculated. # Archiving customers Source: https://docs.probaseapp.com/customers/archiving-customers Hide customers you no longer work with while keeping their full history ## What archiving does Archiving is the way to clean up your customer list when you stop working with someone — a customer who moved away, cancelled for good, or was added by mistake. Archiving is **not deleting**: nothing is permanently removed. When you archive a customer, Probase: * **Removes them from your active customer list**, so your list only shows people you're currently working with * **Unschedules their upcoming visits** and takes them off the calendar and route optimizer * **Stops generating new recurring appointments** for their services * **Keeps every record** — jobs, invoices, payments, quotes, and notes stay intact and viewable Archiving keeps the full history on record, including any outstanding balance — nothing is permanently deleted. There isn't yet an in-app way to un-archive a customer, so archive someone only when you're confident you've stopped working with them. If you need a customer restored, contact support. The **Archive customer** action and the **Archived** status filter are rolling out gradually. If you don't see them on your account yet, they'll appear soon. ## Archive a customer Open the customer's profile from **Customers** in the sidebar, then click the **Edit** button in the top-right corner. Scroll to the bottom of the Edit panel. Below the **Save** and **Cancel** buttons you'll find the **Archive customer** action. A confirmation dialog summarizes what archiving will do, including how many upcoming visits will be unscheduled. If the customer still owes you money, a warning shows their outstanding balance so you don't lose track of the receivable. Archive customer confirmation dialog When a customer has upcoming visits and an outstanding balance, both are called out together: Archive confirmation showing upcoming visits and an outstanding balance warning Click **Archive customer** to confirm. You'll be returned to the customer list, where the archived customer no longer appears among your active customers. Archiving a customer with an outstanding balance keeps that balance on record, but the customer drops off your active list — so be sure to collect or settle what's owed before (or after) archiving so it doesn't get forgotten. If you (or a teammate) happen to have one of the customer's job pages open when they're archived, Probase won't leave you stranded on a job that no longer exists. The next time that page updates, it shows a **"That job is no longer available"** notice and returns you to your schedule. Returned to the schedule after the job's customer was archived ## Viewing archived customers Archived customers are hidden from your customer list by default. To see them, open the **All Statuses** filter at the top of the **Customers** list and select the **Archived** option. Archived customers then appear in the list, marked with an **Archived** badge in place of their usual status. Because the status filter lets you pick more than one option, you can select **Archived** on its own to see only archived customers, or combine it with active statuses (like **Active** or **Lead**) to show archived customers alongside your current ones. Customer list filtered to show an archived customer You can open an archived customer's profile to review their history at any time. The profile is **read-only** — the **Edit** and **Schedule** buttons are removed, and you can't change their properties, services, or appointments. Their billing history stays fully viewable. ## Next steps * [Understanding customer status](/customers/customer-status) — how active customers are automatically categorized * [Viewing customer information](/customers/customer-history) — review a customer's full profile and history * [Customer balances](/billing/customer-balances) — collect or settle an outstanding balance # Your contact form Source: https://docs.probaseapp.com/customers/contact-form Capture new leads with a shareable, branded contact form ## What is the contact form? The contact form is a branded web page you can share anywhere — link it from your social media bio, print a QR code on your truck or a flyer, or drop the link into an email. When someone fills it out, their details land in Probase automatically as a new **lead**, so you can follow up and turn them into a paying customer. The form lives at its own web address (for example `yoursite.com/f/your-business`) and shows your business name and logo. Visitors don't need a Probase account — anyone with the link can reach out to you. The contact form is turned **off** by default. You enable it and pick its web address from your Business Profile settings, described below. ## Turning on your contact form The contact form is managed from **Settings → Business Profile**, in the **Contact Form** section. Only the business owner and admins can change these settings. Contact Form section before it has been enabled Click **Settings** in the sidebar (under BUSINESS) and scroll to the **Contact Form** section. Under **Form URL**, type the ending you want for your link — letters, numbers, and dashes only. This is the address customers will visit (for example, `van-pool` becomes `…/f/van-pool`). Pick something short and recognizable, like your business name. Turn on the **Enable contact form** toggle. When enabled, potential customers can submit their information through your form. Contact Form section with the toggle enabled and a URL entered Click **Save**. Your form is now live at its web address, and the shareable link and QR code appear so you can start sharing right away. Contact Form settings after saving, showing the shareable link and QR code ## Sharing your form Once the form is enabled, two ways to share it appear in the settings: ### Shareable link Your form's full web address shows in the **Shareable link** field. Click **Copy** to copy it to your clipboard, then paste it into your social media bio, a text message, an email signature, or anywhere else your customers will see it. ### QR code A scannable QR code is generated automatically from your form's link. Customers can point their phone camera at it to open your form instantly — perfect for printed materials like yard signs, flyers, business cards, or a sticker on your truck. Shareable link and QR code in the Contact Form settings You can: * **Copy the QR code** — click the copy icon in the top-right of the QR code box to copy the image, then paste it into a design or document. * **Download the QR code** — choose **JPG** or **SVG** from the **Download as** dropdown and click **Download**. Use JPG for most documents and printing; choose SVG if your designer needs a sharp, resizable version for large signage. The QR code always points to your current form address. If you change your form's web address (see below), download and reprint your QR codes so they point to the new link. ## Changing your form's web address You can update your form's web address at any time by editing the **Form URL** field and saving. Changing your web address breaks printed QR codes and previously shared links **after 30 days**. Your old address keeps working for 30 days and automatically forwards visitors to the new one — giving you time to reprint signage and update your links. After 30 days, the old address stops working. When a change would retire your current address, Probase shows a reminder in the settings before you save so the 30-day window is never a surprise. ## What your customers see When someone opens your form, they see a clean, branded page with your business name and logo at the top. The public contact form a visitor fills out They can fill in: * **First name** and **Last name** (required) * **Email** (required) * **Phone number** (optional) * A checkbox to **agree to receive promotional/marketing text messages** from your business (optional — leaving it unchecked still lets them submit) * **Address** — street address, city, state, and ZIP code (required, so every lead arrives with a serviceable location) * **Additional information** — a free-text box for them to describe what they need (optional) After they submit, they see a friendly confirmation that you've received their message and will be in touch soon. No further action is needed on their part. Confirmation screen after a visitor submits the form If you've turned the form **off**, anyone who visits the link sees a short "form not available" message instead, so the page never looks broken. Unavailable message shown when the form is turned off ## What happens to a submission Every submission becomes a new **lead** in Probase automatically: * A new customer is created with the **Lead** status and a property for any address they provided. * If they wrote something in **Additional information**, it's saved as a note on their property so you can read what they need before calling back. The note is labeled **Lead Form** so your team knows it came from the customer, not a teammate. * If they checked the text-message consent box, that agreement is recorded with the date for your records. * You get an email letting you know a new lead came in through your form. The **Contact Form** settings section shows a running count — for example, "2 leads received via this form." Click it to jump to your customer list filtered to the leads that came in through the form, so you can work through your new inquiries. New leads appear in your customer list with the **Lead** status. See [Understanding customer status](/customers/customer-status) for how leads move to Active once you start work, and [Adding new customers](/customers/adding-customers) for the other ways customers get into Probase. ## Spam protection Probase quietly filters out automated spam submissions and limits how often the same visitor can submit, so your lead list stays clean. This happens behind the scenes — you don't need to configure anything. ## Next steps * [Understanding customer status](/customers/customer-status) — how leads progress to active customers * [Creating quotes](/customers/creating-quotes) — send a quote to a lead to win the work * [Adding customer notes](/customers/adding-notes) — keep track of what each lead needs # Creating quotes and assessments Source: https://docs.probaseapp.com/customers/creating-quotes Create quotes for new customers or schedule on-site assessments ## What are quotes? In Probase, "quotes" is a general term for creating either Quotes or Assessments for customers. The system provides a guided multi-step wizard that helps you create the right type of work based on your situation. **Two types of quotes:** * **Quotes** - Formal quotes with pricing that you send to customers for review and approval before starting work * **Assessments** - On-site evaluation appointments where you visit the property first to evaluate needs, then create a quote afterward ## When to use each type ### Create a Quote when: * You can quote the work without visiting the property first * The customer knows exactly what they want and you know the scope * You're providing a standard service with known pricing * You want to send a formal quote for customer approval before starting ### Create an Assessment when: * You need to visit the property before providing accurate pricing * The scope of work is uncertain and needs on-site evaluation * It's a complex or custom project requiring inspection * New customer inquiries where you need to see the property first If work is already confirmed and doesn't need a quote or assessment, create a Job directly instead. See [Creating jobs](/getting-started/creating-jobs). ## How to create a quote Click **New Quote** from the Quick Actions menu (the bottom-right floating button) or from the sidebar to open the wizard. It then guides you through a simple 4-step process. The wizard remembers your progress, so you can navigate back and forth between steps. If you start from a customer's **Schedule** button (see [Skip steps when you start from a customer](#skip-steps-when-you-start-from-a-customer) below), the customer — and property, if you started from a property — are pre-filled and those steps are skipped. Choose whether you need to visit the property first or can price the work right away: * **Schedule an Assessment** - You need to visit the property before you can provide accurate pricing * **Create a Quote** - You can price this work now and send a quote to the customer immediately Intent step This step also shows which customer and property you've already selected (if coming from a customer/property page). Intent with customer and property params Choose an existing customer or create a new one (skip this step if you came from a customer page). The customer step shows your full customer list in alphabetical order. The header is sticky as you scroll, so the **Back** button, **New customer** button, and search bar stay reachable. Customer step **To select an existing customer:** 1. Scroll through the **All Customers** list — more customers load automatically as you reach the bottom 2. Or type into the search box to filter by name, email, phone, or address 3. Tap the customer to select them **To create a new customer:** 1. Tap **New customer** in the top-right of the header 2. Fill in their information: * First Name (required) * Last Name (required) * Email (optional) * Phone (optional) 3. Click **Save** New customer form New customer filled The wizard automatically moves to the next step after you select or create a customer. Property step after selecting customer Choose which property address the work is for, or create a new one (skip this step if you came from a property page). Property step **To select an existing property:** * Click on any of the customer's properties shown in the list **To create a new property:** 1. Click **New Property** 2. Fill in the address: * **Address Line 1** (required) — Start typing and address suggestions will appear. Select one to auto-fill the city, state, and postcode fields automatically. * **Address Line 2** (optional) — Apartment, suite, or unit number * **City**, **State**, **Postcode** — Filled in automatically when you select an address suggestion, or enter manually 3. Click **Save** New property form New property filled The property address is automatically geocoded for accurate mapping and route optimization. The final step depends on whether you're creating a Quote or Assessment. **For Quotes:** Fill in the quote details including pricing and service information. See [Creating quotes](#creating-quotes) below. **For Assessments:** The form auto-fills the assessment name based on the property address (e.g., "Assessment for 123 Main St"). You can customize the name if needed. See [Creating assessments](#creating-assessments) below. ## Creating quotes When you select "Quote" in Step 1, the final step shows a quote creation form. Quote details ### Start from a saved service (optional) If you've built a [service catalog](/getting-started/service-catalog), the form starts with a **Service Offering** dropdown. Pick a saved service and Probase fills in the name, description, price, billing type and interval, and service frequency for you — so most quotes are one selection plus a tweak. When your catalog spans more than one trade, the dropdown groups the options under industry headers to make them easier to find. Leave it on **Custom (enter details below)** to type the quote from scratch instead. ### Choose the industry (optional) If your business works in more than one industry, an **Industry** field appears so you can tag which trade the quote is for. Picking a saved service above fills this in automatically from that service; you can still change it. Businesses that work in a single trade won't see this field — Probase fills it in behind the scenes. See [Industries (trades)](/getting-started/industries) for what tagging a quote's trade unlocks. ### Fill in quote details **Service Information:** * **Name** (required) - What service you're providing (e.g., "Weekly Pool Cleaning") * **Description** (optional) - Details about what's included in the service **Pricing:** * **Price** (required) - Amount customer pays per service or per billing period * **Tax Rate** (required) - Tax percentage (e.g., 8.25 for 8.25% tax) **Billing Configuration:** * **Billing Type** - Per Service or Subscription * **Per Service** - Customer billed each time work is completed * **Subscription** - Customer billed on recurring schedule regardless of visits * **Billing Interval** (subscription only) - Weekly, Monthly, or Annual For subscription services, Probase automatically uses the day the quote is accepted (the day the service is created) as the recurring billing day — there's no separate input to fill in. A monthly subscription accepted on the 7th charges on the 7th of each month; weekly subscriptions repeat on that weekday; annual subscriptions repeat on the same day of the year. **Service Frequency:** How often the work is performed * One-time (0 days) * Weekly (7 days) * Bi-weekly (14 days) * Monthly (28 days) **Optional:** * **Valid Until** - Quote expiration date * **Notes** - Any extra context to include on the quote Quote form filled ### Submit the quote After filling in the details, click **Create Quote**. Quote created The quote is created in "Draft" status and you're taken to the quote detail page where you can review, edit, and send it to the customer. See [Managing quotes](/customers/managing-quotes) for details on reviewing, sending, accepting, and declining quotes. ## Creating assessments When you select "Assessment" in Step 1, the final step shows a simpler assessment creation form. Assessment details The assessment name is automatically filled using the property address (e.g., "Assessment for 123 Main St"). You can customize this name if needed. Assessment prefilled The assessment form also asks you to pick a date, time, and **Crew** for the on-site visit. The crew picker only appears when your team has more than one crew — with a single crew, the visit is assigned to it automatically. Probase pre-selects your most recently used crew so the common case is one tap. Crew picker on the assessment details step Crew picker with one option selected ### Submit the assessment Click **Create Assessment** to create: 1. An Assessment service with "Draft" status 2. An appointment for the on-site visit, scheduled for the date and time you entered on the form Assessment created You're redirected to the customer's property page where you can see the newly created assessment service. The assessment visit is always scheduled when you create the assessment — the date, time, and crew are part of the assessment form, so there's no separate scheduling step. ### Complete the assessment After visiting the property and evaluating the work needed: 1. Open the scheduled assessment appointment 2. Click **Complete Assessment** 3. A single-screen form opens where you can: * Enter your assessment notes about what you observed * Click **AI Assist** to automatically generate quote line items, a quote name, and a customer-facing summary from your notes * Add or edit line items manually (name, type, price, duration/quantity, recurring) * Enter a **Name** for the quote (required) — this becomes the title of the resulting job once the customer accepts the quote * Upload photos of the property 4. Click **Complete & Draft Quote** to finish — the assessment is marked complete and a quote is created automatically After completing, you can access the quote at any time directly from the assessment service page — a **View Quote** button appears in the header once a quote exists. See [Completing jobs](/routes/completing-jobs) for detailed instructions on the completion workflow. ## Skip steps when you start from a customer The fastest way to quote a specific customer is to start from their page, which carries their details into the wizard for you: **From a customer page:** Open the customer and tap the **Schedule** button. On the "What would you like to do?" screen, choose **Visit the Property First** — this opens the quote wizard with the customer already pre-filled, so you skip straight to property selection. On the wizard's first step, pick **Create a Quote** or **Schedule an Assessment**. **From a property page:** Start the same **Schedule → Visit the Property First** flow from a property and both the customer and property are pre-filled, taking you directly to the details form. Starting **New Quote** from the Quick Actions menu (FAB) or the sidebar instead opens a blank wizard where you pick the customer and property yourself. ## After creating a quote **For Quotes:** 1. Review the quote details on the quote detail page 2. Send it to the customer for approval 3. Accept or decline based on customer response 4. When accepted, a Job service is automatically created with the first appointment scheduled **For Assessments:** 1. Visit the property on the scheduled date and evaluate the work needed 2. Complete the appointment — a single-screen form lets you document findings, use AI Assist to draft quote line items, and click **Complete & Draft Quote** 3. Access the quote from the assessment service page using the **View Quote** button in the header 4. Review and send the quote to the customer 5. When accepted, a Job service is automatically created Once a quote exists for an assessment service, a **View Quote** button appears at the top of the service detail page so you can navigate directly to it at any time. Assessment service page with View Quote button If no quote has been created yet, a **Create Quote** button appears instead, letting you start the quote wizard directly from the service page. Assessment service page with Create Quote button ## Best practices **Use assessments for uncertainty** - If you can't accurately quote without seeing the property, create an assessment first. This ensures you can provide accurate pricing based on what you observe. **Quotes for known work** - If you know the scope and pricing (e.g., standard services), skip the assessment and create a quote directly to speed up the sales process. **Set valid until dates** - Add expiration dates to quotes to create urgency for customer decisions and protect yourself from pricing changes. **Include detailed descriptions** - Help customers understand exactly what's included in your quote. The more specific you are, the fewer questions they'll have. **Use the Quick Actions menu** - Access quote creation from anywhere in the app using the floating action button (FAB) in the bottom-right corner. ## Next steps * [Managing quotes](/customers/managing-quotes) - Learn about reviewing, sending, accepting, and declining quotes * [Creating jobs](/getting-started/creating-jobs) - Create confirmed work directly without needing quotes * [Managing services](/customers/managing-services) - Understand the difference between jobs and assessments * [Completing jobs](/routes/completing-jobs) - Complete assessment appointments and create quotes # Viewing customer information Source: https://docs.probaseapp.com/customers/customer-history View customer details, services, and billing ## View a customer's profile 1. Go to **Customers** in the sidebar 2. Search for the customer by name, phone, or email 3. Click on their name to open their page Customer profile overview ## What you can see ### Customer details The top card shows your customer's contact details and account status at a glance: * Phone number and email address * Customer status (Lead, Active, Recent, or Inactive) * Current account balance (click to open full billing history) * Card on file (Probase does not store saved cards, so this currently always reads "None") To edit customer information, click the **Edit** button in the top-right corner of the page. The Edit panel is also where you [archive a customer](/customers/archiving-customers) you no longer work with. Use the **Schedule** button next to the customer's name to quickly create a new appointment without navigating away. If a customer has been [archived](/customers/archiving-customers), their profile becomes read-only — the **Edit** and **Schedule** buttons are removed, but you can still review their full history and billing. ### Properties See all properties associated with this customer: * Property addresses * Services active at each property * Property-specific notes Properties section on customer profile When a customer has a single property with notes, those **property notes appear inline** directly on the customer page below the property listing. Tap the **+** button in the Property Notes section to add a note without leaving the customer page. For customers with multiple properties, each property row shows a note count — click through to the property page to view or manage notes. ### Services View all services for this customer: * Active, assessment, and cancelled services * Service details and pricing * Upcoming appointments Once a customer accepts the quote tied to an assessment, that assessment drops out of the services list — the resulting job already represents the same work, so the source assessment is hidden to keep the profile from showing both. Draft, sent, and declined assessments remain in the list. ### Billing Click the balance amount shown in the top card to open the customer's full billing history. A **Billing History** link row also appears below the services section as a second way to reach the same page. Billing section on customer profile See [Customer balances](/billing/customer-balances) for details on managing charges, credits, and payments. ### Notes Customer notes are accessed through the **Edit** modal. Click the **Edit** button on the customer page to open the edit modal, where you can view all notes and add new ones. Notes can include text, formatting, and file attachments. See [Adding notes](/customers/adding-notes) for details on creating and managing notes. ### Recent activity See recent and upcoming appointments for this customer: * Completed appointments (full history, most recent first) * Upcoming scheduled appointments within the next 14 days * Service name and property address for each appointment * Appointment status (Completed, Scheduled, etc.) * Quick access to view appointment details This section helps you quickly see what work has been done recently and what's coming up, without navigating through individual services. Recent activity section # Customer payment portal Source: https://docs.probaseapp.com/customers/customer-portal Give customers access to view their invoices and pay online ## Overview The customer payment portal is a simple, secure page where customers can view their invoices, see all charges, add a tip, and pay online with a credit card. Each customer gets a unique payment link that you can share via text or email. No login is required — customers just open the link. To accept online payments, you'll need to [connect your Stripe account](/billing/stripe-setup) first. Without Stripe, customers can still view their invoices but can't complete payments online. ## How it works 1. You send a payment link to a customer (using the **Send Invoice** button) 2. Customer opens the link (no login required) 3. Customer sees a list of their invoices 4. Customer clicks an invoice to view the full breakdown 5. For eligible invoices, the customer is first shown a **service review page** where they can rate the service and optionally add a tip 6. Customer enters their card details and completes payment (when Stripe is connected) 7. Payment is processed and applied to the invoice automatically ## Send a payment link From the **Money** page, click on an invoice to open it. Or from a customer's profile, find the invoice in the **Invoices** section. Tap **Send Invoice**. This sends the invoice and opens the SMS sharing modal. A pre-filled message is ready with the customer's unique payment link. Either: * Tap **Send SMS** to open your messaging app with the message ready to send (shown when a phone number is on file) * Tap **Copy Message** to copy the message to your clipboard (shown when no phone number is on file) * Tap **Copy** to copy the message — including the payment link — to your clipboard SMS compose modal with payment link The payment link shows real-time data. When you add charges or credits to the customer's account, the balance on the payment page updates automatically. ## What customers see ### Invoice list When customers open their payment link, they see a list of their invoices and service reports. Each entry in the list shows one of the following: **Invoices** (with a dollar amount): * **Unpaid** — balance is outstanding * **Partially paid** — a payment has been made but the full balance is not yet covered (shows the remaining amount owed alongside the original total) * **Paid** — fully settled **Service reports** (no dollar amount): * **Completed** — a \$0 service visit from a subscription service. No payment is required; tapping it shows the service details. They can tap any item to view details and, for invoices, complete payment. If a customer has no invoices or service reports, they see a "You're all set!" confirmation message. Customer invoice list with service report ### Service reports When you complete a subscription service appointment at no charge (for example, a visit included in a flat-rate monthly plan), customers see a **"Service completed"** entry in their portal. Before viewing the service details, customers are shown a quick **"How was your service?"** page where they can rate the experience and optionally add a tip. Tips on service reports work the same way as on invoices — the tip selector only appears once the customer rates, with three percentage presets plus an **Other** option for a custom dollar amount. Service review screen for a completed visit Review filled with stars and tip preset After rating (or if the service isn't eligible for review), they see the full service report: * An **AI-generated service summary** describing the work performed in plain language (when available) * The service name and property address for each appointment * The date of each visit * Photos taken during the job Service report detail The AI summary is written automatically from the notes your crew enters when completing the appointment. It gives customers a clear, readable account of the visit without exposing your internal notes. This gives customers a record of every visit, even when no invoice is generated. ### Checklist Service Report If you use [checklists](/checklists/overview) and mark items to include in the customer summary, those filled-in items appear as a **Service Report** — showing the readings, completed tasks, and even a customer signature (labeled **Signed by customer**) captured on the visit. On the invoice, the Service Report is folded into the **Service Summary** card at the bottom of the page, appearing directly beneath the summary text and after-photos. Checklist service report This gives customers a professional, itemized record of exactly what was done. You control which items appear when you build the checklist — see [The customer Service Report](/checklists/completing-checklists#the-customer-service-report). ### Service review For invoices tied to a completed service appointment, customers are first shown a **"How was your service?"** page before they can pay. This gives them a chance to rate their experience, optionally add a tip, and preview the full invoice they're about to pay. Service review screen with star rating The page is laid out as a single, scrolling experience: 1. **Star rating at the top.** Customers tap 1–5 stars to rate their service. No tip selector is shown until a rating is chosen. 2. **Tip selector (appears after rating).** Once the customer rates, three preset percentage buttons appear — **15%**, **25%**, and **20%** — alongside a full-width **Other** button for a custom dollar amount. Nothing is pre-selected, so customers who don't want to tip simply leave the section untouched. 3. **Balance Due card.** Directly below the tip selector, customers see the same **Balance Due** card they'd see on the payment page — their name and billing address, invoice number and dates, line items, totals, and the balance due. They can preview exactly what they're about to pay before continuing. 4. **Service Summary card.** Below the Balance Due card sits a separate **Service Summary** card (when there's anything to show) — the plain-language summary of the work, any after-photos, and the checklist [Service Report](#checklist-service-report). This card always renders last, beneath the balance and payment area. 5. **Floating "Continue to payment" button.** The CTA sticks to the bottom of the screen on mobile and desktop so it's always within reach. Tip section visible after rating If a customer wants to enter a custom tip amount, they tap **Other** to reveal a dollar-amount input. Other tip selected revealing custom amount input Custom tip amount entered Once the customer taps **Continue to payment**, their rating is saved, the tip (if any) is added as a line item to the invoice, and they're taken to the payment page. The chosen tip carries through to the invoice — they won't be asked to pick a tip again. Invoice on the payment page after a custom tip was added If an invoice is not eligible for review (for example, if the customer has already rated it or already paid), they go directly to the invoice payment page. Non-reviewable invoice goes directly to payment ### Invoice detail and payment When a customer opens an individual invoice, the page is laid out top-to-bottom as: * Your business information (logo, name, address, phone, email, and website — whatever you've configured in Business Profile settings) shown above the cards * A **Balance Due** card with their name and billing address, invoice number and dates (issued, due), all line items with titles and quantity, any carried-forward charges from previous invoices, and the totals (subtotal, tax, any credits applied, total, and balance due) * The **payment form** (when Stripe is connected and a balance is owed) * A separate **Service Summary** card at the bottom (when available) with an AI-generated description of what was done, any after-photos your crew uploaded during job completion, and — when a checklist is set to show on the invoice — the checklist **Service Report** items right below After-photos render as a 3-column grid of thumbnails directly under the summary text. Customers can tap any thumbnail to open the full-size image in a new tab. Line items show the quantity inline (e.g., `QTY: 2`). When a quantity is greater than 1, the unit price is shown below the item name and the total for that line is shown separately — giving customers a transparent breakdown. If the invoice is overdue, the page title shows "Pay past due invoice." The tip the customer picked on the review screen is already applied as a line item on the invoice, so the payment page doesn't ask them to choose a tip a second time — they go straight to entering their card details. ### Payment form When Stripe is connected, customers see a secure payment form where they can enter their credit card details and complete payment. Stripe payment form with tip Stripe payment form without tip The payment form is powered by Stripe and is fully PCI-compliant. Card details are never sent to Probase — they go directly to Stripe's secure servers. ### Communication consent (optional) Customers may be asked to consent to receive text message communications about their account and services. This consent is optional and not required to complete payment. TCPA consent checkbox ### When Stripe isn't connected If you haven't connected Stripe yet, customers will see a message that online payments aren't available. Stripe not connected They can still view their invoices and charges, but they'll need to contact you directly to arrange payment. ## Quote links In addition to payment links, you can also share **quote links** with customers. A quote link lets customers view the full quote details and approve or decline it on their own — no login required. When a quote is in **Sent** status, a customer quote link appears on the quote detail page in Probase. Copy and share that link via text, email, or any other method. Customers can: * Review the quote details and full pricing breakdown — base service, any additional line items, subtotal, tax, and total * Tap **Approve** to accept the quote (the confirmation shows the full total including line items and tax) * Tap **Decline** and select a reason (Too expensive, Found another provider, etc.) If the quote has a valid-until date that has passed, customers see an expiration notice and are prompted to contact you for an updated quote. See [Managing quotes](/customers/managing-quotes) for full details including screenshots of the customer quote experience. ## Best practices * **Send after completing work** — Use the Send Invoice action right after finishing a job to let the customer see their charge and pay * **Follow up on overdue invoices** — Re-share the link when following up on outstanding balances * **Let customers bookmark it** — The link never expires, so customers can return anytime to check their balance # Understanding customer status Source: https://docs.probaseapp.com/customers/customer-status Track customer engagement with automatic status indicators ## What is customer status? Every customer in Probase has an automatic status that shows their current relationship with your business. The status updates automatically based on their services and appointment history, helping you quickly identify which customers are active, need attention, or are potential leads. ## Customer status types Probase assigns one of four status types to each customer: ### Lead (Amber) Potential customers who haven't started service yet. **What it means:** * Customer has no properties, OR * Customer has properties but no services, OR * Customer only has assessment-type services (in any status) — and no active job or recent completed work * Interested in your services but hasn't committed to ongoing work yet **Common scenarios:** * New inquiry that came in through your contact form * Property added but no services set up yet * A quote (assessment) created but not yet accepted into an active job * Customer considering your proposal ### Active (Green) Customers with at least one active service. **What it means:** * Customer has at least one service with "active" status * These are your current paying customers with ongoing services * They have confirmed work, not just quotes **Common scenarios:** * Weekly lawn care customer with an active ongoing service * Pool cleaning customer with active maintenance contract * Any customer with confirmed active work ### Recent (Blue) Customers who had work done recently but no active services. **What it means:** * Customer had a completed appointment within the last 30 days * They don't have any active services currently * Good candidates for follow-up, rebooking, or converting to ongoing service **Common scenarios:** * One-time job that was completed in the past 30 days * Service that was cancelled but work was done recently * Customer who had work done recently but isn't on an active plan ### Inactive (Red) Past customers with no active services and no recent activity. **What it means:** * Past customer who hasn't had work done in over 30 days * Has services in the system but they're all cancelled or completed * Good candidates for win-back campaigns **Common scenarios:** * Seasonal customer who paused service * Cancelled service with no work in over 30 days * Past customer who stopped using your services ## How status is calculated Probase automatically calculates customer status by checking these conditions in order and using the first one that matches: 1. **Lead** - The customer has no properties, or has properties but no services 2. **Active** - The customer has at least one active job 3. **Recent** - The customer has a completed appointment within the last 30 days (but no active job) 4. **Lead** - The customer only has assessment-type services (and no active job or recent completed work) 5. **Inactive** - The customer has services but none of the above apply (no active job, no recent completed work, and no assessment services) Because the checks run in order, a customer with both an assessment service **and** a completed appointment in the last 30 days is shown as **Recent**, not Lead. The status is recalculated automatically whenever: * A customer is created * A service is created, updated, or cancelled * An appointment is completed, rescheduled, or cancelled ## Viewing customer status ### On the customer list When you view your customer list (**Customers** in the sidebar), each customer shows: * Status badge with color indicator (e.g., "Active" with green dot) * Last Job date (when the most recent appointment was completed) * Next Job date (when the next appointment is scheduled) You can filter the customer list by status using the **All Statuses** dropdown. Select one or more statuses to narrow the list — for example, select both **Lead** and **Inactive** to see all customers who aren't currently active. The list updates instantly as you make selections. Clear all selections to return to the full list. Status only applies to active customers. If you've [archived](/customers/archiving-customers) a customer, they're hidden from this list by default and show an **Archived** badge in place of a status when you select the **Archived** option in the status filter. ### On the customer detail page The customer status appears at the top of the customer detail page with the colored badge indicator. ## Status change examples ### Lead → Active When you accept a quote and start service: 1. Customer has a quote (status: Lead) 2. You accept the quote, converting it to an active job and scheduling the first appointment 3. Status automatically changes to Active ### Active → Recent When all active services end: 1. Customer has active services (status: Active) 2. All active services are cancelled or completed 3. If they had an appointment in the last 30 days, status changes to Recent 4. If no recent appointments (>30 days), status changes to Inactive ### Recent → Inactive When a recent customer hasn't had work done in over 30 days: 1. Customer had a one-time job completed 28 days ago (status: Recent) 2. Time passes and it's been 31 days since the appointment 3. Status automatically changes to Inactive on next recalculation ## Using status to manage your business ### Focus on leads Filter by "Lead" status to see all pending quotes and follow up with potential customers. Leads who reached out through your [contact form](/customers/contact-form) also land here automatically, ready for you to follow up. ### Check on inactive customers Filter by "Inactive" to find past customers who might need service again. Reach out to see if they're ready to resume work. ### Monitor active customers Filter by "Active" to see your current customer base and ensure all active services have appointments scheduled. ### Follow up with recent customers Filter by "Recent" to find customers who just had work done. Perfect for requesting reviews, offering additional services, or checking satisfaction. ## Last and next job dates In addition to status, Probase tracks: * **Last Job date** - Timestamp of the most recent completed appointment for this customer * **Next Job date** - Timestamp of the next scheduled appointment for this customer These dates appear on the customer list and help you see: * When you last visited the customer * When you're scheduled to visit next * Customers who haven't been visited recently * Upcoming appointments requiring preparation The dates are displayed in a short format like "Feb 4" or "Feb 12" for easy scanning. ## Next steps * [View customer information](/customers/customer-history) to see full details and history * [Add new customers](/customers/adding-customers) to your business * [Create jobs](/getting-started/creating-jobs) to set up services for customers * [Manage your service catalog](/getting-started/service-catalog) to create assessment and job templates # Importing customers in bulk Source: https://docs.probaseapp.com/customers/importing-customers Use AI to import your existing customer list from any file format ## What is the customer import wizard? If you're switching to Probase from another app — or have an existing customer list in a spreadsheet, PDF, or other document — you can import all of it at once using the customer import wizard. Probase uses AI to read your files and extract customer names, contact details, property addresses, services, and upcoming appointments automatically. The import wizard can read almost any format: spreadsheets (CSV), text files, PDFs, word-processor exports, and even photos of handwritten lists or printed documents (JPG, PNG, GIF, WEBP). ## How to import customers There are several ways to reach the import wizard: * **From the Customers page** — tap the **Import customers** button in the page header, next to **Add customer**. * **From your HomeBase dashboard** — use the **Import customers** card near the top of the dashboard. This card is aimed at getting you set up, so it disappears once you have four or more customers — after that, use the Customers page button or Account Settings instead. * **From Account Settings** — open the **Bulk data** card in your settings and tap **Import customers**. Import customers card on the HomeBase dashboard Any of these opens the **Imports** page, which shows all of your past and in-progress imports. Tap **New Import** to start a fresh one. While an import is running, you can also reach it from the **"Add your first customer — We're processing your file"** step on your HomeBase dashboard. The **Import customers** button, dashboard card, and **Bulk data** card are rolling out gradually. If you don't see them yet, you can still open the imports page directly at **/customers/imports**. Drag and drop your files onto the upload area, or click to browse and select them. You can add several files to one import — select or drop them one at a time and they'll stack up in the list before you process them (for example, a CSV with customer names plus a PDF with their addresses). Supported formats: * **Spreadsheets**: CSV * **Documents**: TXT, PDF, XML * **Images**: JPG, PNG, GIF, WEBP (useful for photos of printed lists) Each file can be up to 20 MB. To remove a file before processing, tap the **×** next to it. A note on the upload screen sets expectations for big lists: large files are read by AI in batches of about 100 rows, taking roughly **3 minutes per batch**, so a large list can take several minutes. You can leave the page and come back — Probase keeps working in the background. Click **Process Files** to send your files to Probase's AI. The wizard submits the job for processing and immediately shows a live progress screen — no need to do anything else. Processing moves through four stages automatically: 1. **Extracting** — Reading the contents of your uploaded files 2. **Analyzing** — AI identifies customers, addresses, services, and appointments. For larger lists, this stage shows a running percentage (e.g. *"Analyzing content with AI (75%)"*) so you can see it working through your data rather than sitting on a single spinner 3. **Creating** — Organizing the extracted data into records 4. **Detecting duplicates** — Comparing against your existing customers to avoid creating duplicates The progress screen updates every few seconds on its own. It also shows an **estimated time remaining** (for example, *"Estimated time remaining: about 6 minutes"*) so a large import doesn't read as stuck — this is based on roughly 3 minutes per batch of about 100 rows. You don't have to keep the page open: you can leave and come back, and Probase keeps processing in the background. **Large lists are handled automatically.** If you're importing a long customer list, Probase splits it into smaller pieces and reads several of them at the same time. This keeps big imports both fast and reliable — even lists with hundreds of customers come through without the import failing. Very large lists simply take a little longer to finish. If one piece of a large list can't be read, the rest still comes through — you'll get everything that could be processed, ready to review. If you close the page while processing is running, you can come back to it at any time. Open the **Imports** page and tap the import card to pick up where you left off. While processing is active, your HomeBase dashboard also shows a **"Add your first customer — We're processing your file"** reminder that links straight back to it. Once processing is complete, the wizard shows you everything it found. **Heads-up warnings.** If the AI noticed anything worth a second look while reading your files — a missing email address, two customers that seem to share a phone number, an address it wasn't sure about — it lists these at the top of the review screen in a yellow **"Heads up — review these before importing"** box. The number in the heading tells you how many notes there are, and you can collapse the box by tapping its heading once you've read through them. Nothing here blocks the import; it's just a checklist of things to confirm or fix before you create the records. Import review screen with heads-up warnings Records are organized in a tree: * **Customer** (top level) * **Property** (the customer's address) * **Service** (a service at that property) * **Appointment** (a scheduled visit for that service) Each record has a checkbox. By default, all new records are checked for import. Records that appear to be **duplicates** of existing customers or properties are unchecked automatically — review these carefully to decide if they should be imported or skipped. **Actions you can take:** * **Check or uncheck individual records** to include or exclude them * **Select All** — selects all records except those flagged as potential duplicates. If any duplicates were skipped, a warning appears showing the count. To import a duplicate anyway, check it individually. * **Deselect All** — unchecks every record, including duplicates * **Edit a record's details** inline — click on any field to correct a name, address, or other detail before importing **Captured notes.** While reading your files, the AI often finds useful details that don't fit a standard field — gate codes, access instructions, a second phone number or email, or a secondary contact. Instead of dropping that information, it places it in a **Notes** field on the customer or property. You'll see it in an editable text box on the review screen, where you can adjust or clear it before importing. Anything left in the Notes field is saved as a note on that customer or property (attributed to you) once the import completes, so it's there when you open the record later. Approving or skipping a parent record affects its children. If you uncheck a customer, all their properties, services, and appointments are also skipped. If you check a customer back in, their children are re-checked too. **Long lists are split into pages.** If your import contains a lot of customers, the review screen shows 50 at a time with **Previous** and **Next** controls at the bottom. Use them to move through your list page by page. Import review screen, first page Import review screen, second page The counter at the bottom — for example *"0 of 55 records selected"* — always reflects your **entire** import, not just the page you're viewing. **Select All** and **Deselect All** likewise apply to every record across all pages, so you don't have to visit each page to include or exclude everything, and your checkbox choices are remembered as you move between pages. Each record keeps its own checkbox state — checking a record on one page never carries that tick over to a different record when you flip to the next page. Import review screen showing per-record checkbox state preserved across pages When you're happy with the selections, click **Import Selected**. Probase creates all the approved records in your account. While the records are being created, the wizard shows a **"Creating records..."** progress screen that updates on its own — no need to do anything. For a large import this creation happens in the background, so even very long lists finish reliably without you having to keep the page open. When it's done, the wizard moves to the summary automatically. The final screen shows a summary: * **Created** — how many records were added * **Skipped** — how many you chose not to import * **Errors** — any records that couldn't be created (rare) Click **View Customers** to see your newly imported customer list. ## Viewing past imports The **Imports** page keeps a record of every import you've run. Each card shows: * The file name (and how many files were uploaded if more than one) * When the import was started * The current status and a summary (e.g. "12 records imported" or "5 records awaiting review") **Status badges:** * **Completed** — the import finished successfully * **Reviewing** — processing is done and records are waiting for your review; tap the card to continue * **Processing** — files are still being analyzed by AI * **Failed** — something went wrong; the card shows the error message Tap any card to open that import and continue from where you left off. ## Tips for best results **Clean up your file first.** The AI works well with messy data, but the cleaner your file, the more accurate the results. If your spreadsheet has a header row, keep it — it helps the AI understand what each column means. **Include column headers in spreadsheets.** A CSV with headers like `First Name`, `Last Name`, `Email`, `Phone`, `Address` will extract more accurately than one with unnamed columns. **Upload multiple files together.** If your customer data is spread across several files, upload them all in one batch. The AI reads them together and can match information across files. **Review duplicates carefully.** The wizard automatically flags records that look like existing customers or properties in your account. Double-check these before importing to avoid creating duplicate records. **You can always edit after importing.** If something is extracted incorrectly, you can edit the customer, property, or service after the import completes. No need to get everything perfect in the review step. ## What gets imported The import wizard can extract and create the following: | Record type | Fields imported | | ----------- | ------------------------------------------- | | Customer | First name, last name, email, phone, notes | | Property | Address, city, state, ZIP code, notes | | Service | Name, price, billing type, service interval | | Appointment | Date and time | Any extra details the AI captures for a customer or property — gate codes, access instructions, a secondary contact — are saved as a **note** on that record, which you can review and edit on the import review screen first. Not every file will contain all record types. If your spreadsheet only has customer names and addresses, only customers and properties will be created — that's fine. ## If the import fails Probase only reports a failure when it can't read any customer data at all — for example, an empty file or one it can't open. When that happens, the wizard shows an error message with details. Click **Back to Customers** to return to your customer list, then start a new import from the **Imports** page (tap **New Import**) to try with a different file or format. If your file was only partly readable, the import doesn't fail — Probase brings through everything it could read and takes you to the review screen with those records, so you never lose the customers it did find. If you continue to have trouble, [contact support](/support/contact-support) and we can help you get your data imported. # Managing quotes Source: https://docs.probaseapp.com/customers/managing-quotes Send formal quotes to customers for review and approval ## What are quotes? Quotes are formal pricing proposals that you send to customers for review and approval. They include all service details, pricing, and scheduling information. Quotes have their own workflow with statuses (Draft, Sent, Accepted, Declined) that help you track the sales process. When a quote is accepted, it automatically converts to an active Job service. If a start date was included, the first appointment is scheduled automatically as well. **Use quotes for:** * New customer inquiries where you know the pricing * Standard services where you can quote without a site visit * Formal quotes that need customer approval before starting work * Creating a paper trail of customer acceptance **For work requiring on-site evaluation first**, create an Assessment service, complete the assessment visit, and create a quote during the completion form. See [Creating quotes and assessments](/customers/creating-quotes). **For confirmed work**, you can create a Job directly from the Quick Actions menu without the quote workflow. See [Creating jobs](/getting-started/creating-jobs). ## Two ways to create quotes ### Method 1: Create a quote directly Use this when you can provide accurate pricing without visiting the property: 1. Click **New Quote** from the Quick Actions menu (FAB) or the sidebar — or start from a customer's **Schedule → Visit the Property First** flow to carry their details in (see [Skip steps when you start from a customer](/customers/creating-quotes#skip-steps-when-you-start-from-a-customer)) 2. Select **Create a Quote** as what you want to create 3. Choose or create the customer (skip if you started from a customer) 4. Choose or create the property (skip if you started from a property) 5. Fill in quote details (pricing, service information, scheduling) 6. Click **Create Quote** The quote is created in "Draft" status and you're taken to the quote detail page where you can review and send it. See [Creating quotes and assessments](/customers/creating-quotes) for detailed step-by-step instructions. ### Method 2: Create a quote after an assessment Use this when you need to visit the property before providing accurate pricing: 1. Create an Assessment service for the customer (see [Creating quotes and assessments](/customers/creating-quotes)) 2. Schedule and complete the assessment appointment 3. When completing, a single-screen form lets you enter your assessment notes, optionally run **AI Assist** to draft quote line items from your notes, review and adjust those items, and upload photos 4. Click **Complete & Draft Quote** The quote is created in "Draft" status, linked to the assessment for reference, and you're redirected to the quote detail page. Photos uploaded during the assessment are automatically copied to the quote as well. This workflow ensures your quote is based on actual site conditions you observed during the assessment visit. ## Reviewing and sending quotes When a quote is created, it starts in "Draft" status. The quote won't be visible to customers yet. ### View open quotes To see all quotes in Draft or Sent status that need your attention: 1. Go to **HomeBase** (the main dashboard) 2. In the **Action needed** section, tap the **Open quotes** action item 3. The **Open Quotes** page lists all Draft and Sent quotes 4. Search by name, customer name, or address using the search bar 5. Tap any quote to open its detail page Quotes list The list shows the quote name, customer, property address, and status badge. Search results Quote detail The Open Quotes page shows only **Draft** and **Sent** quotes — the ones actively needing follow-up. Accepted and declined quotes are accessible from the service detail page of the linked assessment or job. ### Send a quote To send a quote to a customer: 1. Click on the quote to open the details page 2. Review all information for accuracy: * Service details and description * Pricing and billing configuration * Proposed start date and duration * Valid until date (expiration) 3. Click **Send Quote** to change the status to "Sent" Draft quote review An SMS compose modal opens immediately with a pre-filled message containing the customer's unique quote link. You can: * **Send SMS** — Opens your device's messaging app with the message ready to send (shown when a phone number is on file) * **Copy Message** — Copies the message to your clipboard (shown when no phone number is on file) * **Copy** — Copies the message, including the quote link, to your clipboard SMS compose modal with quote link Once sent, the quote status changes to "Sent" and you can: * **Share Quote** — Re-opens the SMS modal to share the link again at any time * **Accept** the quote on behalf of the customer * **Decline** the quote if the customer rejects it * **Edit** the quote to make changes (status stays "Sent") Quote sent ## Sharing the quote link with your customer When you click **Send Quote**, the SMS compose modal opens automatically with a pre-filled message and the customer's unique quote link. Share this link with your customer — no login required — so they can review the quote and respond on their own time. For quotes that have already been sent, click the **Share Quote** button on the quote detail page to re-open the SMS compose modal. The customer quote link is only available after you send the quote. It is not available for drafts. ### What customers see When a customer opens the link, they see: * Your business name and contact information * Their name and property address * Quote date and valid-until date * Service details and full pricing breakdown: * The base service with quantity and price * Any additional line items (services or materials) with quantities and prices * **Total** — the combined subtotal of all items * **Tax** and **Total with tax** — shown when a tax rate is set * Assessment notes and photos (if the quote came from a completed assessment) Customer view of a sent quote ### Customer can approve the quote The customer taps **Approve**, then confirms the total price (including all line items and tax) in a confirmation prompt. Approve confirmation modal After confirming, the customer sees a "Quote Approved!" message, and the quote status in Probase updates to **Accepted**. A new job service is created automatically. Open the quote in Probase and click **View Job** to access it, then schedule the first appointment from the service page — see [Creating appointments](/scheduling/creating-appointments). Quote approved state shown to customer ### Customer can decline the quote The customer taps **Decline**, selects a reason, then confirms. Available reasons: * Too expensive * Found another provider * No longer need the service * Timing does not work * Other Decline modal with reason selection After confirming, the customer sees a "Quote Declined" message and the quote status in Probase updates to **Declined**. Declined state shown to customer ### Expired quotes If the quote's **Valid Until** date has passed, customers see an expiration notice instead of the approve/decline buttons. The page prompts them to contact you for an updated quote. Expired quote notice ## Accepting quotes When a customer agrees to your quote (either verbally, via email, or through another method): 1. Open the quote details page 2. Click **Accept** 3. Fill in scheduling information: * **Start date** for the first appointment (required) * **Estimated duration** — choose from preset options (30 minutes up to a full day) Sent quote Accept form Scheduling filled 4. Click **Accept & Schedule** What happens when you accept a quote: * The quote status changes to "Accepted" with a timestamp * A new **Job service** is created with all the quote details (pricing, billing, frequency) * The first appointment is **automatically scheduled** for the date you selected * You're redirected to the new job's service details page * The quote remains linked to the job for reference Job created The job is created with "Active" status and is ready for your crew to work on. ## Declining quotes If a customer declines your quote or decides not to move forward: 1. Open the quote details page 2. Click **Decline** 3. The quote status changes to "Declined" with a timestamp Sent quote Quote declined Declined quotes: * Remain viewable in your quotes list for historical reference * Cannot be edited or sent again * Do not create any job services * Help you track your quote-to-close ratio ## Editing quotes You can edit quotes that are in "Draft" or "Sent" status: 1. Open the quote details page 2. Click the **Edit** button in the page header Quote before editing 3. A full-screen edit modal opens with several sections: Edit quote modal **Service Details** — Update the quote name, description, and service frequency (one-time, weekly, bi-weekly, or monthly). **Scheduling** — Set the proposed start date for when work could begin. **Terms** — Set the valid until date (quote expiration). **Pricing** — The current pricing is displayed in a card showing the service price, billing cycle (e.g., "billed per service" or "billed weekly"), tax rate, and estimated duration. Click the **Edit** button on the pricing card to open the pricing editor, where you can update: * Billing Type (Per Service or Subscription) * Billing Interval (subscription only) — the recurring billing day is set automatically from the day the quote is accepted, so there's no separate input * Price and Tax Rate * Estimated Duration Click **Save** to save the quote. This saves your entire quote edit (not just the pricing) and closes the Edit Quote modal — it's the same as clicking **Save Changes** at the bottom of the modal. Pricing editor with updated price Pricing saved and reflected on the card **Line Items** — Add extra charges for additional work or materials included in the quote. See [Adding line items to a quote](#adding-line-items-to-a-quote) below. Edit quote modal showing pricing card and line items 4. Click **Save Changes** to save your edits. The changes are saved immediately and reflected on the quote detail page. Once a quote is accepted or declined, it cannot be edited. The quote becomes a historical record of what was agreed upon or rejected. If you need to make changes to a sent quote after discussing with the customer, edit it and the status will remain "Sent" so you can continue the conversation. Sent quote being edited Sent quote after saving changes Once a quote is accepted or declined, the **Edit** button disappears entirely. Accepted quote with no edit button ## Adding line items to a quote Line items let you add extra charges to a quote beyond the base service price. Use them when you need to include specific additional services or materials — for example, "Algae Treatment" or "Filter Cartridge." Line items appear on the quote card when you send it to the customer, giving them a clear breakdown of everything included. **Two types of line items:** * **Service** — Additional labor or work included in the quote (e.g., "Filter Clean", "Algae Treatment"). You can optionally set a duration in minutes. * **Material** — Parts, supplies, or products included (e.g., "Chlorine Tablets", "Filter Cartridge"). You set a quantity for materials. Line items can only be added, edited, or deleted while the quote is in **Draft** or **Sent** status. Once the quote is accepted or declined, all items become read-only. ### Add a line item From the quote detail page, click the **Edit** button. Scroll to the **Pricing** section to see any existing line items and the **Add line item** button. Edit modal with no line items yet Tap **Add line item**. A modal opens asking what type of item you're adding. * **Service** — For additional work or labor * **Material** — For parts, supplies, or products Type selection step Fill in the item details specific to the type you selected. **For Service items:** * **Service Name** — What the additional service is (e.g., "Filter Clean") * **Duration** — How many minutes this takes (optional) * **Price** — What you charge for it * **Make recurring** — Check this to carry the item forward to future appointments automatically. Only has an effect for recurring services (weekly, bi-weekly, or monthly) — items marked recurring will continue appearing on future appointments. **For Material items:** * **Material** — Name of the product or part (e.g., "Chlorine Tablets") * **Quantity** — How many units * **Price** — Price per unit * **Make recurring** — Check this to carry the item forward to future appointments automatically. Only has an effect for recurring services (weekly, bi-weekly, or monthly) — items marked recurring will continue appearing on future appointments. Service item form filled Tap **Save**. The item appears in the list immediately. Service item added to quote ### Edit a line item Tap **Edit** on any line item card to update its details. When editing, you can also switch the item type between Service and Material using the Type dropdown. Edit modal with existing item Edit form with updated fields Item after editing ### Delete a line item Tap **Delete** on any line item card to remove it. Confirm the deletion when prompted. After item deleted ### How line items carry over when a quote is accepted When you accept a quote (or a customer accepts it), all line items automatically carry over to the first appointment on the new job. If no start date was set at the time of acceptance, line items are still copied automatically when you schedule the first appointment from the service page. Items marked **Make recurring** will continue to appear on future appointments as well. This means you don't need to re-enter standard add-ons for every visit. Quote with line items Job created with line items carried over ## Quote statuses Quotes move through these statuses: | Status | Description | | ------------ | --------------------------------------------------------------------------------------------------------------- | | **Draft** | Created but not sent to customer yet. Can be edited or sent. | | **Sent** | Sent to customer for review. Awaiting acceptance or decline. Can still be edited. | | **Accepted** | Customer accepted the quote. A job service was created. First appointment is scheduled if a start date was set. | | **Declined** | Customer declined the quote. No service was created. | ## Understanding quote workflow Quotes move through a clear workflow to help you track the sales process: ### Quote lifecycle ``` Draft → Sent → Accepted (creates Job) ↘ Declined ``` **Draft** * Initial status when created * Quote is being prepared and reviewed * Not visible to customers * Can be edited or deleted * Can be sent to customer **Sent** * Quote has been shared with the customer * Awaiting customer decision * Can still be edited (useful for negotiation) * Can be accepted or declined **Accepted** * Customer agreed to the quote * Creates a Job service; first appointment is scheduled if a start date was set * Cannot be edited (historical record) * Linked to the created job for reference **Declined** * Customer rejected the quote * No job service is created * Cannot be edited (historical record) * Helps track quote-to-close metrics ## Best practices **Be detailed in descriptions** - Include what's included in the service, frequency, and any important details customers need to know. **Set valid until dates** - Add an expiration date for time-sensitive quotes to create urgency. **Use proposed start dates** - Suggest when work can begin to help customers plan. **Track reasons for declines** - Note why customers decline to improve future quotes. **Review before sending** - Double-check all details while the quote is in "Draft" status. ## Next steps * [Creating quotes and assessments](/customers/creating-quotes) - Detailed guide to the quote creation wizard * [Managing services](/customers/managing-services) - Understand jobs and assessments * [Creating appointments](/scheduling/creating-appointments) - Schedule work * [Customer status](/customers/customer-status) - How quotes affect customer status # Customer properties & addresses Source: https://docs.probaseapp.com/customers/properties-and-addresses Manage property locations ## Add a property Go to **Customers** and click on the customer's name. Find the **Properties** section and click the **Add property** button in the section header. Properties section with Add property button Fill in the property address: * **Address line 1** — Start typing the street address and suggestions will appear. Select one to auto-fill the city, state, and postcode fields automatically. * **Address line 2** (optional — apartment, suite, etc.) * **City**, **State**, **Postcode** — Filled in automatically when you select an address suggestion, or enter manually Add property form Check the **Set as billing address** box if you want this property address to appear as the billing address on the customer's invoices. This is useful when the service address and billing address are the same. The billing address can also be added or changed any time by editing the customer directly. See [Adding new customers](/customers/adding-customers) for how to update billing address through the customer edit form. Click **Save Property**. The system will automatically geocode the address for mapping and routing. ## View property location on map Properties are automatically geocoded when created or updated. The property page shows a map with the property location pinned. To verify the location is correct: 1. Click on the property from the customer's page 2. View the map on the property details page 3. If the location is wrong, edit the address and save again ## View property service records Tap the **Service Records** button in the map section of the property page to open that property's full service history across all services: * Observations, measurements, materials, and service records * Searchable by content, service name, or entry details * Ordered by most recent first * Click any entry to view the associated service This provides a complete service history for the property in one place. See [Service records](/routes/service-records) for details. ## Add property notes To add notes about a property (gate codes, access instructions, hazards): **Adding the first note:** 1. Go to the property page 2. Click the **Edit** button 3. In the edit modal, click **Add Property Note** 4. Enter your notes in the rich text editor 5. Optionally attach photos or documents 6. Click **Save** **Adding more notes (when notes already exist):** Once a property has at least one note, a Notes section is visible directly on the property page. Click the **+** button in the Notes section header to add another note. See [Adding notes](/customers/adding-notes) for more details on the notes system. ## Add multiple properties 1. On the customer's page, click **Add property** again 2. Enter the second property address 3. Repeat for each additional property ## Edit property information Navigate to **Customers** > click the customer name > click the property address. Click the **Edit** button on the property details page. Make your changes to the address fields. You can also check **Set as billing address** to use this property address as the billing address on the customer's invoices. Click **Save**. The property will be re-geocoded with the updated address. # Adding your crews Source: https://docs.probaseapp.com/getting-started/adding-crews Set up work crews ## Create a crew 1. Click **Crews** in the main menu 2. Click **Create crew** 3. Enter a **Crew name** 4. Choose a **Crew color** 5. Add the crew leader's **Phone number** (optional) 6. Enter the **Start address** 7. If the crew ends at a different location, check **Different end location** and enter the **End address** 8. Click **Create crew** ## Assign team members to crews 1. Go to **Settings** > **Team members** 2. Click on a team member's name 3. Select their **Assigned crew** 4. Click **Save** ## Edit crew information 1. Go to **Crews** 2. Click on the crew name 3. Make your changes 4. Click **Save changes** # Creating jobs Source: https://docs.probaseapp.com/getting-started/creating-jobs Create confirmed work with a multi-step wizard for customers, properties, and services ## What is a job? A "job" in Probase is confirmed work that's ready to schedule and perform. Jobs are created through a guided multi-step wizard that helps you: * Select or create a customer * Select or create a property address * Configure service details (pricing, billing, frequency) * Set the start date so the visit schedule is created automatically **Jobs vs Quotes and Assessments:** Jobs are for confirmed work where you're ready to start immediately. If you need customer approval first, use the quote wizard to create a Quote. If you need to visit the property to evaluate needs first, create an Assessment. See [Creating quotes and assessments](/customers/creating-quotes). ## When to use job creation Use the job creation wizard when: * **Confirmed work** - Customer has already agreed to the service and pricing * **Quick setup** - You want to go from "new customer" to "scheduled appointment" in one flow * **No approval needed** - Work doesn't require a formal quote or on-site assessment first * **Standard services** - You know the pricing and scope upfront without needing a site visit ## How to create a job The job creation wizard guides you through a simple multi-step process: Click **New Job** from the dashboard, Quick Actions menu (bottom-right floating button), or from a customer/property page. If you access the wizard from a customer or property page, those steps will be pre-filled and skipped, making the process even faster. The wizard asks what you want to do: * **Schedule a Job** - Create confirmed work ready to perform * **Visit the Property First** - Redirects to the quote creation wizard to create an Assessment Intent step Select **Schedule a Job** to continue with job creation. If you select "Visit the Property First", you'll be redirected to create an Assessment service instead. See [Creating quotes and assessments](/customers/creating-quotes) for that workflow. Redirected to quote wizard Choose an existing customer or create a new one (skip this step if you came from a customer page). The customer step shows your full customer list in alphabetical order. The header is sticky as you scroll, so the **Back** button, **New customer** button, and search bar stay reachable. Customer step **To select an existing customer:** 1. Scroll through the **All Customers** list — more customers load automatically as you reach the bottom 2. Or type into the search box to filter by name, email, phone, or address 3. Tap the customer to select them **To create a new customer:** 1. Tap **+ New customer** in the top-right of the header 2. Fill in their information: * First Name (required) * Last Name (required) * Email (optional, but helpful for payment links) * Phone (optional, but helpful for notifications) 3. Click **Add Customer** New customer form New customer filled The wizard automatically moves to the next step after you select or create a customer. Property step after selecting customer Choose which property address the work is for, or create a new one (skip this step if you came from a property page). Property step **To select an existing property:** * Click on any of the customer's properties shown in the list **To create a new property:** 1. Click **New Property** 2. Fill in the address: * **Address Line 1** (required) — Start typing and address suggestions will appear. Select one to auto-fill the city, state, and postcode fields automatically. * **Address Line 2** (optional) — Apartment, suite, or unit number * **City**, **State**, **Postcode** — Filled in automatically when you select an address suggestion, or enter manually 3. Click **Add Property** New property form New property filled The property address is automatically geocoded for accurate mapping and route optimization. Fill in the job details: Job details **Service Information:** * **Service Name** (required) - What you're doing (e.g., "Weekly Pool Cleaning"). If you've built a [service catalog](/getting-started/service-catalog), a saved-service dropdown lets you pick a service and have the name, description, price, and billing details filled in for you. When your catalog spans more than one trade, the dropdown groups the options under industry headers so they're easier to find. * **Description** (optional) - Details about what's included * **Industry** (optional) - The trade this job belongs to, such as Pool or Lawn. If you pick a service from your catalog, the industry is filled in for you from that service. This field only appears if you've set up more than one trade; if you only do one trade, ProBase fills it in automatically and keeps the field out of your way. See [Industries (trades)](/getting-started/industries) for what tagging a job's trade unlocks. **Pricing:** * **Price** (required) - What the customer pays per service or per billing period * **Tax Rate** (required) - Tax percentage (e.g., 8.25 for 8.25% tax) **Billing Configuration:** * **Billing Type** - Per Service or Subscription * **Per Service** - Customer billed each time work is completed * **Subscription** - Customer billed on recurring schedule regardless of visits * **Billing Interval** (subscription only) - Weekly, Monthly, or Annual For subscription services, Probase automatically uses the day you create the service as the recurring billing day — there's no extra input to fill in. If you create a monthly subscription on the 7th, future charges land on the 7th of each month; weekly subscriptions repeat on that weekday; annual subscriptions repeat on the same day of the year. **Service Frequency:** * **Service Frequency** - How often work is performed * One-time (0 days) * Weekly (7 days) * Bi-weekly (14 days) * Monthly (28 days) **Schedule:** * **Start Date** (required) — When the first visit happens. Defaults to tomorrow; pick any date today or later. * **End Date** (optional, recurring services only) — When the recurring schedule should stop. Leave it blank to run for one year from the start date. Job details with schedule fields Jobs are created with "Active" status, meaning they're ready to perform immediately. See [Understanding billing types](/billing/one-time-vs-subscription) for details on per-service vs subscription billing. Click **Create Job** to save everything. Job created You're redirected to the service details page where you can see the new job and its appointments. For **recurring services**, Probase pre-schedules the entire chain of future visits at once — from your start date through the end date (or one year out if you left it blank). For **one-time services**, a single appointment is created on the start date. See [How recurring visits are scheduled](/scheduling/future-visits) to learn how the visit chain works. New appointments don't have a crew assigned yet (on single-crew teams they're assigned to your only crew automatically). Assign crews from the appointment detail page, the [Jobs without assigned crew](/scheduling/jobs-without-assigned-crew) list, or the calendar — and you can apply a crew to every future visit at once. ## Quick job creation shortcuts The wizard skips steps automatically when you already have context: **From a customer page:** Clicking **New Job** from a customer's page automatically pre-fills the customer and skips the customer selection step, jumping directly to property selection. **From a property page:** Clicking **New Job** from a property's page automatically pre-fills both the customer and property, skipping those steps and taking you directly to the job details form. These shortcuts happen automatically — no extra steps required. ## Billing type options When creating a job, you'll choose how the customer is billed: ### Per Service billing * Customer is charged each time an appointment is completed * Best for one-time jobs or pay-per-visit arrangements * Billing line items are created automatically after appointment completion ### Subscription billing * Customer pays a flat rate on a schedule (weekly, monthly, or annual) * Best for recurring flat-rate plans * Choose the billing interval — the billing day is set automatically from the date you create the service * Billing charges are created **automatically** on each upcoming billing date — Probase shows you the upcoming billing dates in the service details See [Per-Service vs Subscription billing](/billing/one-time-vs-subscription) for a detailed comparison. ## What happens after creating a job After you click **Create Job**, Probase automatically: 1. **Creates the customer** (if new) - Adds them to your customer list with all contact information 2. **Creates the property** (if new) - Links it to the customer with the full address 3. **Geocodes the property** - Places it on the map for accurate route planning and directions 4. **Creates the job service** - Sets up the job with "Active" status and all billing details 5. **Syncs with Stripe** (if connected) - Creates the customer in Stripe for payment processing 6. **Schedules the visits** - Creates the appointment on your start date and, for recurring services, pre-schedules the whole future chain through the end date (or one year out) 7. **Optimizes routes** (if enabled and a crew is assigned) - Automatically reorders the crew's appointments for efficiency You're redirected to the service details page where you can: * View all job details and appointments * Assign crews and adjust the schedule * Add notes or photos to the service * Complete appointments and add service records * Share payment links with the customer for billing ## Choosing between Jobs, Quotes, and Assessments **Create a Job when:** * Work is confirmed and doesn't need approval * You know the pricing and scope * Customer has already agreed to the service * You're ready to schedule and start immediately **Create a Quote when:** * You can quote without visiting the property first * Work needs customer approval before starting * You want a formal acceptance workflow * See [Creating quotes and assessments](/customers/creating-quotes) **Create an Assessment when:** * You need to visit the property before providing accurate pricing * The scope is uncertain and needs evaluation * You'll create a quote after the site visit * See [Creating quotes and assessments](/customers/creating-quotes) The workflow: Assessment → Quote → Job. But if work is already confirmed, skip straight to Job creation. ## Next steps After creating jobs: * [View your schedule](/scheduling/weekly-schedule) to see all appointments * [Optimize routes](/routes/optimizing-routes) for efficient daily schedules * [Complete appointments](/routes/completing-jobs) and track service records * [Send payment links](/billing/sending-payment-links) to collect payment # Creating your account Source: https://docs.probaseapp.com/getting-started/creating-your-account Set up your Probase account ## Sign up 1. Go to your Probase signup page 2. Enter your business email address 3. Create a password 4. Click **Create account** ## Set up your business profile 1. Enter your business name 2. Add your business phone number 3. Enter your business address 4. Select your time zone 5. Click **Save** ## Verify your email 1. Check your email inbox for a verification message 2. Click the verification link ## Invite team members 1. Click **Settings** in the main menu 2. Select **Team members** 3. Click **Invite team member** 4. Enter their email address 5. Choose their role (Admin or Crew member) 6. Click **Send invitation** # HomeBase Source: https://docs.probaseapp.com/getting-started/homebase Your daily command center for field work ## Overview HomeBase is the main dashboard you see after logging in. It gives you a quick snapshot of the day's work so you can jump right in. HomeBase dashboard with today's progress On your phone, the Probase **hex P** mark sits in the top header on every page — tap it to jump back to HomeBase from anywhere in the app. Open the side navigation drawer (tap the menu icon in the top header) and the full **ProBase** wordmark appears at the bottom so you always know which app you're in. Phone dashboard with the Probase hex P in the top header Side navigation drawer with the Probase wordmark at the bottom ## Today's Stops At the top of HomeBase, the **Today's Stops** card shows your progress for the current day: * **Count** — How many stops are completed versus the total scheduled (e.g., "1 of 3 stops completed") * **Progress bar** — A visual bar that fills as you complete stops * **Next Stop** — A link to the next scheduled appointment so you can navigate there in one tap Next stop detail page The card updates automatically as you complete, reschedule, or cancel appointments throughout the day. ### No stops scheduled If there are no appointments scheduled for today, the card shows a simple message: > No stops scheduled for today. No stops today ### All done for the day Once all of today's stops are completed, the **Next Stop** section shows "All done for today!" so you can see at a glance that the day's work is finished. ## Get started checklist HomeBase shows a **Get started** checklist to help you finish setting up your account. It's a short list of setup steps with a progress bar at the top showing how far you've come (e.g., "2 of 6 complete"). Each step gets a checkmark as you finish it, so you can track your progress at a glance. Get started checklist on the dashboard The steps are: 1. **Create your ProBase account** — Already done by the time you log in, so it starts checked off 2. **Price your services** — Add what you charge for each job. Tap it to open your service catalog 3. **Add your first customer** — Opens the Add Customer form right away so you can enter a customer in about 30 seconds 4. **Schedule your first job** — Put a customer on the calendar. Tap it to start a new job 5. **Get paid faster** — Connect Stripe so customers can pay invoices right from their phone 6. **Set your home address** — Used for route planning. Tap it to enter your business address in place Depending on your line of work, the **Price your services** step may not appear — some businesses see five steps instead of six. The progress count ("of 5" or "of 6") adjusts to match the steps shown. Unlike a to-do list that empties out, every step stays visible with a checkmark once it's done, so the list doubles as a record of what you've set up. Once every step is complete, the whole **Get started** section disappears from HomeBase. If you're importing customers from another system, the **Add your first customer** step shows "We're processing your file" and links to your import status instead of opening the Add Customer form. App-setup reminders (installing the app, turning on notifications) live in the [Action needed](#action-needed) section below rather than in this checklist. ## Importing your existing customers Near the top of HomeBase, an **Import customers** card lets you bring your existing customer list into Probase. Upload a spreadsheet, CSV, or even a photo of a handwritten list, and Probase reads it for you. Import customers card on HomeBase Tap **Import customers** to open the import wizard, where you upload your files and review what Probase found before creating the records. The same **Import customers** button is available in the header of your **Customers** tab. This card is meant for when you're first getting set up, so it disappears from HomeBase once you have **four or more customers** to keep your dashboard uncluttered. You can still import at any time using the **Import customers** button in the header of your **Customers** tab or the **Bulk data** card in your Account Settings. See [Importing customers](/customers/importing-customers) for the full bulk-import wizard. ## Action needed HomeBase displays an **Action needed** section that gathers the things that need your attention into one place. Each item shows a count of what's waiting, so nothing slips through the cracks, with the most urgent items sitting at the top. The whole section hides itself automatically when nothing needs your attention. Action needed section below the Get started checklist ### Set up payments If you haven't connected Stripe after your first two weeks, a reminder appears here so customers can pay invoices automatically and tip from their phone. Tap it to go to your billing settings and complete the Stripe connection. ### Install the app On your phone, if you haven't added Probase to your home screen yet, an **Install the app** reminder appears here. Tap it to open the install flow, which walks you through adding Probase to your home screen and turning on push notifications. Install the app in action needed This item only shows on mobile, and it disappears automatically once Probase detects you're already running it as an installed app — whether you added it to your home screen or you're using the Probase app downloaded from your phone's app store — or on a device that can't install it. Install task hidden when app is already installed ### Enable notifications Once you've installed Probase on your phone, an **Enable notifications** reminder appears here until you grant permission. Tap it to allow push notifications so you get alerted when customers pay, accept quotes, or need follow-up. This item disappears automatically once notifications are enabled. ### Overdue jobs If you have appointments that were scheduled for a past date but haven't been completed, cancelled, or rescheduled, an action item appears showing the count of overdue jobs. Dashboard action card showing overdue jobs count Tap **Overdue Jobs** to open the full list, where you can see every appointment that needs attention. From there you can: * **Search** by service name, customer name, or address * **Tap any appointment** to open the appointment detail page and complete, reschedule, or cancel it See [Overdue jobs](/scheduling/overdue-jobs) for full details on resolving overdue appointments. ### Jobs without assigned crew If any scheduled appointments don't have a crew picked yet, an action item appears showing the count. This is most common on multi-crew teams; on single-crew teams new appointments are auto-assigned to your only crew, so the card is usually empty. Dashboard action card showing jobs without an assigned crew Tap **Jobs without assigned crew** to open the full list, then tap any job card to open the **Assign Crew** modal directly and pick a crew — no need to navigate to the appointment detail page first. See [Jobs without assigned crew](/scheduling/jobs-without-assigned-crew) for the full workflow. ### Unscheduled jobs If you have active jobs that haven't been scheduled yet, an action item appears showing the count of unscheduled jobs. Tap it to open the full **Unscheduled Jobs** list, where you can see every active job that needs an appointment. Unscheduled jobs list From this list you can: * **Search** by customer name, service name, or address using the search bar at the top * **Tap any job** to open a scheduling modal and book an appointment right away Schedule job modal Once scheduled, the job disappears from the unscheduled list and the counter on HomeBase updates automatically. After scheduling a job ### Overdue payments If you have customers with overdue invoices, an action item appears showing the count of overdue payments. Tap **View billing** to go directly to your billing page filtered to show only overdue items, so you can quickly follow up and collect outstanding balances. ### Open quotes If you have quotes in Draft or Sent status waiting for follow-up, an action item shows the count of open quotes. Tap it to open the **Open Quotes** list where you can search and review each quote. From there, tap any quote to open its detail page and send, accept, or update it. ### Leads follow-up If you have customers with Lead status — meaning they have pending inquiries but no active services — an action item shows the count. Tap it to go directly to your customer list filtered to show only Lead customers, so you can follow up on assessments or services that need to be scheduled. ## Activate your Beta Partnership Below Action needed, HomeBase shows an **Activate your Beta Partnership** section with a single card: **Book your 1-on-1 strategy call**. Tap it to open a calendar (in a new tab) and book a short strategy call with the ProBase team — they'll help you optimize your setup and routes and answer any questions while you're getting going. Activate your Beta Partnership section on HomeBase The booking form is pre-filled with your name and email from your Probase account, so you can pick a time without retyping anything. This card stays on HomeBase so a strategy call is always one tap away. Booking a call is also available anytime from the **Schedule a call** link in the **HELP** group in the sidebar — see [Getting help](#getting-help) below. ## Getting help A **HELP** group sits at the bottom of the sidebar (and inside the side navigation drawer on mobile) so you can reach support from anywhere in the app: Help group in the desktop sidebar * **Schedule a call** — book a 1:1 with the ProBase team (opens in a new tab, pre-filled with your name and email) * **Docs** — open these docs in a new tab * **Support** — start a live chat with the ProBase team See [Getting around Probase](/getting-started/navigation) for a full tour of the sidebar. ## Quick Actions (FAB) The floating **+** button in the bottom-right corner gives you fast access to the most common creation tasks: * **New Customer** — Add a new customer * **New Job** — Create confirmed work (customer + property + service + appointment) * **New Quote** — Start the quote wizard for formal quotes or on-site assessments See [Quick Actions](/getting-started/quick-actions) for full details on each option. ## Date heading The top of the page shows today's date (e.g., "Tuesday, March 3") so you always know what day the data is for. ## Next steps * [View today's full schedule](/routes/daily-crew-schedules) to see all appointments in detail * [Complete appointments](/routes/completing-jobs) as you finish each stop * [Quick Actions](/getting-started/quick-actions) for shortcuts to common tasks # Industries (trades) Source: https://docs.probaseapp.com/getting-started/industries Tag your services by trade so ProBase tailors your catalog and job-completion fields ## What are industries? An **industry** is the trade a service belongs to. ProBase ships with a large, ready-made list of trades — **Pool & Spa Service**, **Lawn Care**, **Landscaping**, **Pest Control**, **House Cleaning**, **Pressure Washing**, **HVAC**, **Plumbing**, **Electrical**, **Roofing**, and many more. You pick from this list (you can't invent your own), and you don't have to use all of them — most businesses only ever touch the one or two trades they actually work in. Tagging your services by trade lets ProBase tailor the experience to the work you do: * **Trade-specific fields at job completion** — a **Pool** job asks for chemical readings and adjustments, while every other trade keeps a simpler, observations-only completion. ProBase shows the right fields for the right work instead of one generic form for everyone. (Pool is the only trade with its own completion fields today; the rest use the standard completion.) * **An organized catalog** — your service list shows a small colored chip for each service's trade, and you can filter the list down to a single trade with one tap. * **At-a-glance context on jobs** — overdue jobs, job cards, and the job detail page show the trade so you know what kind of work each visit is before you arrive. Tagging is always **optional**. A service with no industry works exactly as it always has, and you can add or change a service's trade at any time. Industries are a newer capability that may need to be turned on for your account. If you don't see trade options during onboarding, an **Industry** field on your services, or the **Manage Industries** card in your Business Profile, your account isn't set up for trades yet — everything else in ProBase works the same with or without them. ## Choosing your trades during onboarding When trades are enabled, the first work question in the [onboarding wizard](/getting-started/onboarding) asks **"What services do you offer?"** under a **YOUR SERVICES** heading, with the note *"Choose all that apply. We'll use this to set up your standard line items and schedule formats."* Pick **all that apply** — this is a multi-select, so you can choose more than one. To keep onboarding quick, this step only offers the two most common trades — **Pool** and **Lawn** — and the ones you pick set up your starter catalog. The rest of the trades are available later from your Business Profile (see [Managing your trades later](#managing-your-trades-later)). Choosing trades during onboarding Trades selected The trades you pick are saved to your business and used to pre-fill a starter catalog of services for those trades, so you finish onboarding ready to book work. You're all set, with a Pool catalog seeded ### If you don't do Pool or Lawn Below the Pool and Lawn cards there's an **Other** card for businesses that don't fit either trade. Tapping **Other** is a deliberate "none of these" choice — it lets you move on with **Continue** (no need to Skip), declares no trade, and seeds no starter catalog. You'll finish onboarding on a simpler "You're all set" screen with no service summary, ready to build your own catalog from scratch. The Other card selected on the trades step You're all set — no catalog seeded for Other This whole step is optional. Tap **Skip** to move on without declaring anything — slightly different from **Other**, which records that none of the offered trades apply. Either way, you can always add trades later from your Business Profile. ## Managing your trades later You don't have to decide everything during onboarding. Go to **Settings** in the sidebar (under BUSINESS) and find the **Manage Industries** card to add or remove trades at any time. Unlike onboarding's short Pool/Lawn list, the **Add a trade** picker here offers the **full catalog** of trades ProBase supports, so this is where you'd declare something like Pest Control, Pressure Washing, or HVAC. Manage Industries card in Business Profile ### Adding a trade 1. Open the **Add a trade** picker and choose a trade. Add-a-trade picker open 2. Confirm in the card that appears. Adding a trade simply unlocks it — you'll be able to tag services with it and get trade-specific fields at job completion. **Nothing changes until you tag a service**, and no existing services or jobs are affected. Confirm adding a trade 3. The trade now appears under **Your industries**, with a count of how many of your services use it. Trade declared ### Removing a trade Removing a trade is handled from the same **Your industries** list — tap the trash icon next to a trade. ProBase always confirms first and tells you exactly what will happen. Confirm removing a trade Removing a trade **archives every service tagged with it**. The confirmation lists exactly which services will be archived. Archived services are kept — not deleted — and are automatically restored if you add the trade back later. If no services use the trade, nothing is archived, but ProBase still asks you to confirm so a removal is never silent. ## Tagging a service with a trade Each service in your [service catalog](/getting-started/service-catalog) can carry one industry. The **Industry** field sits just below the service name on both the create and edit forms. It's optional and single-select — you choose from the trades your business has set up (the ones you declared during onboarding or added from your Business Profile), and each option shows how many of your services already use that trade. Industry field with per-trade counts on the create form ### Suggested trades while you type When you name a new service, ProBase watches for trade keywords and suggests a matching industry. Type "Weekly **Pool** Cleaning" and a prompt appears: **"Assign the Pool industry?"** Tap **Assign Pool** to fill in the field for you, or **Not now** to dismiss it. Suggested-industry prompt during service creation The suggestion is just a shortcut — you're always free to pick a different trade, leave the field blank, or ignore the prompt entirely. ## Choosing a trade when creating a job You can also set a job's trade right when you book the work. An **Industry** field appears alongside the service name in the [job creation wizard](/getting-started/creating-jobs), in the quick "new service" form on a property, and in the **Change Schedule** editor — so the trade is captured up front instead of only on the catalog. * **Pick a service from your catalog and the trade fills in for you.** If the catalog service is already tagged, that trade carries over to the job automatically. Choose **Custom** instead and the field clears so you can set the trade yourself. * **The field only shows when you have more than one trade.** If you do a single trade, ProBase tags every new job with it automatically and keeps the field hidden — there's nothing to choose. Teams with two or more trades see the picker. * **It's still optional.** Leave it blank if a job doesn't fit a trade, and change it later from **Change Schedule** on the job's detail page. Setting the trade here means the job shows its trade chip and asks for the right [completion fields](#trade-specific-fields-at-job-completion) from the very first visit — even for a custom-named job that ProBase couldn't have guessed the trade from. ## Seeing trades across ProBase Once your services are tagged, the trade shows up wherever it's useful. ### On your service catalog Your **My services** list shows a colored chip for each service's trade. Above the list, **filter pills** let you narrow the catalog to a single trade — each pill shows how many services it covers. Service catalog with trade chips and filter pills Tap a pill to show only that trade's services. To return to the full catalog, tap the highlighted pill again or tap the **All** pill. Catalog filtered to Lawn services All pill selected, showing every service again A service's detail page also shows its trade. Trade shown on the service detail page ### On your jobs The trade for a job is shown as a chip on the **overdue jobs** list and on the **job detail** page, so you can tell at a glance what kind of work each visit is. Trade chip on the overdue jobs list Trade chip on the job detail page ProBase figures out a job's trade from the services on it. When every service on a job belongs to the same trade, that trade is shown. If a job mixes trades, or has services with no trade, no chip appears. ## Trade-specific fields at job completion The biggest payoff of tagging your work is at [job completion](/routes/completing-jobs). The completion form adapts to the job's trade. * **Pool jobs** show the full set of pool fields — **Chemical Readings**, **Chemical Adjustments**, and **Observations**. Pool completion with chemical fields * **Other trades** (and jobs with no trade) show a simpler completion with **Observations** only — the chemical-reading sections stay out of the way for work that doesn't need them. Generic completion — observations only, no chemical fields ### A nudge to set a trade at completion If you're completing a job whose service doesn't have a trade yet, ProBase shows a gentle prompt — **"Set an industry for this service"** — so you can tag it on the spot and unlock the right fields. Set-an-industry prompt during completion Tap **Set industry**, choose the trade, and the completion form updates to show that trade's fields. Choosing an industry from the completion prompt Completion form updated after applying the trade You can dismiss the prompt if you'd rather not tag the service — it won't get in your way, and it won't keep reappearing on every visit. ## Next steps * [Manage your service catalog](/getting-started/service-catalog) and tag your services by trade * [Complete a job](/routes/completing-jobs) and capture trade-specific service records * [Business Profile settings](/getting-started/settings) — add or remove trades from the Manage Industries card # Choosing your maps app Source: https://docs.probaseapp.com/getting-started/maps-preference Pick whether directions and address links open in Google Maps or Apple Maps ## Google Maps or Apple Maps Throughout Probase, **Directions** buttons and address links open a maps app with turn-by-turn directions to the property — for example, the **Directions** button on a job that's due today. You can choose whether those links open in **Google Maps** or **Apple Maps**. This is a personal preference tied to your own login, so each person on your team can pick the app they prefer. ## Changing your maps app Tap your account card at the top of the sidebar and choose **My Profile**. Scroll to the **Maps** section. It asks which app should open when you tap an address or directions link. Maps preference set to Google Maps Choose **Google Maps** or **Apple Maps**. Your choice saves immediately — you'll see a confirmation, and there's no separate Save button to press. Maps preference set to Apple Maps New accounts default to **Google Maps**. Switching to **Apple Maps** is handy on iPhones and iPads, where directions then open straight into the built-in Maps app. Your choice applies everywhere Probase shows a directions or address link, including the **Directions** button on the [appointment detail page](/customers/managing-services) and across your [daily crew schedules](/routes/daily-crew-schedules). # Getting around Probase Source: https://docs.probaseapp.com/getting-started/navigation Find your way around the sidebar and mobile navigation ## Overview Everything in Probase is reachable from the **sidebar**. On a computer it sits down the left side of every screen. On your phone it tucks away behind the menu (hamburger) icon in the top header and slides out when you tap it — and it carries the exact same items, so the app works the same whether you're at a desk or in the field. Sidebar sections on desktop ## Your account At the very top of the sidebar is your account card. It shows your initials, your name, and your **business name** underneath. Tap the card to open a short menu with: * **My Profile** — update your name, email, password, and personal settings such as your [maps app preference](/getting-started/maps-preference) * **Log Out** — sign out of Probase ## Quick create actions The next group is a shortcut to the three things you create most often. These are the same actions available from the floating **+** button — they're here too so you can reach them while the menu is already open: * **New Customer** — opens the new-customer form right away * **New Job** — starts the guided job wizard for confirmed work * **New Quote** — starts the quote wizard for formal quotes or on-site assessments New Customer opens directly from the sidebar See [Quick Actions](/getting-started/quick-actions) for what each one does. ## Main navigation Below the quick actions are the screens you'll use every day: * **HomeBase** — your daily dashboard ([learn more](/getting-started/homebase)) * **Schedule** — the calendar and weekly schedule ([learn more](/scheduling/weekly-schedule)) * **Customers** — your customer list ([learn more](/customers/adding-customers)) * **Money** — invoices, payments, and balances ([learn more](/billing/money-overview)) Whichever screen you're on is highlighted so you always know where you are. ## Business If you own or help manage the business, a **BUSINESS** group gives you the setup screens: * **Services** — your reusable service templates and pricing ([learn more](/getting-started/service-catalog)) * **Crew** (or **Crews** if you have more than one) — your field teams ([learn more](/getting-started/adding-crews)) * **Payments** — connect Stripe and manage payment settings ([learn more](/billing/stripe-setup)) * **Settings** — your business profile and account settings ([learn more](/getting-started/settings)) The **BUSINESS** group only appears for business owners and admins. Crew members who log in see the everyday navigation but not these setup screens. ## Help At the bottom, a **HELP** group keeps support one tap away from anywhere in the app: * **Schedule a call** — book a 1:1 with the ProBase team (opens in a new tab, pre-filled with your name and email) * **Docs** — open these docs in a new tab * **Support** — start a live chat with the ProBase team The **ProBase** wordmark sits at the very bottom so you always know which app you're in. ## On your phone On a phone, tap the menu icon in the top header to slide the navigation out. It carries the same account card, quick actions, main navigation, business setup, and help — nothing is hidden on mobile. Mobile navigation open Tap any item to go to that screen, or tap outside the menu to close it. The Probase **hex P** mark in the top header always takes you back to HomeBase. ## Next steps * [HomeBase](/getting-started/homebase) — your daily command center * [Quick Actions](/getting-started/quick-actions) — the floating **+** button * [Settings](/getting-started/settings) — set up your business profile # Getting started with onboarding Source: https://docs.probaseapp.com/getting-started/onboarding Complete your account setup with the onboarding wizard ## What is onboarding? When you first create your Probase account, you'll go through a quick onboarding process to set up your business. This guided wizard helps you get started faster by collecting essential information and setting up your account properly. ## The onboarding wizard The wizard has two short information-gathering steps — Set up your account and a few quick questions about your work — followed by a personalized "You're all set" confirmation and an optional step to install the app on your phone. A progress bar at the top shows where you are on the first two steps (Step 1 of 2, Step 2 of 2). The progress bar is hidden on the "You're all set" and install screens, since those aren't data-collection steps. ### Step 1: Set up your account (Step 1 of 2) The first screen reads **Set up your account** with the subheading *"Tell us about your business so we can get you started."* Enter your essential business information: * **Your name** *(required)* — Your full name as the account owner. This is captured here (not on the signup form) so the signup screen can stay short. * **Business name** *(required)* — Your company or business name. * **Business address** *(optional)* — Your business or home address. Start typing and pick your address from the autocomplete suggestions. Adding it sets your timezone and your starting point for route optimization, but you can skip it for now and add it later. * **Phone number** *(required)* — Business phone number, automatically formatted as you type: (555) 555-5555. Business step The address field offers autocomplete suggestions as you type — choose your address from the list so Probase can detect your timezone and use it as the starting point for crew routing. #### Text message consent Below the form you'll see a short disclosure explaining that, by submitting your contact information, you agree that Probase or its representatives may contact you by email, phone, or SMS — including for marketing purposes and by automatic dialing systems. The disclosure also notes that **consent is not a condition of service**. When you tap **Continue**, your account is opted in to SMS notifications automatically. You can turn SMS off at any time from your Profile page — see [Notification preferences](/getting-started/settings#notification-preferences). Onboarding business step with SMS disclosure After filling in these details, tap **Continue** to proceed. Business step filled ### Step 2: A few quick questions (Step 2 of 2) The second step asks you a short series of questions, **one at a time**. A counter beneath the progress bar shows where you are — *Step 2 · Question X of 6*. Each question has a **Back** button so you can return to an earlier question (or back to Step 1) at any time. For every question, simply tapping your answer moves you straight to the next question — there's no extra Continue button to press. Your choice is checked off instantly the moment you tap it, so the step feels responsive even before your answer finishes saving. The first four questions are required; the last two are optional and can be skipped. If your answer can't be saved — for example, if your connection drops mid-tap — the checkmark clears itself and a short **"Something went wrong. Please try again."** message appears below the options. Just tap your answer again to retry; you stay on the same question until it saves. A failed tap clears the checkmark and shows a retry message **Question 1 — What type of work do you do?** *"We'll use this to customize your ProBase experience."* * Pool and Spa * Lawn Care and Lawn Maintenance * Other Industry question If trades (industries) are enabled for your account, this first question changes to **"What services do you offer?"** (under a **YOUR SERVICES** heading, with the note *"Choose all that apply. We'll use this to set up your standard line items and schedule formats."*) — a multi-select where you pick **all** the trades that apply instead of a single option. To keep onboarding quick, this step only offers the two most common trades — **Pool** and **Lawn** — plus an **Other** card for businesses that don't do either; you can add any of ProBase's other trades later from your Business Profile. Your Pool/Lawn selections seed a starter catalog for those trades, while picking **Other** declares no trade and seeds nothing (you'll build your own catalog). This question is optional; tap **Skip** to move on without declaring any. See [Industries (trades)](/getting-started/industries) for the full walkthrough. Choosing trades during onboarding If you pick **Other**, a text box appears so you can describe your line of work, with a **Continue** button to confirm. Other industry reveals a text box **Question 2 — How big is your team?** *"This helps us set up your scheduling and dispatching features."* * Just me * 2-5 crews * 6-10 crews * 10+ crews Crew size question **Question 3 — What's your current customer count?** *"Just a rough estimate so we can tailor your experience."* * Under 25 * 25–75 * 75–150 * 150+ This is a quick estimate of how many customers you serve today — there's no Skip and no "Other" option, and tapping an answer moves you straight to the next question. Customer count question **Question 4 — How do you manage your work right now?** *"We'll optimize your account setup based on your current workflow."* * Pen and Paper * Spreadsheets * Skimmer * Jobber * PoolBrain * Housecall Pro * Other (with a text box to name your tool) Current tools question **Question 5 — What should we help you with first?** *(optional)* * Save time on admin and paperwork * Stop jobs from falling through the cracks * Look more professional to clients * Get paid faster and on time * Get organized so I can grow * Something else (with a text box) This question is optional. Tap **Skip** to move on, or tap an answer to continue automatically. Pain point question If you pick **Something else**, a text box appears so you can describe what you need help with, with a **Continue** button to confirm. Something else reveals a text box **Question 6 — How quickly do you want to be up and running?** *(optional)* * I need this working this week * I need this working this month * I'm planning ahead — next few months * Just exploring for now Like Question 5, this one is optional — tap **Skip** to move on, or tap an answer to continue automatically. Timeline question Your industry answer determines which service templates Probase automatically adds to your catalog (see [What gets set up automatically](#what-gets-set-up-automatically) below). ### You're all set Once your questions are answered, you'll land on a personalized confirmation screen: **"You're all set, \[First name]."** with a note that your business *"is ready to create estimates and jobs."* This is a celebration screen rather than a numbered step, so the progress bar is hidden here. If your industry was Pool and Spa or Lawn Care, this screen also summarizes how many services were pre-configured in your catalog, shows a preview of those services, and a *"\~30 minutes of setup, done for you"* badge. You're all set If you chose **Other** as your industry, the screen shows a simpler confirmation without the service summary — you'll build your own service catalog from scratch. You're all set — Other industry Tap **Open Dashboard →** to continue. ### Add the app to your home screen (final step) Probase works best when installed as an app on your phone. After the "You're all set" screen, this step walks you through adding it to your home screen so you can access it quickly without opening a browser. The screen is headed **Add ProBase to your home screen** with the reassurance *"No app store needed. Works just like a native app."* Probase automatically detects which phone and browser you're using and shows a small **Detected:** badge along with the exact steps for your device. Install step in onboarding **On Android**, you'll see a single **Install the app** button. Tap it and your browser prompts you to add Probase to your home screen — confirm and you're done. Android install variant **On iPhone (iOS)**, iOS doesn't offer a one-tap install, so Probase shows a numbered checklist tailored to your browser: * **Safari** — five steps: tap the **•••** button at the bottom right of Safari, tap **Share**, scroll down and tap **Add to Home Screen**, turn **Open as Web App** on, then tap **Add** in the top right. Safari iOS install steps * **Chrome on iOS** — four steps: tap the **Share** icon at the top right of Chrome, select **View More** at the bottom right, tap **Add to Home Screen**, then tap **Add**. Chrome iOS install steps #### Turn on notifications Once Probase is added to your home screen, you'll see a **Turn on notifications** screen marked with an **App installed** badge. Tap **Enable notifications** so you get alerted when customers pay, accept quotes, or need follow-up — or tap **I'll do this later — not now** to skip. Turn on notifications screen These steps only appear on mobile devices. On a desktop or laptop — or if Probase is already installed, including when you're using the Probase app from your phone's app store — they're automatically skipped and you go straight to the dashboard. Installing is optional. Tap the **skip for now** link to continue without installing. Tapping it once reveals a short troubleshooting tip plus a **Continue without installing** link, so you're never stuck — you can always install the app later from the **Action needed** section on your dashboard. Skip help card revealed after the first tap When you finish (or skip) this step, you're taken to your dashboard. Dashboard after onboarding ## What happens after onboarding? Once you complete the onboarding wizard: 1. Your account is fully activated 2. You're taken to the dashboard 3. Industry-specific service templates are automatically created in your service catalog — lawn care pros get a full catalog of mowing, trimming, cleanup, and treatment services; pool cleaning pros get pool cleaning, filter service, repairs, and related work 4. The business address you entered is saved as your starting point for route optimization 5. You can start adding customers, creating jobs, and scheduling work Pool service offerings created after onboarding ## What gets set up automatically Based on your industry selection, Probase creates a starter service catalog so you can begin booking jobs immediately: * **Lawn Care and Lawn Maintenance** — 28 service templates (Lawn Mowing, Leaf Removal, Weed Pulling, Yard Cleanup, Bush Trimming, Tree Trimming, Mulching, Landscaping, Pressure Washing, Gutter Cleaning, Lawn Treatment, Fertilization, Aeration, and more). * **Pool and Spa** — 8 service templates (Pool Cleaning, Deep Pool Cleaning, Pool Open/Close, Filter Cleaning, Filter Replacement, Pump Repair, Leak Detection, Pressure Washing). * **Other** — no templates are pre-built; you create your own catalog from the Service Catalog page. You can customize these templates, add your own, or archive ones you don't need. See [Managing your service catalog](/getting-started/service-catalog) for details. ## If you're invited to join a team If another business invited you to join their team, you'll see a simplified onboarding flow where you provide your phone number and are immediately added to the team. The same SMS disclosure appears below the phone field — submitting the form opts you in to text messages so you can receive appointment updates from the team. You can turn SMS off later from your [Profile page](/getting-started/settings#notification-preferences). Team members don't need to complete the full business setup since they're joining an existing account. ## Resuming onboarding If you close the browser before finishing, your progress is saved automatically. When you return, the wizard resumes at the step where you left off. Resuming the wizard at the work questions ## Accessing onboarding again You can only complete onboarding once. After finishing, you won't see the wizard again. If you need to update your business information later, go to your account settings. ## Navigating between steps Every question on the **quick questions** step has a **Back** button. Tapping Back on the first question returns you to **Set up your account** with your earlier answers still filled in. Browser back button returns to the Set up your account step Your browser's back button (or back-swipe gesture on mobile) also moves you back through the steps, so your answers are preserved as you review them. ## Getting help during onboarding If you have questions or run into issues while completing onboarding: * Required fields are marked and will show errors if left blank * Use the **Back** button on any question to review or change an earlier answer * Contact our support team if you need assistance ## Next steps After completing onboarding: * [Set up your service catalog](/getting-started/service-catalog) - Review and customize your service templates * [Add crews](/getting-started/adding-crews) - Create teams for field work * [Add your first customer](/getting-started/your-first-customer) - Start building your customer base * [Create jobs](/getting-started/creating-jobs) - Schedule your first appointments # Quick Actions Source: https://docs.probaseapp.com/getting-started/quick-actions Use the floating action button for fast access to common tasks ## What are Quick Actions? The Quick Actions button (also called the FAB - Floating Action Button) is a circular button with a plus icon that appears in the bottom-right corner of most pages. It gives you instant access to the most common tasks you perform every day. Dashboard with FAB ## Using Quick Actions Look for the floating button with a plus icon in the bottom-right corner of your screen. When you click the button, a menu expands showing three available actions: FAB menu open * **New Customer** - Add a new customer with optional property details * **New Job** - Create confirmed work (customer + property + service + appointment) * **New Quote** - Create a quote (formal quote or assessment) using the guided wizard FAB menu opened Each menu item shows an icon and label. Click any item to perform that action. After selecting an action, a modal form opens (for New Customer) or you're taken to the wizard page (for New Job and New Quote). Fill in the required information and follow the steps. Click outside the menu or press the Quick Actions button again to close the menu without selecting an action. ## Available actions ### New Customer Opens the customer creation form where you can: * Enter customer contact information * Optionally add their first property * Save and continue to set up services Customer create modal See [Adding customers](/customers/adding-customers) for detailed instructions. ### New Quote The **New Quote** action opens the quote creation wizard where you can create either: * **Quotes** - Formal quotes with pricing for customer review and approval * **Assessments** - On-site evaluation appointments where you visit first, then create a quote The wizard guides you through: 1. Choosing quote or assessment 2. Selecting or creating the customer 3. Selecting or creating the property 4. Entering service details and pricing Quote create wizard See [Creating quotes and assessments](/customers/creating-quotes) for detailed instructions. ### New Job The **New Job** action creates confirmed work using a multi-step wizard: 1. **Choose intent** - Schedule a job or visit property first (redirects to quote wizard) 2. **Select or create customer** - Search existing or add new 3. **Select or create property** - Choose address or add new location 4. **Configure job details** - Service name, pricing, billing, frequency 5. **Schedule first appointment** (optional) - Pick date and time Job create wizard This is perfect when: * Work is confirmed and doesn't need a quote or assessment * You know the pricing and scope upfront * You're ready to schedule and start immediately See [Creating jobs](/getting-started/creating-jobs) for detailed instructions. ## Other common actions These actions aren't in the Quick Actions FAB but are easily accessible from the relevant pages: * **Record Payment** — Available as a button at the top of the Money page and on any customer's billing history page. See [Recording payments](/billing/tracking-payments). * **Send Invoice** — Available on the invoice detail page and on any completed appointment. See [Sharing payment links](/billing/sending-payment-links). * **Add Charge / Add Credit** — Available as dedicated buttons at the top of any customer's billing history page. See [Customer balances](/billing/customer-balances). ## Where the Quick Actions button appears The Quick Actions button appears on most pages after you log in. It floats in the bottom-right corner, always accessible no matter where you are in the application. The Quick Actions button is hidden during multi-step creation wizards (such as the New Job and New Quote wizards) so it doesn't interfere with form inputs. ## Next steps * [Add your first customer](/getting-started/your-first-customer) - Use the New Customer action to get started * [Create a job](/getting-started/creating-jobs) - Use the New Job action for confirmed work * [Create quotes and assessments](/customers/creating-quotes) - Use the New Quote action for quotes and assessments * [Send payment links](/billing/sending-payment-links) - Share invoices from the Money page or invoice detail page # Business Profile Source: https://docs.probaseapp.com/getting-started/settings Configure your business profile, timezone, and scheduling preferences ## Overview The **Business Profile** page lets you update your business information and control how scheduling works for your team. Go to **Settings** in the sidebar under BUSINESS to access it. ## Business Profile The Business Profile section lets you set up the contact details and logo that appear on your invoices and customer-facing communications. ### Business logo Upload your business logo to have it displayed on every invoice you send. Customers will see it in the header of their invoice alongside your business name and contact details. Settings page before uploading a logo Click the file picker under **Business logo** and select an image. Accepted formats: PNG, JPG, or SVG. Maximum size: 2 MB. A preview of your selected image will appear immediately. Logo preview after selecting a file Click **Save** to upload and apply your logo. Settings page with logo saved Your logo will now appear on all invoices in the business header. **If the upload fails:** If the file you picked can't be read as an image — for example, a corrupted file or a non-image file with a renamed extension — you'll see an inline error under the file picker asking you to upload a PNG, JPEG, or SVG. Pick a different file and click **Save** again. #### Removing your logo If you want to remove your logo: 1. Click the **Remove** button next to the current logo preview Settings page showing the Remove button next to an uploaded logo 2. Confirm when prompted — the logo is removed immediately Settings page after logo has been removed ### Other fields * **Business name** — Your company name as it appears on invoices * **Business address** — Your primary business address. Start typing and address suggestions will appear — select one to auto-fill the full address. This address is used to bias map search results toward your service area. * **Phone** — Your business phone number, shown on invoices and customer-facing pages. * **Email** — Your business email address, shown on invoices * **Website** — Your website URL, shown on invoices After making changes, click **Save** to apply them. #### Entering your website You can type your website with or without the `https://` prefix — both work. If you enter a bare domain like `mycompany.com`, Probase saves it as `https://mycompany.com` automatically. Bare domain typed into the website field After saving, the value is normalized and ready to use on invoices and customer-facing pages. Website saved with https:// prefix ## Manage Industries If trades (industries) are enabled for your account, the Business Profile section also includes a **Manage Industries** card where you can add or remove the trades you do. The **Add a trade** picker offers ProBase's full catalog of trades — Pool, Lawn, Pest Control, Pressure Washing, HVAC, and many more. Manage Industries card * **Add a trade** to tag services with it and get trade-specific fields at job completion. Adding a trade changes nothing on its own — no existing services or jobs are affected until you tag a service. * **Remove a trade** (trash icon) to stop offering it. ProBase confirms first and lists exactly which services will be archived. Removing a trade **archives every service tagged with it**. Archived services are kept — not deleted — and are restored automatically if you add the trade back later. For the complete walkthrough, see [Industries (trades)](/getting-started/industries). ## Contact Form The **Contact Form** section lets you turn on a branded web form that captures new leads. Share its link or QR code anywhere, and every submission lands in Probase as a new lead. Contact Form section in Business Profile settings From here you can enable the form, choose its web address, and copy or download its shareable link and QR code. For the full walkthrough — including what your customers see and how submissions become leads — see [Your contact form](/customers/contact-form). ## Scheduling Settings The Scheduling Settings section controls timezone and route optimization behavior for your team. ### Timezone Set your team's timezone so that appointment times, calendar views, and scheduling all display correctly for your location. 1. Click the **Timezone** dropdown 2. Select your timezone from the list (grouped by common and regional options) 3. Your selection is saved automatically Timezone changed Setting the correct timezone is important — appointment times are stored in UTC and displayed based on your team's timezone. An incorrect timezone will cause appointment times to appear shifted on your calendar. ### Auto-optimize routes When enabled, Probase automatically optimizes a crew's route in the background every time a new appointment is created or assigned. Routes update silently — no manual action needed. Auto-optimize off Auto-optimize on Toggle **Auto-optimize routes** to ON to enable this feature. Auto-optimization requires the crew to have a start location configured and properties to have valid geocoded addresses. See [Adding crews](/getting-started/adding-crews) for how to set a crew's start location. For more details on route optimization options, see [Route optimization](/routes/optimizing-routes). ## Notification Preferences You can manage your personal notification preferences from your **Profile** page. Open the account menu at the top of the sidebar and select **My Profile**. ### SMS notifications The **Notification Preferences** section lets you turn SMS notifications on or off. When enabled, you'll receive transactional and marketing text messages from Probase, including account updates, service notifications, and promotional offers. SMS notifications turned on SMS notifications turned off Toggle **SMS notifications** to enable or disable text messages at any time. Your preference is saved automatically. New accounts are opted in to SMS notifications by default when you finish the business step of onboarding. If you don't want to receive text messages, turn this toggle off here at any time. ## Next steps * [Add your crews](/getting-started/adding-crews) and set their start locations for route optimization * [Route optimization](/routes/optimizing-routes) — learn about on-demand and automatic route optimization # Adding your first customer Source: https://docs.probaseapp.com/getting-started/your-first-customer Add a customer and set up their first property ## Two ways to add your first customer You can add a customer using: 1. **Quick Actions (Job creation)** - Fastest way to create customer + property + service + appointment all at once. See [Creating jobs](/getting-started/creating-jobs). 2. **Step-by-step approach** (described below) - Create customer first, then add property and services separately. If you want to get a customer scheduled quickly, use the [Job creation feature](/getting-started/creating-jobs) from the Quick Actions button. If you prefer more control over each step, follow the instructions below. ## Create a customer step-by-step Click **Customers** in the sidebar. With no customers yet, you'll see a friendly empty state ("No customers added yet") with an **Add customer** button right in the middle of the page. Customers index with empty state Click **Add customer** to open the customer creation modal. Customer create modal Fill in the customer information: * **First name** and **Last name** — enter at least one of the two (just a first name, just a last name, or both) * **Phone number** (optional) — automatically formatted as you type * **Email address** (optional, but recommended for sending payment links) Customer form filled Check **Also create a property for this customer** to expand the property fields. This lets you add the customer and their first property at the same time. Enter the property address: * **Address line 1** * **Address line 2** (optional) * **City** * **State** * **Zip code** Property form filled Click **Save Customer**. You'll be taken to the customer page — if you added a property, it appears in the Properties section there. Customer page Because this is the first customer on your account, Probase shows a quick celebration — **"First customer added."** — with a shortcut to keep the momentum going: First customer added success modal * Tap **Schedule now** to jump straight into creating a job for this customer (they're already selected for you). * Tap **I'll do it later** to close the message and finish setting up at your own pace. This celebration appears only once, for your very first customer. You can skip the property step during customer creation and add properties later from the customer's page. Have several customers to enter? Use **Save and Create Another** instead of **Save Customer** — it saves the current customer and instantly clears the form for the next one without closing the window. See [Adding new customers](/customers/adding-customers). ## Add a service for the customer In Probase you add a service by creating a **job** (confirmed work) or a **quote/assessment** (work that needs approval or a site visit first). The guided wizard handles the customer, property, and service in one flow: 1. Tap the **+** Quick Actions button (bottom-right) and choose **New Job** — or tap **New Job** from the customer's page to pre-fill the customer 2. Choose **Schedule a Job** for confirmed work 3. Confirm the customer and property 4. Configure the service details — pick a service template or build a custom one, then set the price, billing, and frequency 5. Set the start date and create the job When you create a job, Probase sets up the service and its first appointment automatically. See [Creating jobs](/getting-started/creating-jobs) for the full wizard, and [Managing your service catalog](/getting-started/service-catalog) for details on service templates. ## Schedule more appointments A job's first appointment is scheduled as part of the wizard. To add another appointment to an existing service: 1. Open the service to view its details 2. Click **Schedule Appointment** (appears near the top of the page when no upcoming appointment exists) 3. Select the date and time 4. Optionally assign a crew (when your team has more than one crew) 5. Click **Schedule** See [Creating appointments](/scheduling/creating-appointments) for the full appointment workflow. ## Share the payment link Once you've completed work and the customer has a balance, send them a payment link: 1. Go to **Money** in the sidebar and tap the invoice you want to send 2. Tap **Send Invoice** to open the SMS sharing flow 3. Tap **Send SMS** to open your messaging app with a pre-filled message, or **Copy** to copy the link You can also send an invoice directly from a completed appointment's detail page using the **Send Invoice** button. See [Customer payment portal](/customers/customer-portal) for details on the payment page. # Completing appointments Source: https://docs.probaseapp.com/routes/completing-jobs Mark work as finished and document service details ## Overview When work is finished, mark the appointment as complete. The completion form lets you document visit notes, customer-facing notes, photos, and service records all on one screen. For recurring services, a final scheduling step appears after you confirm completion. **For Jobs:** Document completion notes, photos, and service records, then optionally schedule the next appointment. For per-service billing, completing an appointment automatically creates a charge on the customer's account. **For Assessments:** Document your assessment findings and create a quote with pricing and service details based on what you observed. ## Completing a Job appointment Jobs are confirmed work where you perform the service and document what was done. Click on the appointment from the calendar or from the service details page. This opens the dedicated appointment detail page. Appointment page with Complete Visit button Once an appointment is **due** — scheduled for today or overdue — you'll see a prominent **Complete Visit** button. For appointments still scheduled in the future, the primary button is **Send Confirmation** instead; you can complete them early from the **Manage Job** menu by choosing **Complete**. Before completing, you can add additional line items for extra work performed or materials used. From the appointment detail page, scroll to the **Service details** section and tap the arrow button to open the service details page. Add any service or material items, then navigate back to the appointment. See [Adding service items](/routes/service-items) for full instructions. Tap **Complete Visit** to open the completion form. Completion form If the job has a [checklist](/checklists/overview) with required questions, you'll be routed through the checklist first — required answers must be filled in before you can continue to the completion form. See [Completing checklists on a job](/checklists/completing-checklists#required-questions-and-completing-the-visit). All fields are on one screen: **Visit notes** — Write your internal notes about the work performed. These are for your own records and are not shown to the customer. Notes filled in **AI Assist** — Click the **AI Assist** button (✦) to automatically extract structured service records from your notes and draft a customer-facing summary. See [AI-powered note parsing](#ai-powered-note-parsing) below for details. **Service records** — Tap any category button (Chemical Readings, Chemical Adjustments, Observations) to open that category's screen and add or review entries. Observations screen (empty) Observation added See [Service records](/routes/service-records) for details on each record type. If trades (industries) are enabled for your account, the completion form adapts to the job's trade. **Pool** jobs show the full set of pool fields — Chemical Readings, Chemical Adjustments, and Observations — while other trades (and jobs with no trade) show a simpler **Observations**-only completion. If the job has no trade yet, ProBase shows a **"Set an industry for this service"** prompt so you can tag it on the spot and unlock the right fields. See [Industries (trades)](/getting-started/industries). Pool completion with chemical fields **Customer Notes** — Optionally write a brief, customer-facing description of what was done. This appears on the customer's service report and invoice. AI Assist fills this in automatically from your visit notes. **Photos** — Tap the photo upload area to attach after photos of the completed work. Photo uploaded Tap **Complete Visit** at the bottom of the form. For most recurring services, the next visit is already on the calendar as part of the [pre-scheduled chain](/scheduling/future-visits). When that's the case, there's nothing more to schedule — the form simply confirms the date of the next visit and marks this one complete. Completion confirming the next visit is already scheduled Completed appointment with no extra scheduling step If a recurring service has **no** upcoming visit on the calendar — for example after you skipped scheduling on a previous visit — a scheduling step appears so you can book the next one. The date and time are pre-filled based on the service interval. Schedule next visit Check **Skip Scheduling** if you don't want to schedule the next visit right now. When checked, the date and time fields are hidden and the service is left without a future appointment. For cancelled services, this scheduling step is automatically skipped since no future appointments should be created. Cancelled service — no scheduling step Tap **Schedule** to create the next appointment, or **Done** if you checked Skip Scheduling. After completing, the appointment detail page shows the completed status with your visit notes and service records. Completed appointment After completing a job appointment, a **Send Invoice** button appears as the primary action when you open the appointment from the calendar. Completed appointment with Send Invoice button Tap **Send Invoice** to open an invoice preview. The preview shows your business information, the customer's details, and all charges so you can confirm everything looks correct before sending. Invoice preview before sending Tap **Send to Customer** to mark the invoice as sent. The SMS compose step opens next with a pre-filled message and payment link ready to share. SMS compose modal with payment link * **Send SMS** — Opens your messaging app with the message pre-filled (shown when the customer has a phone number on file) * **Copy** — Copies the full message, including the payment link, to your clipboard so you can paste it wherever you like * **Copy Message** — Also copies the full message to your clipboard (shown instead of **Send SMS** when no phone number is on file) Already sent the invoice? Tapping **Send Invoice** again jumps you straight to the SMS compose step with the same invoice — no second invoice is created. Use this when you need to re-share the payment link with the same customer. ## Completing an Assessment appointment Assessments are on-site evaluation visits where you assess the property and create a quote for the customer based on what you find. Click on the appointment from the calendar or service details page. Click the **Complete Assessment** button to open the assessment completion form. Everything — notes, quote line items, summary, and photos — is on a single screen. Assessment completion form (empty) If the assessment has a [checklist](/checklists/overview) set to appear on assessments, a **Finish checklists** step opens first — fill in any required questions and tap **Continue** to reach the quote form. See [Completing an assessment with a checklist](/checklists/completing-checklists#completing-an-assessment-with-a-checklist). Write what you found during your visit in the **Assessment notes** field. Describe the property condition, work needed, and anything relevant. Assessment notes entered After entering your notes (and optionally uploading photos), click the **AI Assist** button to automatically generate quote line items and a customer-facing summary from your notes. See [AI-assisted assessment quotes](#ai-assisted-assessment-quotes) below. The **Quote line items** section lists the services and materials to include in the quote. If you used AI Assist, it pre-fills this list from your notes. You can edit, remove, or add items manually using **Add line item**. Each line item has: * **Name** — what the service or material is called (the tag icon marks this field) * **Type** — Service or Material * **Price** — what you'll charge * **Duration** in minutes (services, with the clock icon) or **Quantity** (materials, with the hashtag icon) * **Recurring** — check if this item should repeat on future visits Quote with AI-suggested line items Items suggested by AI show an "AI suggestion" badge — review and adjust pricing or details before completing. Enter a **Name** for the quote (e.g. "Deep Pool Cleaning"). This is required — when the customer accepts the quote, the resulting job uses this name as its title. If you ran **AI Assist** and left the field empty, the AI's suggested name fills in automatically. You can always edit it before completing. The **Quote summary** field holds a customer-facing description of the work to be done. If you used AI Assist, this is filled in automatically. You can edit it or leave it blank. Tap the photo upload area to attach photos of the property. Photos are attached to both the assessment and the new quote. Tap **Complete & Draft Quote** at the bottom. The assessment is marked complete and you're taken to the new quote page. Quote created from assessment From the quote page you can review the details, edit pricing, and send the quote to the customer. Photos you uploaded are automatically attached to both the assessment and the new quote. See [Managing quotes](/customers/managing-quotes) for the full quote workflow. ## Your work is saved as you go If you have to step away mid-completion — to pull supplies, take a call, or jump to another screen — Probase saves your in-progress work automatically. When you reopen the completion form for the same appointment, everything you'd already entered is still there: * **Visit notes** and **Customer Notes** are autosaved when you tap out of the field * **Service records** (chemical readings, chemical adjustments, observations) are saved each time you tap Done on a category screen * **Photos** uploaded to the form persist even if you close and reopen it Completion form with autosaved notes and an observation entry Reopened completion form — all previous work restored This means it's safe to leave the completion form at any point. Pick it back up later from the appointment detail page (or by navigating back to the calendar) and everything you entered will be exactly where you left it. Drafts are kept until you tap **Complete Visit** or cancel the completion entirely. Photo uploaded mid-completion Same photo still attached after reopening the form ## What happens when you complete When you mark an appointment complete: 1. The appointment status changes to **Completed** 2. Your completion notes and service records are saved 3. **For per-service billing**: A charge is automatically added to the customer's account for the base service price, plus separate charges for any service items you added 4. **For recurring services**: The next visit is already on the calendar as part of the pre-scheduled chain (or, if none is booked, you can schedule it from the completion form). Recurring service items carry forward to upcoming visits automatically 5. The completed appointment appears in the appointment history 6. A **Send Invoice** button appears on the appointment detail — tap it to preview and send the invoice to the customer ## AI-powered note parsing When completing a job, you can use AI to automatically extract structured service records and draft customer-facing notes from your visit notes: 1. Write your notes naturally in the **Visit Notes** field 2. Click the **AI Assist** button (✦) 3. The AI extracts service records and populates the category buttons (Observations, Chemical Readings, Chemical Adjustments), and drafts a **Customer Notes** summary from your notes 4. Review and edit any parsed entries — tap a category button to open its screen, where you can edit values or remove entries 5. Tap **Complete Visit** when ready Example note that parses well: > "pH was 7.2, chlorine at 3 ppm. Added 2 lbs shock. Pool looked clear, no algae." This creates: * Chemical Reading: pH = 7.2 * Chemical Reading: Chlorine = 3 ppm * Chemical Application: Shock = 2 lbs * Observation: "Pool looked clear, no algae" The AI is smart about extracting different entry types from natural language, saving you time on data entry. Materials and parts used on the visit aren't captured here — add those as invoice line items on the appointment or service instead, so they appear on the invoice the customer receives. See [Adding service items](/routes/service-items). On accounts with AI assistance, if the job has checklists, ProBase can run this analysis for you **automatically** the moment you finish the checklist and continue to the completion form — you'll see a full-screen **"Analyzing your visit…"** indicator while it drafts your service records and summary. See [Automatic drafting when you finish a checklist](/checklists/completing-checklists#automatic-drafting-when-you-finish-a-checklist). **If AI Assist can't run right now.** AI drafting is a convenience, never a requirement. If the AI is busy or takes too long to respond, you'll see a brief message — *"AI assist is unavailable right now. You can still add records and notes manually."* — and nothing you've entered is lost. Just add your service records and notes by hand and complete the visit as usual. You can also tap **AI Assist** again to retry. ## AI-assisted assessment quotes When completing an assessment, AI Assist generates a full draft quote — not just service records — directly from your notes: 1. Type your assessment findings in the **Assessment notes** field Assessment notes entered, ready for AI Assist 2. Click the **AI Assist** button (✦) 3. The AI reads your notes and suggests quote line items with names and pricing based on what you described 4. A suggested **Name** for the quote and a customer-facing **Quote summary** are filled in automatically 5. Review the suggestions, adjust the name, pricing, or summary, and add or remove items as needed AI-suggested line items with badges ready for review 6. Click **Complete & Draft Quote** Draft quote created from assessment AI-suggested items are marked with an "AI suggestion" badge so you can easily spot what was auto-generated versus what you've added manually. You can also add photos before running AI Assist — photos are included in the AI's analysis. As with jobs, if the assessment has checklists, ProBase can draft these quote line items **automatically** as soon as you finish the checklist and continue — a full-screen **"Analyzing your visit…"** indicator appears while it works. See [Automatic drafting when you finish a checklist](/checklists/completing-checklists#automatic-drafting-when-you-finish-a-checklist). ## Automatic billing For services with **per-service billing**, completing an appointment automatically: * Creates a billing line item (charge) on the customer's account * Uses the service's unit price as the charge amount * Applies tax based on the service's tax rate * Shows the charge in the customer's billing history For services with **subscription billing**, completing an appointment does not create a charge for the base service — subscription charges are created **automatically** by Probase on each configured billing date. Any **additional service items** added to the visit are still charged when the appointment is completed. See [How billing works](/billing/how-billing-works) for more details. ## Viewing completed appointments Completed appointments appear in: * The calendar with a "Completed" status badge (green) * The service's appointment history section * The customer's activity timeline Click on any completed appointment to open its detail page where you can see: * Completion notes * Service records (observations, chemical readings, materials used, etc.) * The **after photos** you attached during completion * Completion date and time * The crew assigned to the appointment Completed appointment view Service records help you track detailed information about each visit, making it easy to review service history and maintain consistency across appointments. ### After photos If you attached photos while completing the job, they appear in a **Photos** section on the completed appointment's detail page. Tap any thumbnail to open the full-size image in a new tab. The section only shows when the visit has photos, so appointments completed without any stay clean. After photos on the completed appointment detail page ## Completing appointments on cancelled services If a cancelled service still has any scheduled appointments that need to be completed, you can still mark them as done: 1. Open the scheduled appointment from the calendar or service details page 2. Click the **Complete Visit** button 3. The completion form works the same as for active services 4. **Important:** The "Schedule Next Visit" step is automatically skipped for cancelled services 5. For per-service billing, charges are still created when completing appointments Completed on cancelled recurring service This allows you to finish out any remaining work before fully ending the relationship with the customer. # Viewing schedules Source: https://docs.probaseapp.com/routes/daily-crew-schedules See scheduled work in the calendar ## View the calendar Click **Calendar** in the sidebar to see all scheduled appointments across all crews. Calendar overview ## What you'll see The calendar shows: * All scheduled appointments * Customer names * Service names * Appointment times * Crew assignments (if assigned) ## Calendar swim lanes The calendar organizes appointments by crew using swim lanes (one row per crew). This layout makes it easy to: * See which crew is working on which day * Identify scheduling conflicts * Balance workloads across crews Each crew has a unique color to help distinguish their appointments at a glance. ## View appointment details Click any appointment to open the dedicated appointment detail page where you can see: * Customer name and property address * Service information and frequency * Scheduled start and end times * Current status (Scheduled, Completed, Rescheduled, or Cancelled) * Assigned crew with color coding * Completion notes and service records (for completed appointments) * Full appointment history The appointment detail page provides a complete view of everything related to the appointment. Appointment detail page ## Appointment actions ### Quick actions for scheduled appointments For scheduled appointments, two buttons appear at the top of the page: * **Complete Appointment** - Navigate to the completion page to mark the work as finished * **Directions** - Open Google Maps with directions to the property address ### Floating Action Button (FAB) The FAB in the bottom-right corner provides access to additional actions: * **Add Note** - Add notes to the appointment (always available) * **Complete** - Mark work as finished (scheduled appointments only) * **Reschedule** - Change the date and time (scheduled appointments only) * **Cancel Appointment** or **Cancel Service** - Cancel the work (scheduled appointments only) * **Delete** - Permanently remove the appointment Actions available depend on the appointment's current status. See [Completing appointments](/routes/completing-jobs) and [Rescheduling appointments](/scheduling/rescheduling-jobs) for details. ## Next steps * [Optimize routes](/routes/optimizing-routes) to plan efficient driving routes * [Complete appointments](/routes/completing-jobs) when work is finished # Adding notes and photos Source: https://docs.probaseapp.com/routes/job-notes-and-photos Document details about customers, properties, and services ## Overview Notes help you document important information about your customers, their properties, and services. You can add text notes with a rich text editor and attach photos or documents. Notes are different from service records, which capture structured data about completed work. Use notes for general information and documentation, and service records for specific service details. Looking to track chemical readings, materials used, or service observations? See [Service records](/routes/service-records) for structured service documentation. ## Where you can add notes Notes can be added to: * **Customers** - General notes about the customer (contact preferences, billing arrangements) * **Properties** - Gate codes, access instructions, pet warnings, property layout * **Appointments** - Completion notes and photos captured during job completion ## How to add notes ### Customer notes Customer notes are accessed through the customer Edit modal: 1. Go to **Customers** and click on the customer's name 2. Click the **Edit** button 3. In the edit modal, click **Add Customer Note** 4. Write your note in the rich text editor 5. Optionally attach photos or files 6. Click **Save** ### Property notes For a property with no existing notes: 1. Go to the property page 2. Click the **Edit** button 3. Click **Add Property Note** in the edit modal 4. Write your note and optionally attach files 5. Click **Save** Once a property has notes, a Notes section appears directly on the property page with a **+** button to add more notes. ### Appointment notes (completion notes) Notes and photos for a specific visit are captured during job completion: 1. Open the appointment and tap **Complete Visit** 2. Write your internal notes in the **Visit notes** field — these are for your own records and not shown to the customer 3. Optionally write a **Customer Notes** summary — a short, friendly description of what was done that appears on the customer's service report and invoice. Tap the AI Assist button (✦) after typing your visit notes to generate this automatically. 4. Optionally tap the photo upload area to attach after photos of the completed work 5. Tap **Complete Visit** to finish These notes are saved with the appointment. Along with any customer and property notes, they contribute to the **Job notes** AI summary on the appointment detail page — giving your crew relevant context before they arrive. Any after photos you attach show up in a **Photos** section on the completed appointment's detail page, so you can review what the work looked like at a glance. Tap any thumbnail to open the full-size image. After photos on the completed appointment detail page You can create a note with just attachments (no text), just text (no attachments), or both. ## Note attachments Attachments are useful for: * Before/after photos of completed work * Gate codes or access instructions * Property diagrams or maps * Signed service agreements * Photos of issues or damage * Reference documents ### Image previews When you attach images, a preview is shown for each one. Click on any image preview to view the full-size image. ## Edit a note For customer notes (accessed via the Edit modal) and property notes: 1. Open the customer or property Edit modal 2. Find the note in the Notes section 3. Click the **3-dot menu** (⋮) on the note and select **Edit** 4. Update the text in the editor 5. Add new files or remove existing ones 6. Click **Save** to save your changes ## Delete a note 1. Open the customer or property Edit modal 2. Find the note in the Notes section 3. Click the **3-dot menu** (⋮) on the note and select **Delete** 4. Confirm deletion in the confirmation modal Deleting a note also deletes all attached files. This action cannot be undone. ## View notes Customer notes are visible in the customer Edit modal. Property notes are visible on the property page and in the property Edit modal. Each note shows: * The note content * Any attached files with thumbnails for images * Who created the note * When it was created * When it was last edited (if applicable) The appointment detail page shows a **Job notes** section with an AI-generated briefing drawn from notes across the customer, property, and previous appointment completions — giving your crew key context before they arrive at the job site. The briefing refreshes on its own whenever you add, edit, or delete a note. If it can't be generated for any reason, the section shows a **"Couldn't generate summary"** message with a **Try again** button — the underlying notes are always still available on their own records. ## Completion notes vs. service records When completing an appointment, you have two ways to document work: **Completion notes** - Free-form text summary of what was done. Use for general descriptions and overview. **Service records** - Structured data like chemical readings, materials used, and observations. Use for specific, searchable details. See [Completing appointments](/routes/completing-jobs) and [Service records](/routes/service-records) for details. ## Best practices * **Gate codes**: Add as property notes so they're visible every time you visit * **Access instructions**: Include in property notes (e.g., "Enter through side gate, gate code 1234") * **Hazards**: Document in property notes (e.g., "Dog in backyard - call first") * **Service details**: Add notes to appointments about what was done * **Customer preferences**: Add to customer notes (e.g., "Prefers text messages over calls") * **Before/after photos**: Attach photos to appointment notes to show completed work * **Issues found**: Document problems found during service with photos if needed # Route optimization Source: https://docs.probaseapp.com/routes/optimizing-routes Let ProBase calculate the most efficient driving order for your crew ## Overview ProBase can automatically calculate the most efficient order to visit your stops, saving you time and fuel. There are two ways optimization happens: * **Optimize drive** — tap a button in the Reorder Stops panel to instantly reorder one crew's stops for the day. See [Reordering stops](/routes/reordering-routes#optimize-your-drive-automatically). * **Background auto-optimization** — ProBase silently optimizes routes in the background whenever new appointments are created or assigned. Enable this once in your settings and it runs automatically. ## Optimize drive (on-demand) The **Optimize drive** button lives inside the **Reorder Stops** panel, which you open from the **Day** view of the Schedule. Reorder modal with Optimize drive button Tapping **Optimize drive** sends your crew's stops to the route optimizer, which calculates the most fuel-efficient visiting order and shows you a summary of total drive time and time saved. Optimized view with drive time summary You can then tap **Apply changes** to lock in the new order, or **Cancel** to go back to the original sequence. Before applying optimization After applying optimization For full step-by-step instructions, see [Optimize your drive automatically](/routes/reordering-routes#optimize-your-drive-automatically). **Optimize drive** requires the crew to have a configured start location and at least 2 stops with valid addresses. See [Adding crews](/getting-started/adding-crews). ## Background auto-optimization When enabled, ProBase automatically optimizes a crew's route in the background every time a new appointment is scheduled. You don't need to do anything — the route updates silently so your crew always has an efficient schedule. ### Enable auto-optimization 1. Click **Settings** in the sidebar under BUSINESS 2. Scroll to the **Scheduling** section 3. Toggle **Auto-optimize routes** to ON Auto-optimize routes off Auto-optimize routes on ### When auto-optimization runs With auto-optimization enabled, routes are automatically optimized when: * A new appointment is created and assigned to a crew * An unassigned appointment is scheduled The optimization runs in the background and updates appointment times without any action on your part. Auto-optimization only runs if the crew has a configured start location and the appointment has a geocoded address. If either is missing, the appointment is added to the schedule without reordering. ### Manual vs automatic optimization | Situation | Recommended approach | | ---------------------------------------------------- | ------------------------------------------------- | | Want routes updated automatically as you schedule | Enable auto-optimization | | Want to review the optimized order before committing | Use **Optimize drive** in the Reorder Stops panel | | Need to hand-pick a specific stop order | Drag stops manually in the Reorder Stops panel | | Made last-minute changes and want to recalculate | Use **Optimize drive** | ## How optimization works The optimizer: 1. Starts at the crew's configured **start location** (depot) 2. Calculates the most efficient order to visit all stops 3. Returns to the crew's **end location** at the end of the day 4. Uses real road networks for accurate drive times After optimization (or after saving a reordered route), appointment times are recalculated using the crew's **Start Time** as the anchor. The first stop gets the start time, and each subsequent stop is scheduled based on travel time plus the previous stop's duration. See [Setting a crew start time](/getting-started/adding-crews#edit-a-crew) for details on configuring the crew's start time. ## Requirements Route optimization requires: * The crew must have a start location configured * Property addresses must be geocoded (valid addresses entered in Probase) * At least 2 appointments must be scheduled for the crew on that date If you haven't set up crew locations yet, see [Adding crews](/getting-started/adding-crews). ## Next steps * [Reorder stops](/routes/reordering-routes) to manually adjust a crew's stop order or use Optimize drive * [Daily crew schedules](/routes/daily-crew-schedules) to track progress through the day * [Complete appointments](/routes/completing-jobs) as you work through the route # Reordering stops Source: https://docs.probaseapp.com/routes/reordering-routes Manually drag and drop appointment stops into your preferred order ## Overview Sometimes the optimized route order isn't quite right — maybe you want to start with a specific customer, or group nearby stops differently. The **Reorder Stops** feature lets you manually drag stops into any order you choose, with real-time drive time calculations between each stop. Both service appointments and non-service stops (like lunch breaks or supply pickups added via **Add stop**) are shown in the panel and can be freely reordered. ## Access route reordering Route reordering is available from the calendar's **Day** view. Click **Schedule** in the sidebar. The **Day** view is shown by default. If you have multiple crews, use the crew filter dropdown to select a specific crew. The **Reorder Stops** button appears next to the crew filter once a crew is selected. Calendar with crew selected and Reorder Stops button visible If you only have one crew, the **Reorder Stops** button is always visible. Click the **Reorder Stops** button. A full-screen panel opens showing all of that crew's stops for the day in their current order — including both service appointments and any non-service stops you've added. Reorder route panel with draggable stops Each appointment card shows: * Customer name * Service name * Property address * Appointment duration * Drive time and distance to the next stop (e.g., "8 minutes / 3.1 miles") Non-service stops (like lunch breaks or supply runs) appear with a dashed border and show the stop name, address, and duration. They also have an **✕** button — tap it to delete the stop if you no longer need it. Press and hold the drag handle (the grip icon on the left of each card) and drag the stop to a new position in the list. The card being dragged is highlighted with an accent border so you can clearly see which stop you're moving. Drive time indicators are hidden while you drag and automatically recalculate once you release the stop in its new position. When you're happy with the order, tap **Save**. The panel closes and the appointment start and end times are updated to reflect the new sequence. Calendar after saving the reordered route ## Optimize your drive automatically Instead of dragging stops manually, you can let ProBase calculate the most efficient route order — right from the reorder panel. Reorder modal with Optimize drive button In the reorder panel, tap the **Optimize drive** button at the top. ProBase sends your stops to the route optimizer and calculates the most efficient order to minimize driving time. Before optimization The stops rearrange into the optimized sequence. A summary banner at the top shows the total drive time and distance for the route. Optimized view * Tap **Apply changes** to save the optimized order and update all appointment times. * Tap **Cancel** to discard the optimization and return to the original order. Before applying optimization After applying optimization **Optimize drive** requires your crew to have a configured start location and at least 2 stops with geocoded addresses. Set up crew locations on the crew detail page — see [Adding crews](/getting-started/adding-crews). ## How times are recalculated When you save a reordered route, ProBase uses the crew's configured **Start Time** as the anchor for the day's schedule. It then walks through the stops in order and assigns times sequentially: 1. The route begins at the crew's configured **Start Time** (set on the crew detail page), or the earliest original appointment start time if no start time is set 2. The first stop in the new order is assigned that start time 3. ProBase adds the stop's duration to get the finish time 4. ProBase adds the drive time to the next stop 5. The next stop's start time is set accordingly 6. This repeats for every stop in the list This means the route always starts at a consistent time of day regardless of how you reorder the stops, and all times cascade naturally from there. ## Drive time display Between each pair of consecutive stops, ProBase shows the estimated drive time and distance. These calculations use real road networks, not straight-line distances. Each drive time indicator displays both the travel time (in minutes) and the distance (in miles), for example: **5 minutes / 2.3 miles**. * Drive times and distances update automatically after you reorder stops * A loading animation appears briefly while drive times are being calculated * Drive times are hidden while a stop is being dragged to avoid distraction ## Completed appointments Completed appointments are also shown in the reorder panel. This allows you to see the full picture of the day's route even if some work is already done. The ordering of completed stops still affects how times cascade to remaining stops. ## When to use manual reordering vs optimize drive **Drag stops manually when:** * You want to start with a specific high-priority customer * You know the neighborhood better than the optimizer * You want to group stops by a specific preference **Use Optimize drive when:** * You want the most efficient route calculated automatically * You're making last-minute changes and don't want to drag each card * You want to see the drive time summary before committing For a complete overview of optimization options, see [Route optimization](/routes/optimizing-routes). ## Next steps * [Optimize routes](/routes/optimizing-routes) for fully automated route planning * [Complete appointments](/routes/completing-jobs) as you work through the day * [View the daily schedule](/routes/daily-crew-schedules) to track progress # Adding service items Source: https://docs.probaseapp.com/routes/service-items Add extra charges for additional work or materials to an appointment ## What are service items? Service items are line items on a scheduled appointment that represent charges beyond the base service price. Use them to charge for extra work performed or materials used during a visit. **Two types of service items:** * **Service** — Additional labor or work done on-site (e.g., "Filter Clean", "Algae Treatment"). You can optionally set a duration in minutes. * **Material** — Parts, supplies, or products used during the job (e.g., "Chlorine Tablets", "Filter Cartridge"). You set a quantity for materials. Service items flow automatically into the customer's invoice when the job is billed. When a quote with line items is accepted, those items are automatically copied to the first appointment as service items — you don't need to re-enter them. For recurring jobs, items marked **Make recurring** on the quote also carry forward automatically to future appointments. See [Managing quotes](/customers/managing-quotes#how-line-items-carry-over-when-a-quote-is-accepted) for details. ## Access service items Service items are managed from the **Service details** page for a specific appointment. To open it: 1. Open the appointment detail page (from the calendar, schedule, or customer service page) 2. Scroll to the **Service details** section 3. Tap the arrow button on the right side of the section header to open the full service details page The service details page shows: * The base service (the parent service for this appointment) * Any additional line items you've added * A running total of all charges and total time Empty service items state Service items can only be added, edited, or deleted while the appointment is in **Scheduled** status. Once the appointment is completed or cancelled, all items become read-only. ## Add a service item Tap the **Add line item** button in the top-right corner of the service details page. A modal opens to guide you through a two-step process. Select what kind of item you're adding: * **Service** — For additional work or labor performed on-site * **Material** — For parts, supplies, or products used during the job Type selection step After selecting a type, a form appears with fields specific to that type. **For Service items:** * **Service Name** — What the additional service is (e.g., "Filter Clean") * **Duration** — How many minutes this additional service takes (optional) * **Price** — What you charge for it * **Make recurring** — Check this to add the item to every upcoming visit automatically (only shown for recurring jobs) Service item form empty Service item form filled **For Material items:** * **Material** — Name of the product or part (e.g., "Chlorine Tablets") * **Quantity** — How many units were used * **Unit price** — Price per unit * **Make recurring** — Check this to add the item to every upcoming visit automatically (only shown for recurring jobs) Material type selection Material form empty Material form filled Tap **Save**. The item appears in the list immediately and the total updates. Service item added to list Material item added to list ## Edit a service item On the service details page, locate the item you want to change. Existing item before edit Tap the **Edit** button on the item card. The edit form opens pre-filled with the current values. When editing, you can also change the **Type** dropdown to switch an item between Service and Material. The **Make recurring** checkbox appears only when the parent job is a recurring service. Edit form pre-filled Edit form with updated fields Tap **Save**. The item updates immediately. Item updated ### Switching item types When editing, you can switch a Service item to a Material (or vice versa) using the **Type** dropdown at the top of the edit form. The form fields adjust automatically to match the selected type. Item shown as service type Edit form open as service Type switched to material Item now shows as material ## Delete a service item On the service details page, tap **Delete** on the item card. A confirmation prompt appears — confirm to remove the item. Before deleting an item Item deleted ## Recurring service items The **Make recurring** option is only available for recurring jobs — services scheduled to repeat weekly, bi-weekly, or monthly. It does not appear for one-time jobs since there are no future appointments to carry items forward to. Check **Make recurring** when adding or editing a service item to have it appear on every upcoming visit automatically. This is useful for standard materials you always use (e.g., a monthly chemical dose) so you don't have to re-enter them every visit. Because a recurring service pre-schedules its [whole chain of future visits](/scheduling/future-visits), any change you make to a recurring item flows forward to **all** the upcoming scheduled visits at once: * **Add** a recurring item, and it appears on every future visit. * **Edit** a recurring item (price, quantity, name), and the change updates every future visit. * **Remove** a recurring item (or uncheck **Make recurring**), and it's dropped from every future visit. Only **upcoming scheduled visits** are updated. Visits that are already completed, skipped, rescheduled, or cancelled keep the items exactly as they were recorded, and any one-off (non-recurring) items you've added to a specific future visit are left in place. Appointment with recurring items before completion Appointment detail with recurring items Completion modal Schedule next step during completion Appointment completed Next appointment automatically has the recurring items Recurring items stay in sync across every upcoming scheduled visit. Non-recurring items only appear on the visit you add them to. ## After completion: read-only view Once an appointment is completed (or cancelled), the service items list becomes read-only. You can still view all the items that were recorded, but you can no longer add, edit, or delete them. Read-only view after appointment is completed ## How service items affect invoices When a per-service billing appointment is completed, all line items (the base service plus any additional service items) are sent to the customer's invoice as separate charges. Each line item shows: * Item name * Quantity × unit price This gives customers a clear breakdown of every charge on their invoice. For subscription-billed services, completing an appointment does not create a charge for the base service itself — the recurring subscription price is billed separately on its own schedule. However, any **additional service items** you add to the appointment (materials, add-ons, extra work) are still charged to the customer when the appointment is completed, just like on a per-service job. ## Next steps * [Completing appointments](/routes/completing-jobs) — Mark work as done and trigger billing * [Managing invoices](/billing/invoices) — View and send the invoice after completing * [How billing works](/billing/how-billing-works) — Understand how charges flow to customer accounts # Service records Source: https://docs.probaseapp.com/routes/service-records Document detailed information about completed work ## Overview Service records let you record structured details about work performed during appointments. Unlike general notes, service records capture specific data points like measurements, materials used, and observations in a consistent, searchable format. Service records are always linked to a specific appointment, making it easy to track what was done during each visit. ## Types of service records ### Observations General notes about what you noticed during the visit: * Pool condition ("Pool water is crystal clear") * Issues found ("Found minor algae buildup in corners") * Customer requests ("Customer asked about weekly service") * Weather conditions affecting service * Equipment status notes Observation entry ### Chemical readings Track chemical test results and measurements: * pH levels * Chlorine levels (free, total, combined) * Alkalinity * Hardness * CYA (Cyanuric Acid) * Other water chemistry readings Each reading includes: * Reading type (what was measured) * Value (numeric measurement) * Unit (pH, ppm, etc.) * Optional notes Chemical reading entry ### Chemical Adjustments Document chemicals or products added during service: * Pool shock * Chlorine tablets * Muriatic acid * pH increasers/decreasers * Algaecides Each adjustment includes: * Chemical name * Amount added * Unit (lbs, oz, fl oz, gal, qt, ppm) * Optional notes about where/why applied Chemical adjustment entry ### Materials Track other materials or supplies used on a completed appointment: * Parts installed (e.g., "Filter cartridge") * Equipment replaced * Supplies consumed (not chemicals) * Amount and unit (unit, lbs, oz, gal, bags, cu yd, qt) * Optional notes Material entry Materials can be recorded **after** an appointment is completed. They aren't part of the in-the-moment completion form — for materials you want to charge the customer for, add them as invoice line items on the appointment or service so they appear on the invoice. See [Adding service items](/routes/service-items). ## Adding service records Service records can also be created **from a checklist**. When a checklist question is marked **Include in service record**, its answer is saved as a service record automatically when the visit is completed — a numeric "pH" answer becomes a chemical reading without re-entering it. See [Completing checklists on a job](/checklists/completing-checklists#answers-that-become-service-records). ### During appointment completion The best time to add service records is when completing an appointment: 1. Open the appointment from the calendar or service details page 2. Tap **Complete Visit** to open the completion form 3. Enter your notes in the **Visit Notes** field 4. Click the **AI Assist** button (✦) to automatically extract service records from your notes 5. Or tap any record category card (Observations, Chemical Readings, Chemical Adjustments) to open that category's screen 6. Within the category screen, tap **Add** to create a new entry manually 7. Review all entries before completing — you can edit or remove entries directly from the category screen (see [Editing during completion](#editing-during-completion) below) 8. Tap **Complete Visit** to finish Manual entry added during completion Within a category screen, type your value directly into the entry — for a chemical reading, pick the reading type, enter the value, and the unit fills in automatically. Your entry is saved as you go, so the value you type is exactly what's recorded when you tap **Done** and complete the visit. Entering a chemical reading value during completion **Materials** can't be added from the completion form. Record any materials or parts used as **invoice line items** on the appointment (or the service) so they appear on the customer's invoice. If you also want a non-billed record of the material for service history, add it after the appointment is completed — see [After appointment completion](#after-appointment-completion). ### After appointment completion You can also add service records after an appointment is completed: 1. Open the completed appointment 2. Scroll to the **Service Records** section 3. Click **Add Record** 4. Select the entry type and fill in the details 5. Click **Save Record** Service records on completed appointment ## Using AI to parse notes The fastest way to create service records is using AI: 1. Write your notes naturally in the **Visit Notes** field of the completion form 2. Click the **AI Assist** button (✦) that appears below the text field 3. The system automatically creates service records from your text 4. Review and edit the parsed entries — tap any category card to see what was extracted 5. Remove any incorrect entries 6. Add any missing entries manually 7. Tap **Complete Visit** when ready Example note that parses well: > "pH was 7.2, chlorine at 3 ppm. Added 2 lbs shock. Pool looked clear, no algae." This creates: * Chemical Reading: pH = 7.2 * Chemical Reading: Chlorine = 3 ppm * Chemical Application: Shock = 2 lbs * Observation: "Pool looked clear, no algae" Materials in your notes aren't turned into service records — add materials and parts as invoice line items so the customer is charged for them. ## Adding entries manually To add a service record manually: 1. Tap **Add** in a category screen during the completion form (Observations, Chemical Readings, or Chemical Adjustments only), or **Add Record** on a completed appointment (any type, including Material) 2. Choose the entry type — on a completed appointment you can pick Observation, Material Used, Chemical Reading, or Chemical Application 3. Fill in the required fields based on the type 4. Add optional notes for context 5. Click **Save Record** Add entry modal Filled observation form ### Observation fields * **Notes** (required) - Description of what you observed ### Chemical reading fields * **Reading Type** (required) - What was measured. Choose from the list (pH, Chlorine, Alkalinity, etc.) * **Value** (required) - The numeric value * **Unit** - Unit of measurement, set automatically based on reading type (e.g., "pH", "ppm") * **Notes** (optional) - Additional context ### Chemical application fields * **Chemical Name** (required) - Name of chemical applied * **Amount** (required) - How much was added * **Unit** (required) - Unit of measurement. Choose from the list (lbs, oz, fl oz, gal, qt, ppm). * **Notes** (optional) - Why it was added or where it was applied ### Material fields * **Product Name** (required) - Product or material name * **Quantity** (required) - How much was used * **Unit** (required) - Unit of measurement. Choose from the list (unit, lbs, oz, gal, bags, cu yd, qt). * **Notes** (optional) - Why it was used or where it was applied When you add entries from a category screen **during appointment completion**, the Reading Type and chemical Unit dropdowns include an **Other…** option so you can type a custom value that isn't in the list. The after-completion **Add Record** modal uses the standard lists only. ## Editing service records ### Editing during completion While completing an appointment, all entries in a category screen are shown in edit mode — there is no separate edit button. Open any category card (Observations, Chemical Readings, or Chemical Adjustments) in the completion form to see and update all entries in that category. Each entry stays in its own category — entries can't switch types from the completion form. If an entry is in the wrong category, remove it and add a new one in the correct category instead. ### After completion Once an appointment is completed, service records become read-only. To change a record, delete it (see [Deleting service records](#deleting-service-records) below) and add a new one with the corrected details. Use **Add Record** from the Service Records section on the completed appointment to add the replacement — this is the only place you can pick **Material Used** as the entry type. Service records on a completed appointment ## Deleting service records ### Removing during completion To remove an entry while completing an appointment, open the category card in the completion form (Observations, Chemical Readings, or Chemical Adjustments) and tap the remove button on the entry row. Entries before removing Entry removed from category ### Deleting after completion To remove a service record from a completed appointment: 1. Open the completed appointment 2. Find the entry in the Service Records section 3. Click the delete icon (trash) 4. Confirm the deletion After deleting entry Deleted service records cannot be recovered. Only delete entries that are incorrect or entered by mistake. ## Viewing service records Service records appear in multiple places: ### On completed appointments Open any completed appointment to see all service records for that visit. Multiple entries on appointment ### On the dedicated service records page Each property has a dedicated "Service Records" page that lists all service records for that property, with powerful filtering and search capabilities. To access it: 1. Navigate to a customer's page 2. Find the property in the Properties section 3. Click **Service Records** on the property page Service records list Records appear as a list of cards. Each card shows: * A **type badge** (Observation, Chemical Reading, Material Used, or Chemical Application) * The main information (reading value, material used, observation text, etc.) * Which service the record belongs to * When the work was recorded and who recorded it Records are ordered by most recent first, making it easy to see the latest activity. Ordered recent first The filtering and search controls stay visible at the top of the page while you scroll through records. This sticky behavior lets you refine your search without scrolling back up, making it faster to find what you need. ### Date separators The list groups records under date headings (e.g., "Feb 4, 2026"), with a new heading each time the date changes as you scroll. Date separators This makes it easy to scan through records and understand when work was performed. ## Filtering and searching ### Filter by type Use the type dropdown to show only specific types of records: * All Types (default) * Observation * Material Used * Chemical Reading * Chemical Application Filter by chemical reading Filter by material ### Search records Use the search box to find records by: * Notes or descriptions * Service name * Property address * Measurement names (e.g., "pH", "chlorine") * Material or chemical names * Any text in the entry details Search by notes The search updates instantly as you type. If no records match your search, you'll see a helpful message. No search results ### Combine filters You can use both type filtering and search together to narrow down exactly what you're looking for. Combined type and search ### Date range filtering Use the date picker to filter records by date range. Pick a start and end date, or choose one of the built-in presets (such as this week, this month, or year to date) to quickly narrow the list to a specific time period. Leave the range empty to show all records. Year to date filter This is especially useful for: * Reviewing recent work for quality control * Generating reports for specific time periods * Finding records from a particular service visit * Tracking trends over time ### Empty states If no records match your filters, you'll see a message explaining what to do next. Empty state after filtering No records yet ## Best practices **Be consistent**: Use the same terminology and units across entries. For example, always use "pH" (not "ph" or "PH") and "ppm" for chlorine readings. This makes historical data easier to review. **Use AI parsing**: Write natural notes and let AI create the entries. It's much faster than manual entry and reduces data entry errors. **Record measurements before and after**: For chemical readings, note values before and after adjustments to track changes and validate your work. **Document issues**: Use observations to record problems found, even minor ones. This helps identify recurring issues and demonstrates thoroughness. **Track all materials**: Record everything used, not just chemicals. This helps with inventory management and can support billing for materials. **Review before completing**: Check parsed entries for accuracy before clicking Complete. AI is good but not perfect - always verify the extracted data. **Be specific with service records**: Instead of "Fixed pump", write "Replaced impeller seal on main circulation pump". Specific details help with warranty tracking and future troubleshooting. ## Service records vs. notes **Service records** are for structured, searchable data: * Chemical readings and test results * Chemical applications and treatments * Materials and parts used * Specific observations about service conditions **Notes** are for unstructured information: * General customer preferences * Access instructions * Before/after photos * Long-form documentation See [Adding notes](/customers/adding-notes) for working with notes. ## Why use service records **Consistency**: Structured data ensures information is recorded the same way every time, making it easy to compare across visits. **History**: View trends in measurements over time to identify patterns and make better service decisions. **Accountability**: See exactly what was done during each visit, who did it, and when. **Efficiency**: AI parsing makes data entry fast and easy - just write notes naturally and let the system structure them. **Searchability**: Find specific information quickly by searching across all entries for a customer or property. **Professionalism**: Detailed service records demonstrate thoroughness to customers and support premium pricing. # Creating appointments Source: https://docs.probaseapp.com/scheduling/creating-appointments Schedule work for your customers ## Overview Appointments are scheduled work visits for a service. You can create them from the service detail page or from the calendar. ## Create an appointment from a service Navigate to **Customers**, click the customer name, click the property address, then click the service name. For active jobs that don't have an appointment yet, a prominent **Schedule Appointment** button appears near the top of the service details page, below the status badge. Schedule appointment button on service detail A modal opens with date and time fields: * Pick the **Date** * Choose the **Start Time** — the end time is set automatically based on the previous appointment's duration (defaults to 60 minutes if there's no prior appointment) * Optionally assign a **Crew** — if the service has a prior appointment, the same crew is pre-selected for you. The crew field only appears when you have more than one crew on your team. If the service already has a scheduled appointment, a warning appears reminding you that the existing appointment stays on the calendar. Schedule appointment modal Click **Schedule** to schedule the visit. The appointment appears in the service's history and on the calendar. The **Schedule Appointment** button is hidden once an upcoming appointment exists. Service detail after scheduling ## View appointments After creating appointments, you can view them: * **On the service details page** - Shows all appointments for that specific service * **On the calendar** - Click **Schedule** in the sidebar to see all appointments across all customers Calendar overview ## View appointment details Click on any appointment in the calendar or on a service page to open the dedicated appointment detail page. Appointment detail page The appointment detail page shows: ### Page Header * Service name and customer first name * Appointment status badge (Scheduled, Completed, Rescheduled, Cancelled, or Skipped) * A back button to return to the previous page ### Quick Facts Key details at a glance — property address, and for appointments due today: the customer's phone number (tappable to call) and a link to Contact Details. ### Quick Actions Contextual buttons change based on the appointment status. For scheduled future appointments, you can send a confirmation SMS or open the **Manage Job** dropdown to complete, skip, reschedule, or cancel. For appointments due today, you'll see prominent buttons for getting directions (in your chosen [maps app](/getting-started/maps-preference)), sending an "on my way" text, and completing the visit. Quick actions for a scheduled appointment See [Completing appointments](/routes/completing-jobs) and [Rescheduling appointments](/scheduling/rescheduling-jobs) for details on each workflow. ### Assign or change the crew Scheduled appointments show a crew row directly above the quick action buttons. Tap it to assign a crew (or swap to a different one) without leaving the appointment page. * If the appointment already has a crew, the row shows the crew's color, truck icon, and name. * If no crew has been picked yet, the row shows an amber **Not assigned to a crew yet** warning. * If your team has no crews at all, the row turns into a shortcut to the Crews page so you can create one first. Unassigned crew row on the appointment detail page Tap the row to open the **Assign Crew** modal, pick a crew, and tap **Save**. If your team has only one crew, it's pre-selected for you — confirm by tapping Save. Assign Crew modal open with two crews to choose from #### Assign one visit or every future visit Recurring services [pre-schedule the whole chain of future visits](/scheduling/future-visits), so the modal includes an **Assign to all future service appointments** toggle: * **On (default)** — the crew is assigned to this visit *and* every upcoming scheduled visit in the chain, so you only have to pick a crew once. * **Off** — the crew is assigned to just this one visit. A note confirms the date, and other future visits keep their current crew. Assign Crew with the all-future toggle off, assigning only one visit The new crew is reflected on the appointment detail page immediately, and you'll see a "Crew assigned." confirmation. Appointment detail page after assigning a crew The crew row appears on every scheduled appointment — whether your team has one crew or many. It's the fastest way to pick a crew for an overdue or unassigned job from the appointment detail page itself. ### Service Details Shows the base service charge and any additional service items for this appointment, with quantities and prices and a grand total. Tap the **→** button to open the service items page where you can add extra charges for additional work or materials. ### Service Plan Shows the service frequency (one-time, weekly, bi-weekly, or monthly), the next scheduled appointment date, and the invoice type. ### Contact Details For scheduled appointments, the customer's name, phone number, and email appear at the bottom for easy reference. ## Next steps * [Reschedule appointments](/scheduling/rescheduling-jobs) if plans change * [Complete appointments](/routes/completing-jobs) when work is done * [View the calendar](/scheduling/weekly-schedule) to see all scheduled work # How recurring visits are scheduled Source: https://docs.probaseapp.com/scheduling/future-visits Recurring services pre-schedule their whole chain of future visits ## The whole schedule, planned up front When you create a **recurring** service (weekly, bi-weekly, or monthly), Probase doesn't just book the next visit — it pre-schedules the **entire chain of future appointments** at once. Every visit from your start date through the end date appears on the calendar immediately, so customers and crews can see exactly what's coming. A recurring service with its full chain of future visits * If you set an **End Date** when creating the job, visits run up to that date. * If you leave the End Date blank, the chain runs for **one year** from the start date. * **One-time services** get a single appointment on the start date — there's no chain. This means you don't have to remember to book the next visit after every job. The schedule is already in place, and you manage exceptions (a skip here, a reschedule there) as they come up. ## Recent Activity and Future Appointments On the service details page, appointments are split across two tabs so the long visit chain stays easy to scan: * **Recent Activity** — what just happened: completed, rescheduled, skipped, and cancelled visits, plus the next upcoming visit pinned at the top. * **Future Appointments** — every upcoming scheduled visit, soonest first. Each tab shows a few visits at a time with a **Show more** link to reveal the rest. ## Changing the schedule rebuilds the chain When you edit a recurring service's schedule from the **Change Schedule** modal, Probase keeps the future chain in sync with your changes: On the service details page, tap the **→** button in the top-right of the **Service plan** section. Change Schedule modal open You can change the **Service Name**, **Description**, **Start Date**, **End Date**, and **Service Frequency**. If you change the **Start Date** or **Service Frequency**, a warning appears letting you know the future visits will be rebuilt. Warning shown when the change will rebuild visits Tap **Save**. Probase reshapes the chain and confirms how many visits changed. Confirmation after the chain is rebuilt How the chain is reshaped depends on what you changed: * **Start date or frequency changed** — every future scheduled visit is rebuilt from scratch on the new cadence. * **End date pushed out (or cleared)** — Probase fills in the additional visits up to the new horizon. * **End date pulled in** — visits scheduled past the new end date are removed. Rebuilding the chain only ever touches **upcoming scheduled visits**. Completed, skipped, rescheduled, and cancelled visits are part of your history and are never changed or deleted. A completed past visit survives a schedule rebuild ## Working through the visit chain Because the whole chain already exists, the everyday actions you take on a single visit behave a little differently than booking one at a time: * **Completing a visit** — when the next visit is already on the calendar, you don't get prompted to schedule it again. See [Completing appointments](/routes/completing-jobs). * **Skipping a visit** — items and notes move forward to the existing next visit automatically. See [Skipping appointments](/scheduling/rescheduling-jobs#skipping-appointments). * **Assigning a crew** — you can assign a crew to just one visit or to every future visit at once. See [Assign or change the crew](/scheduling/creating-appointments#assign-or-change-the-crew). * **Cancelling a service** — choose whether to cancel only the next visit or all future visits. See [Cancel Service](/customers/managing-services#cancel-service). ## Next steps * [Creating jobs](/getting-started/creating-jobs) — set the start and end dates that drive the chain * [Managing customer services](/customers/managing-services) — edit pricing, schedule, and cancel services * [Completing appointments](/routes/completing-jobs) — mark visits done as you work through the chain # Jobs without assigned crew Source: https://docs.probaseapp.com/scheduling/jobs-without-assigned-crew Find and resolve scheduled jobs that don't have a crew picked yet ## What this is Scheduled appointments can sometimes land on your calendar without a crew picked — for example when you reschedule a visit without choosing one, or when an older appointment didn't get assigned for some reason. Probase flags these so they don't sit on the schedule unassigned. On single-crew teams, brand-new appointments are auto-assigned to your only crew, so this card is usually empty. It appears when an appointment has slipped through without a crew — most commonly on multi-crew teams. ## Finding jobs without an assigned crew When you have scheduled jobs missing a crew, a **Jobs without assigned crew** item appears in the **Action needed** section on HomeBase. The count shows how many appointments still need a crew. Dashboard action card showing jobs without an assigned crew Tap **Jobs without assigned crew** to open the full list. ## The list page The Jobs without assigned crew page shows scheduled appointments that don't have a crew yet, sorted oldest-first so the most urgent items appear at the top. Jobs without assigned crew list Each card shows the customer name, scheduled status, property address, service name, date and time, and an amber **Not assigned to a crew yet** badge. The list focuses on the **next 14 days**. Because recurring services [pre-schedule their whole chain of future visits](/scheduling/future-visits), this keeps the list to jobs that need a crew soon rather than flooding it with months of far-future visits. Each service shows only its earliest unassigned visit in the window, so you assign a crew once and move on. The list scoped to the next 14 days ### Searching Use the search bar at the top to filter by service name, customer name, or address. ### Load more If you have many unassigned jobs, the list loads 20 at a time. Scroll to the bottom and the next batch loads automatically. ## Assigning a crew from the list Tap any job card to open the **Assign Crew** modal directly — no need to navigate to the appointment detail page first. Assign Crew modal opened from the list The Assign Crew modal opens with the service name shown so you know which appointment you're updating. Tap one of the crews in the list. Each crew shows its color dot and name. If your team has only one crew, it's pre-selected — just confirm by tapping Save. Single crew pre-selected in the Assign Crew modal Leave **Assign to all future service appointments** on (the default) to apply the crew to every upcoming visit in this service's chain, or turn it off to assign just this one visit. See [Assign one visit or every future visit](/scheduling/creating-appointments#assign-one-visit-or-every-future-visit). Tap **Save**. A "Crew assigned." confirmation appears, the modal closes, and the appointment disappears from the list. Once you've assigned a crew to every unassigned job, the list shows an empty state ("No jobs are missing a crew. You're all set!") and the **Jobs without assigned crew** action item disappears from HomeBase. List after assigning a crew to the last unassigned job ## Other places to assign a crew The same Assign Crew modal is reachable from a few other places when you'd rather work appointment-by-appointment: * **Appointment detail page** — the crew row above the quick actions opens the modal. See [Assign or change the crew](/scheduling/creating-appointments#assign-or-change-the-crew). * **Overdue jobs list** — when your team has more than one crew, overdue cards show the crew row so you can spot unassigned visits at a glance. See [Overdue jobs](/scheduling/overdue-jobs). * **Reschedule modal** — pick or change the crew while you reschedule. See [Rescheduling appointments](/scheduling/rescheduling-jobs). * **Job creation wizard** — pick a crew when scheduling the first appointment. See [Creating jobs](/getting-started/creating-jobs). * **Assessment creation** — pick a crew when scheduling the on-site visit. See [Creating quotes and assessments](/customers/creating-quotes). ## Next steps * [Adding your crews](/getting-started/adding-crews) — Set up multiple crews so appointments can be routed to the right one * [Overdue jobs](/scheduling/overdue-jobs) — Resolve appointments that slipped past their scheduled date * [HomeBase](/getting-started/homebase) — Your daily command center for field work # Month view Source: https://docs.probaseapp.com/scheduling/month-view See a whole month of appointments on one grid ## Overview The **Month view** gives you the big picture: every appointment for the month laid out on a single day-cell grid. It's the fastest way to spot a packed week, find an open day to slot in new work, or get a feel for how busy the month ahead looks. Month grid with appointments ## Open the Month view Click **Schedule** in the sidebar, then tap **Month** in the view picker at the top of the page. Month selected in the view picker Probase remembers the view you last used, so once you switch to Month you'll keep landing there until you choose a different view. ## What you'll see Each day in the grid shows up to three appointments as small colored bars: * **The color of each bar matches the assigned crew**, so you can read crew workload across the whole month at a glance. Appointments with no crew assigned yet show in grey. * **Each bar is labelled with the customer's last name** so you can tell the day's jobs apart. * When a day has more than three appointments, the extras collapse into a **"+N more"** label — tap into the day to see the full list. * **Today** is highlighted with a filled circle on the date number. The Month view always shows the full month, including a few trailing days from the previous and next month to fill out the first and last rows. Those out-of-month days are greyed out and can't be tapped. ## Tap a day to see what's on it Tap any day in the grid to open the **day overview** — a bottom drawer on your phone, or a side panel on a wider screen — listing that day's jobs and stops in start-time order, with the job count and total time booked. Day overview opened from a month day From the day overview you can: * Tap any job in the list to open its [appointment detail page](/scheduling/creating-appointments#view-appointment-details). * Tap **Open Day view** to drill into that day's full **Day view**, where you can see full appointment cards, track progress, complete or reschedule jobs, and reorder stops. * Tap the **✕**, tap outside, or press **Esc** to close it — the month stays exactly where it was. On a phone you can also drag the drawer down by its grab handle to flick it closed. Day view after drilling in from the panel To get back to the month overview from the Day view, tap **Month** in the view picker again. The date you drilled into stays selected, so switching back to Month keeps you in the right month. ## Move between months Use the date picker at the top of the page to move through the calendar: * Tap the **left and right arrows** to step back and forward a month at a time. * Tap the **date label** to open a calendar and jump to any month. * Tap **Today** to snap back to the current month. The calendar covers a fixed window — up to one year ahead and three months back. The arrows dim and stop when you reach either edge. ## Filter the month The crew filter and search box work the same in Month view as in the other calendar views. Filter to a single crew to see just their month, or search by customer or service name to highlight specific jobs. See [Filter appointments](/scheduling/weekly-schedule#filter-appointments) for details. ## Next steps * [Weekly calendar](/scheduling/weekly-schedule) for a multi-day planning view * [Daily crew schedules](/routes/daily-crew-schedules) for today's work in the field * [Creating appointments](/scheduling/creating-appointments) to add new work to the schedule # Overdue jobs Source: https://docs.probaseapp.com/scheduling/overdue-jobs Identify and resolve jobs that are past their scheduled date ## What are overdue jobs? An overdue job is any service appointment that was scheduled for a past date but hasn't been completed, cancelled, or rescheduled. This can happen when a crew couldn't make it, a customer cancelled last-minute, or an appointment was created but never resolved. Probase flags these automatically so nothing slips through the cracks. ## Finding overdue jobs When you have overdue appointments, an **Overdue Jobs** action item appears in the **Action needed** section on HomeBase. The count shows exactly how many appointments need attention. Dashboard action card showing overdue jobs count Tap **Overdue Jobs** to open the full list. ## The Overdue Jobs list The Overdue Jobs page shows all past-due appointments sorted oldest-first, so the most urgent items appear at the top. Overdue jobs list Each card shows: * Service name * Customer name * Property address * Original scheduled date * Assigned crew (when your team has more than one crew) — color-coded with a truck icon, or an amber "Not assigned to a crew yet" warning if no crew has been picked Overdue card showing the crew row for multi-crew teams The crew row only appears on overdue cards when your team has more than one crew. If you run a single crew, the assignment is implicit and the row is hidden to reduce clutter. ### Searching Use the search bar at the top to filter by service name, customer name, or address. ### Load more If you have many overdue jobs, the list loads 20 at a time. Scroll to the bottom and the next batch loads automatically. ## Resolving an overdue job Tap any appointment card to open the full appointment detail page. Appointment detail page from the overdue list From the appointment detail page you can: * **Assign a crew** — Tap the crew row above the quick actions to pick a crew for an unassigned visit, or swap to a different one. See [Assign or change the crew](/scheduling/creating-appointments#assign-or-change-the-crew). * **Complete** — Mark the appointment as done if the work was actually performed * **Reschedule** — Set a new date and time for the appointment * **Cancel** — Cancel the appointment if the work won't happen ### Cancelling an overdue job If a job needs to be cancelled: Tap the appointment from the overdue list to open its detail page. Tap the **Cancel** option on the appointment detail page. This opens the **Cancel Service** modal. Overdue list before cancelling an appointment Whenever the service still has any scheduled visits, you'll see a choice: * **Cancel all future appointments** — ends the recurring service and cancels every upcoming visit (this is the default). * **Cancel only the next appointment** — cancels just the next scheduled visit and leaves the rest of the schedule in place. The modal previews exactly which appointments will be cancelled before you confirm — the "Cancel all future appointments" option shows how many visits that covers, and "Cancel only the next appointment" shows the date of that next visit — so you always see the impact before committing. Type a cancellation reason (for example, "Customer requested cancellation" or "weather") and confirm. Cancel form with reason field The selected appointment (or appointments) are cancelled and the overdue visit drops off the overdue list. Cancelled appointment result The Cancel Service modal defaults to **cancelling all future appointments**. If you only mean to cancel the single overdue visit on a recurring service, switch the choice to **Cancel only the next appointment** before confirming. After resolving appointments, the list updates automatically. Once all overdue jobs are addressed, the list shows an empty state and the **Overdue Jobs** action item disappears from HomeBase. Empty overdue list after resolving all items HomeBase with no overdue jobs ## Tips for staying on top of overdue jobs * **Check HomeBase daily** — The Action needed section is the fastest way to spot overdue jobs before they pile up * **Reschedule promptly** — Rescheduling keeps the job active and ensures customers get the service they've signed up for * **Cancel when appropriate** — If a customer cancelled verbally, record the cancellation in Probase to keep your schedule accurate * **Use the search** — If you have a long list, search by customer name to quickly find a specific job ## Next steps * [Rescheduling jobs](/scheduling/rescheduling-jobs) — How to reschedule an appointment to a new date * [Completing jobs](/routes/completing-jobs) — Mark appointments as done to clear them from the list * [HomeBase](/getting-started/homebase) — Your daily command center for field work # Rescheduling appointments Source: https://docs.probaseapp.com/scheduling/rescheduling-jobs Move appointments to different dates or skip them for recurring services ## Overview When you need to change when work is scheduled, you can reschedule an appointment. This creates a new appointment with the new date and marks the original as "Rescheduled." For recurring services, you can also skip an appointment — marking it as skipped while automatically scheduling the next occurrence. ## Reschedule an appointment Click on the appointment from the calendar or from the service details page to open the dedicated appointment detail page. Appointment detail page On the appointment detail page, click the **Manage Job** button to open the dropdown menu. For appointments due today, tap the **...** button instead. Manage Job menu with Reschedule option From the dropdown, click **Reschedule**. A reschedule modal opens. Reschedule modal open In the reschedule form: * Select the new **Date** * Set the new **Start time** (defaults to the same time as the original appointment) * Reassign the **Crew** if needed — the picker pre-selects the crew already on the appointment, so you can leave it alone to keep the same crew. The crew picker only appears when your team has more than one crew; with a single crew the appointment stays assigned to it automatically. * Enter a **Reason** for rescheduling (optional) Reschedule form filled in Click **Reschedule** to create the new appointment. The original appointment is marked as "Rescheduled" with your reason, and a new "Scheduled" appointment appears with the new date and time. After reschedule ## What happens when you reschedule When you reschedule an appointment: 1. The original appointment status changes to **Rescheduled** 2. The reason you entered is saved on the original appointment 3. A new **Scheduled** appointment is created for the new date and time 4. Any **service items** (line items) from the original appointment are moved to the new appointment 5. Any **notes** attached to the original appointment are moved to the new appointment 6. Both appointments remain in the history on the service details page Original now rescheduled This creates a complete audit trail of all scheduling changes. Because items and notes move with the appointment, your crew will have everything they need on the rescheduled date without any re-entry. ## Viewing rescheduled appointments Rescheduled appointments appear with a "Rescheduled" status badge (orange) in the calendar and on the service details page. Click on them to see the reason for rescheduling and when it was changed. Rescheduled appointment detail ## Sending a reschedule confirmation When you open a rescheduled appointment, the quick actions area shows a single **Send Reschedule Confirmation** button. Use this to text the customer the details of the new appointment that was created when you rescheduled. Quick actions on a rescheduled appointment From the calendar or the service details page, click the rescheduled appointment (the one with the orange "Rescheduled" badge — not the new one). The button opens a pre-filled SMS modal. The message references the **next scheduled appointment** linked to the same service — including the day of the week, date, start and end time, and the property address. If no follow-up appointment exists yet, the message simply notes that the appointment has been rescheduled and that you'll follow up with the new date. Send Reschedule Confirmation SMS modal Edit the message if you need to add context, then send. The text goes to the customer's phone number on file. Customers don't get an automatic notification when you reschedule. Sending the confirmation is what lets them know about the new date and time. ## Skipping appointments For recurring services (weekly, bi-weekly, or monthly), you can **skip** an appointment instead of rescheduling it. Skipping marks the current appointment as skipped. Because recurring services [pre-schedule the whole chain of future visits](/scheduling/future-visits), the next visit is usually already on the calendar — skipping simply moves this visit's items and notes forward to it. If there's no upcoming visit, skipping schedules the next occurrence on its normal interval date instead. Use skip when: * A customer is on vacation or not home * Bad weather prevents the visit * A holiday falls on the service day Skip is only available for recurring services. One-time services do not have a Skip option. Click on the appointment from the calendar or service details page. Click **Manage Job** (or **...** for due appointments) to open the dropdown. Manage Job menu with Skip option Click **Skip** from the dropdown. A skip modal opens. Skip modal with next appointment date * Add an optional note explaining why you're skipping (e.g., "Customer not home", "Bad weather") * When the next visit is already on the calendar, the modal shows that visit's date and notes that it will receive this visit's items and notes — there's nothing else to fill in. Skip modal when the next visit already exists * If there's no upcoming visit, a **Next Appointment Date** is pre-filled based on the service interval. Confirm or adjust this date. Skip modal with a next appointment date to confirm Click **Skip Appointment**. The current appointment is marked as Skipped, and the work moves to the next visit. After skipping — items moved to the existing next visit ### What happens when you skip * The appointment status changes to **Skipped** * Your optional skip reason note is saved on the skipped appointment * When a future visit already exists: any **service items** and **notes** from the skipped appointment move forward to it * When no future visit exists (active service): a new **Scheduled** appointment is created for the next interval date, carrying the skipped visit's items and notes forward * For cancelled services: no next appointment is created Skipped appointment view # Planning routes Source: https://docs.probaseapp.com/scheduling/route-planning Optimize driving routes for efficiency ## Overview Route planning helps you minimize driving time and fuel costs by finding the most efficient order to visit customers. Probase includes both manual and automatic route optimization. ## Optimization options **Manual reordering:** * **Reorder Stops** — Drag appointments into any order you choose from the calendar's Day view. Great for quick, hands-on adjustments. See [Reordering stops](/routes/reordering-routes). **On-demand optimization:** * **Optimize drive** — Let ProBase calculate the best stop order for one crew right from the Reorder Stops panel. Tap the button, review the result, then apply or cancel. See [Optimize your drive automatically](/routes/reordering-routes#optimize-your-drive-automatically). **Background optimization:** * Enable in **Settings** (under BUSINESS in the sidebar) to automatically optimize routes whenever appointments are created. Routes update silently in the background — no action required. ## Detailed guides **[Reordering stops](/routes/reordering-routes)** — drag-and-drop manual reordering and on-demand Optimize drive, both from the calendar's Day view. **[Route optimization](/routes/optimizing-routes)** — how Optimize drive works, how to enable background auto-optimization, and requirements. ## When to use each option **Enable auto-optimization when:** * You want routes updated automatically as you schedule appointments * You'd rather not think about optimization at all **Use Optimize drive when:** * You want to review the optimized order before applying it * You made last-minute additions or changes and want to recalculate * You want to see the total drive time and time saved before committing **Drag stops manually when:** * You want to hand-pick the exact order * You know the neighborhood better than the optimizer * You have a specific customer you want to visit first ## Requirements To use route optimization: * Crews must have a start location configured * Properties must have valid addresses (geocoded) * At least 2 stops (appointments and/or manually added route stops) must be assigned to the crew for the date ## Next steps * [Set up your crews](/getting-started/adding-crews) with start locations and start times * [Create appointments](/scheduling/creating-appointments) for your customers * [Reorder stops](/routes/reordering-routes) to manually adjust or auto-optimize a crew's route # Weekly calendar Source: https://docs.probaseapp.com/scheduling/weekly-schedule View and manage a whole week of appointments on a time grid ## Overview The **Week view** lays out a whole week — Monday through Sunday — on a time grid, like a calendar app. Each appointment sits in its column at the time it's scheduled, so you can see how your days stack up, spot gaps and clashes, and balance work across crews at a glance. It's the best view for planning ahead and office work. Week time grid ## Open the Week view Click **Schedule** in the sidebar, then tap **Week** in the **Month / Week / Day** view picker at the top of the page. Week selected in the view picker Probase remembers the view you last used, so once you switch to Week you'll keep landing there until you choose a different view. Your crew filter is remembered too. The focused date always resets to today at the start of a new day. ## Reading the week grid The grid has one column per day and a time axis down the left side (running from early morning to evening, and stretching automatically if you have work outside those hours). * **Day headers** across the top show each day's date and a small pill with the number of stops scheduled that day. Today's date is marked with a filled circle. * **Appointments** appear as colored boxes positioned at their start time. **The color matches the assigned crew**, so you can read who's working when. Each box shows the customer's first name, the time, and the service. * **Non-service stops** (lunch breaks, supply runs, drive time) appear as their own boxes, labelled with the stop name and duration. * A **red line** runs across the grid at the current time, so you can see at a glance how the day is progressing against what's booked. ### Busy days collapse into a cluster When several appointments crowd into the same part of a day, they collapse into a single **cluster box** showing a count (e.g. "3 items"). Tap the cluster to open a panel listing just those jobs in time order — see [Day overview](#day-overview-panel) below. Cluster box tapped, opening the day overview ## Revenue rollup strip A summary strip pinned below the grid totals the week's revenue at a glance: * **Done** — how many appointments are already completed, and the revenue they earned (in green). * **Scheduled** — how many are still on the books, and the revenue they're projected to bring in (in orange). Non-service stops and cancelled, rescheduled, or skipped appointments don't count toward either total. On a phone the strip stays stuck to the bottom of the screen, just above the navigation bar, so the week's totals remain in view while you scroll through the grid. On a wider screen it sits at the bottom edge of the calendar card. Week revenue rollup strip ## Day overview panel Tap any **day header** (or a [cluster box](#busy-days-collapse-into-a-cluster)) to open the **day overview** — a bottom drawer on your phone, or a side panel on a wider screen. It lists that day's jobs and stops in start-time order, with the job count and total time booked, so you can scan the day without leaving the week. Day overview opened from a day header * Tap any job in the list to jump to its [appointment detail page](/scheduling/creating-appointments#view-appointment-details). * Tap **Open Day view** to drill into that day's full [Day view](/routes/daily-crew-schedules), where you can complete or reschedule jobs and reorder stops. * Tap the **✕**, tap outside the panel, or press **Esc** to close it — the week stays exactly where it was. On a phone you can also drag the drawer down by its grab handle to flick it closed. ## Add work from an empty slot Tap any **empty cell** on the grid to open a quick menu for scheduling something new at that day and time: * **Add job** — book a service for a customer. * **Add assessment** — visit a property to scope a quote. * **Add stop** — a store run, drive time, or personal block. The tapped date (and time, where it applies) is filled in for you, so you land in the right place in the creation flow. Tap **Cancel**, tap outside, or press **Esc** to dismiss the menu — nothing on your calendar changes. Add menu opened from an empty week cell ## When your week is empty A week with nothing on the books still shows the full grid with a zeroed-out rollup strip, so you always know exactly what's scheduled — there's no separate empty message on the Week view. You can tap any empty cell to [add work](#add-work-from-an-empty-slot) straight into that day and time. Empty week with a zeroed rollup strip When you drill into a single **Day** that has nothing scheduled, ProBase shows a friendly prompt that points you at the next useful step. What it says depends on where you are in setting up your business: * **You haven't added any customers yet** — the prompt reads "Nothing scheduled yet. Add a customer first, then come back to schedule their first job." and shows an **Add a customer** button. Tapping it opens the customer creation form right on the schedule, so you can add your first customer without leaving the page. Empty day prompting you to add your first customer Customer creation form opened from the empty schedule * **You have customers but nothing booked** — the prompt reads "No jobs scheduled yet. Pick a customer and schedule a service." and shows an **Add Job** button that takes you straight into the job creation wizard. Empty day prompting you to add a job ## Filter appointments ### Filter by crew Tap the **crew filter** (the funnel icon with colored circles) to choose which crews appear on the calendar. It's a multi-select list, so you can show one crew, a handful, or all of them at once: * Tap any crew to toggle it on or off. The calendar updates immediately and the dropdown stays open, so you can fine-tune your selection in one go. * Tap **All crews** (or **Select all** / **Clear** in the top corner) to show or hide everything at once. * An **Unassigned** option lets you isolate jobs that don't have a crew assigned yet. Crew filter dropdown open The funnel button shows colored circles for the crews you've selected, so you can see your filter at a glance without opening it. Tap anywhere outside the dropdown to close it. All crews shown Filtered to a single crew The crew filter works the same way across the Month, Week, and Day views, and Probase remembers your selection between visits. ### Search Type in the search box to filter appointments by customer name or service name. Results update as you type, making it easy to find specific appointments. Search by customer Search by service ## Move between weeks The date controls at the top of the page work the same across all three views: * Tap the **left and right arrows** to step back and forward one week at a time. * Tap the **date label** in the middle to open a calendar and jump to any week. * Tap **Today** to snap back to the week containing today. Date picker in Week view ### How far you can browse The calendar covers a fixed window: up to **one year ahead** and **three months back**. When you reach either edge, the arrow in that direction dims and stops — there's no scheduling data beyond those points to show. Next arrow disabled at the future edge Previous arrow disabled at the past edge ## Switching views keeps your place Switching between **Month**, **Week**, and **Day** keeps whatever date you're currently looking at — only the layout changes. If you've browsed ahead to a future week and switch to Day view, you stay on that date. Switching from Day to Week keeps the focused date When you open a job from the week and then tap the back arrow on the appointment detail page, Probase returns you to the exact view you came from — the same week, crew filter, and search. You won't lose your place or have to re-apply filters after checking a job. Back from a job restores the week and filters ## Day, Week, and Month views Probase offers three calendar views to fit different workflows. Switch between them with the **Month / Week / Day** picker at the top of the Schedule page. ### Day view Best for field crews and daily operations: * Shows a single day's work at a glance * Progress tracking (e.g., "1 of 3 stops completed") * Card and map views — toggle between them on a phone, or see the stop list and route map side by side on desktop * Filter by crew or search for specific appointments * Reorder stops and add non-service stops See [Daily crew schedules](/routes/daily-crew-schedules) for details. ### Week view Best for planning and office work: * See a whole week on a time grid * Read crew workload by color across the days * Revenue rollup — done vs. projected * Add work from any empty slot * Search and filter by crew ### Month view Best for the big picture: * See a whole month of appointments on one grid * Crew-colored bars make busy and quiet days obvious at a glance * Tap any day to open its day overview, then drill into the Day view See [Month view](/scheduling/month-view) for details. All three views show the same appointments and respect the same crew filter and search — choose the view that fits your current task. ## Reorder stops and add stops Reordering a crew's stops is done from the **Day** view: switch to Day view, navigate to the day you want, then use the **Reorder stops** button. See [Reordering stops](/routes/reordering-routes) for full instructions. You can add a non-service stop straight from the week grid using the [Add menu on any empty slot](#add-work-from-an-empty-slot), or from the Day view — see [Daily crew schedules](/routes/daily-crew-schedules#add-a-stop) for details. ## Next steps * [View daily schedules](/routes/daily-crew-schedules) for today's work * [Month view](/scheduling/month-view) for the big picture * [Optimize routes](/routes/optimizing-routes) to plan efficient driving routes * [Complete appointments](/routes/completing-jobs) when work is done * [Create appointments](/scheduling/creating-appointments) to add new work to the schedule # Common questions Source: https://docs.probaseapp.com/support/common-questions Answers to frequently asked questions ## Getting started **How do I add my first customer?** Go to **Customers** in the sidebar. With no customers yet, you'll see an **Add customer** button in the middle of the page — tap it, fill in their information, optionally add their property, then create a service for them. After your first customer is added, use the Quick Actions **+** button in the bottom-right to add more. **What's the difference between per-service and subscription billing?** Per-service billing creates charges when work is completed. Subscription billing creates charges on a schedule (weekly, monthly, annual) regardless of when work is done. **How do I set up my crews?** Go to **Crew** (or **Crews** if you have multiple) in the sidebar, click the crew name, then click **Edit** to update the name, color, start address, and start time. A default crew is created automatically when you sign up. ## Scheduling **How do I schedule recurring services?** When you create a service for a customer, set the service interval (weekly, bi-weekly, monthly). When you complete an appointment, you can automatically schedule the next one based on this interval. **How do I reschedule an appointment?** Click on the appointment from the calendar or service details page to open the appointment detail page. Click **Manage Job** (or the **...** button for appointments due today), select **Reschedule**, enter the new date/time and reason, then save. A new scheduled appointment will be created and the original will be marked as rescheduled. **How do I optimize routes?** Open the **Schedule** page and go to the **Today** tab. Click **Reorder stops** to open the reorder panel, then tap **Optimize drive** to let ProBase calculate the most efficient stop order automatically. You can also enable background auto-optimization in **Settings** > **Scheduling** so routes are optimized automatically whenever appointments are created. See [Route optimization](/routes/optimizing-routes) for details. ## Billing **When are billing line items created?** For per-service billing: automatically when appointments are completed. For subscription billing: automatically on each upcoming billing date — Probase uses the day you created the service as the recurring billing day, and you can see the next charge dates on the service details page. **How do I share a payment link with a customer?** Open an invoice from the **Money** page and tap **Send Invoice**. A pre-filled SMS message will be ready with the customer's unique payment link. You can tap **Send SMS** to open your messaging app with the message ready to send, or **Copy Message** to paste it wherever you like. **How do I record a payment?** From the **Money** page or from a customer's billing history, click the **Record Payment** button. Choose the payment method (Cash, Check, Bank Transfer, Venmo/Zelle, etc.), select the invoice, enter the amount, and save. **Can I adjust a charge manually?** Yes. From the customer's billing history page, use the **Add Charge** button to bill the customer or the **Add Credit** button to give them a discount or adjustment. These buttons are at the top of the billing history page. ## Customers **Can a customer have multiple properties?** Yes. On the customer's page, click **Add Property** for each location. Each property can have its own services. **How do I add notes to customers or properties?** For customers: open the customer page and click **Edit**, then use the **Add Customer Note** button inside the edit modal. For properties: click **Edit** on the property page and use **Add Property Note** in the modal. Once a property has notes, a **+** button also appears in the Notes section on the property page. Appointment notes are captured during job completion. See [Adding notes](/customers/adding-notes) for details. ## Crews **How do I view crew schedules?** Go to **Schedule** to see all appointments across all crews. On the calendar, appointments are organized by crew and you can filter by crew to see their schedule. **Can I move an appointment from one crew to another?** Yes. Open the appointment's detail page and tap the crew row to open the **Assign Crew** window, then pick a different crew. You can also change the crew while rescheduling the appointment. **What are service records?** Service records are structured records that capture specific details about completed work - like chemical readings, materials used, observations, and chemical applications. They're created during appointment completion and can be parsed automatically from your completion notes using AI, or added manually. ## Routes **What if I need to change the optimized route?** In the **Reorder Stops** panel, you can tap **Optimize drive** to see the suggested order before committing. If you don't like it, tap **Cancel** to discard. You can also drag stops manually to any order you prefer. **How do I see routes on a map?** The **Schedule** page shows all scheduled appointments for the day plotted on an interactive map. In the **Day** view on a phone, switch to map view using the card/map toggle above the schedule. On a wider desktop screen, the stop list and route map appear side by side automatically — no toggle needed. ## Payments **How do I set up online payments?** Connect your Stripe account to accept credit card payments. Go to **Payments** in the sidebar (under BUSINESS) and click **Connect with Stripe**. Follow Stripe's onboarding to provide your business information and bank account details. See [Setting up payment processing](/billing/stripe-setup) for step-by-step instructions. **What if a customer overpays?** When you record a payment that exceeds the customer's balance, Probase shows an overpayment prompt letting you choose what to do with the extra amount. You can record it as a **tip** (the excess appears as a separate tip entry in billing history) or **apply it as a credit** (the customer's balance goes positive for use against future charges). See [Recording payments](/billing/tracking-payments) for details. **How do I issue a refund?** From the customer's billing history page, click the **Add Credit** button at the top of the page and enter the refund amount with notes explaining the reason. ## Technical **Can I access Probase on my phone?** Yes. Probase works on any device with a web browser. All pages are optimized for mobile viewing. **Is my data backed up?** Yes. All data is automatically backed up and stored securely in the cloud. ## Account management **How do I change my password?** Click on your profile picture in the top right, go to **Profile**, then click **Update Password**. **How do I update my business information?** Go to **Settings** in the sidebar under BUSINESS. From there you can update your business name, address, email, and website in the **Business Profile** section. You can also change your timezone and route optimization preferences in the **Scheduling** section. See [Business Profile](/getting-started/settings) for details. ## Troubleshooting **An appointment isn't showing on the calendar.** Check that the appointment has a date set. Refresh the page to reload the calendar data. **A billing line item wasn't created.** For per-service billing, ensure the appointment was marked complete. For subscription billing, check that the service is active and the billing interval is set correctly. **The route optimizer isn't working.** Ensure all properties have valid geocoded addresses. Check that the crew has a start location configured. At least 2 appointments are needed to optimize. ## Still need help? If you can't find the answer here, see [Contact support](/support/contact-support) for ways to reach us. # Contact support Source: https://docs.probaseapp.com/support/contact-support Get help from the Probase team ## Before contacting support Try these resources first: 1. Check [Common questions](/support/common-questions) for quick answers 2. Review [Troubleshooting](/support/troubleshooting) for solutions to common issues 3. Search the documentation for your specific question ## How to contact support Open the navigation sidebar (tap the menu icon in the top header on your phone) and look for the **HELP** group at the bottom — it keeps every way to reach us one tap away from anywhere in the app. **Chat support:** * Tap **Support** in the HELP group to open the chat and message our support team * This is the main way to reach us — quick questions, detailed issues, and feature requests all go here * Best for: Anything you need help with, day to day **Schedule a call:** * Tap **Schedule a call** in the HELP group to book a 1:1 with the ProBase team * The booking form is pre-filled with your name and email * Best for: Walk-throughs and questions that are easier to talk through There's no separate support email address to remember — the **Support** chat is where every request lands, and you can reach it from anywhere in the app. ## What to include when contacting support Help us help you faster by including: **Description of the issue:** * What you were trying to do * What happened instead * When the issue started **Steps to reproduce:** * List the exact steps that led to the issue * This helps us recreate and fix the problem **Error messages:** * Copy the exact text of any error messages * Or take a screenshot **Your environment:** * Browser (Chrome, Safari, Firefox, etc.) * Device (computer, phone, tablet) * Operating system (Windows, Mac, iOS, Android) **Screenshots:** * Show what you're seeing * Highlight the specific issue * Include multiple screenshots if helpful **Account information:** * Your business name * Your email address * Affected customer names (if relevant) ## Example support request **Good:** "I'm trying to send a payment link to customer John Smith from the Money page, but the Send Invoice button isn't opening the SMS modal. I've verified that the customer exists and has billing line items on their account. I'm using Chrome on a Mac. Screenshot attached." **Not helpful:** "Payment links aren't working." ## Response times * Initial response within 24 hours on business days * Resolution time varies by complexity ## Urgent issues **For critical issues affecting your business:** * Open the **Support** chat and start your message with "URGENT" * Describe the business impact and urgency **Examples of critical issues:** * Can't access Probase at all * Billing system not working * Data loss or corruption ## Feature requests **Have an idea for improving Probase?** We'd love to hear it! Tap **Support** in the HELP group of the sidebar to send us your idea in chat. Include: * What you'd like to see * Why it would be helpful * How you'd use it We review all feedback and prioritize based on customer needs. ## Training and onboarding **Need help getting started?** Our comprehensive documentation (you're reading it now!) covers all aspects of using Probase. If you need additional help, tap **Support** in the HELP group to chat with our team, or **Schedule a call** for a walk-through. ## Feedback on documentation **Found an error in the docs?** **Have a suggestion for improvement?** Let us know through the **Support** chat in the HELP group of the sidebar. We're constantly improving our documentation based on your feedback. ## We're here to help Our goal is to help you run your business successfully. Don't hesitate to reach out with any questions, no matter how small. We're here to support you. # Troubleshooting Source: https://docs.probaseapp.com/support/troubleshooting Solve common issues ## Scheduling issues **Appointments not appearing on calendar** **Possible causes:** * Appointment doesn't have a date set * Page needs to be refreshed **Solutions:** 1. Click on the appointment and verify date is set 2. Refresh the page 3. Check that the service is active (not cancelled) **Can't create an appointment** **Possible causes:** * Customer doesn't have a service set up * Service is cancelled **Solutions:** 1. Go to the customer's page and navigate to their property 2. Verify they have an active service 3. If service is cancelled, you can still complete existing appointments but cannot add new ones 4. Create a new service if needed **A job link takes me somewhere else instead of the job** If you open a job from a bookmark, the browser back button, or an older link — and that job has since been removed (for example its service was cancelled, or the job was rescheduled or deleted) — Probase no longer shows a "Not Found" error. Instead it returns you to the surrounding page you came from and shows a brief notice: **"That job is no longer available."** Probase picks the most useful place to land based on where the link pointed: a job opened from your schedule sends you back to that schedule, one opened from the dashboard or overdue-jobs list returns you there, and a job opened from a customer's service sends you to the parent service page. Redirected to the parent service when a job no longer exists Wherever you land, you can review the appointment history, schedule a new appointment, or open whichever visit you actually need. This is expected behavior, not an error — there's nothing to fix. **Route optimization not working** **Possible causes:** * Properties don't have valid geocoded addresses * Crew doesn't have a start location configured * Too few appointments to optimize (need at least 2) **Solutions:** 1. Verify all property addresses are complete and correct (system automatically geocodes addresses) 2. Go to **Crew** in the sidebar, click the crew name, then click **Edit** to set their start address 3. Ensure there are at least 2 appointments assigned to the crew for that date 4. Check that all appointments have valid property addresses ## Billing issues **Billing line item not created** **For per-service billing:** * Ensure the appointment was marked **Complete** * Check that the service has a price set **For subscription billing:** * Verify the service status is **Active** (not cancelled) * Check that the billing interval is set * The recurring billing day is set automatically from when the service was created — review the upcoming charge dates listed on the service details page to confirm when the next charge will appear **Solutions:** 1. Go to the service and verify settings 2. If per-service, mark the appointment complete 3. If subscription, check the billing schedule in the service details **Customer says they didn't receive payment link** **Solutions:** 1. Verify you shared the correct link with them 2. Regenerate the payment link if needed and share again 3. The link shows real-time balance information when opened ## Customer payment portal issues **Customer says payment link doesn't work** **Solutions:** 1. Verify the link was copied correctly (check for any cut-off characters) 2. Re-share the payment link by opening the invoice from the Money page and tapping **Send Invoice** — this generates a fresh pre-filled message with the current payment link 3. Make sure the invoice has been sent (draft invoices are not visible to customers — tap **Send Invoice** to publish it) **Customer says they can't pay online** **Possible causes:** * Stripe account not connected * Stripe account status is restricted or pending **Solutions:** 1. Go to **Payments** in the sidebar (under BUSINESS) and check your Stripe connection status 2. If not connected, click **Connect with Stripe** to set up payment processing 3. If status is "Pending" or "Restricted", click **Continue Setup** or **Update Information** to complete Stripe requirements 4. Once Stripe status is "Active", customers will be able to complete payments 5. If Stripe is not connected, arrange payment via cash, check, or other method and record as a credit See [Setting up payment processing](/billing/stripe-setup) for details. ## Crew and team issues **Crew not showing scheduled appointments** **Solutions:** 1. Check that appointments are assigned to that crew 2. Verify the date range you're viewing 3. Refresh the page ## Data issues **Balance doesn't look right** **Solutions:** 1. Review all billing line items on the customer's page 2. Remember: charges are negative (customer owes), credits are positive (payment/refund) 3. Balance = sum of all line items (negative balance means customer owes money) ## Mobile issues **How to refresh the page on mobile** On mobile devices and tablets, you can refresh the page by pulling down from the top: 1. Make sure you're scrolled to the top of the page 2. Pull down with your finger 3. You'll see a circular indicator with an arrow appear 4. Keep pulling — the arrow flips direction once you've pulled far enough 5. Release to refresh The page will reload with updated information. Pull-to-refresh only works when you're at the top of the page. If you're scrolled down, scroll to the top first. **Mobile display issues** **Solutions:** 1. Check internet connection 2. Try rotating your device (some views work better in landscape) 3. Clear browser cache 4. Try a different browser 5. Restart the device **Photos not uploading to notes** **Solutions:** 1. Check internet connection 2. Verify you have storage space on your device 3. Try uploading one photo at a time 4. If on cellular, ensure you have data available 5. Files may take time to upload on slower connections ## Performance issues **Probase is slow** **Solutions:** 1. Check your internet connection speed 2. Close other browser tabs 3. Clear browser cache and cookies 4. Try a different browser 5. Restart your device **Page won't load** **Solutions:** 1. Refresh the page 2. Clear browser cache 3. Try a different browser 4. Wait a few minutes and try again ## Account access issues **"Your session expired" prompt with a Reload button** If you leave Probase open in the background for a while — especially on a phone where the browser or app has been backgrounded — your login session can time out for security. The next time something on the page tries to save or refresh, Probase shows a clear in-app message: The friendly session-expired prompt with a Reload page button > **Your session expired** — For your security you were signed out after a period of inactivity. Reload the page to pick up where you left off. **Solution:** Tap **Reload page**. Reloading signs you back in fresh and picks up where you left off. This is expected behavior, not an error — you don't need to log out manually or clear anything. If the prompt keeps reappearing, close the tab completely and open Probase again. **"You no longer have access" prompt on a job page** If you belong to more than one business and switch which one you're working in, a job you still have open from the previous business is no longer yours to view. The next time that page tries to load or save, Probase shows a clear in-app message instead of a confusing error: The friendly "You no longer have access" prompt with a Go to dashboard button > **You no longer have access** — Your access to this job changed — you may have switched teams. Head back to your dashboard to continue. **Solution:** Tap **Go to dashboard**. Unlike the session-expired prompt, reloading won't help here — the job belongs to a different business, so Probase sends you back to your current business's dashboard where everything works normally. This is expected behavior, not an error. **Stuck on a redirect loop, blank page, or "session expired" after an update** This is almost always a stale browser session — your device is holding on to an old login token that the server no longer recognises. **Solution:** Visit `/logout` directly in your address bar (for example `https://app.probaseapp.com/logout`). This signs you out cleanly and drops you on the login page so you can sign back in. If support sends you a "recovery link" by email or text, this is the same thing — clicking it is safe and just clears your session. **"Your sign-in session expired. Please try again." after Sign in with Google** This appears on the login page when the Google sign-in handshake couldn't be completed — usually because you took too long on the Google account screen, opened the Google sign-in link in a different browser than where you started, or your browser cleared cookies in the middle of the flow. **Solution:** Tap **Sign up with Google** or **Log in with Google** again from the same browser you're currently signed in to Google on, and complete the Google screen promptly. If you still get the message, try logging in with your email and password instead. **"You don't have a business set up yet" after logging in** If your only business was removed (for example, you deleted your last business from **Settings**) but your user account still exists, you'll land on a short **Create your business** screen instead of the dashboard. This recovery happens automatically no matter how you sign back in — with your email and password, or with **Log in with Google**. 1. Enter a **Business name** for your new account 2. Click **Create my team now** 3. You'll be taken to the dashboard with a fresh team If you were instead invited to someone else's business in the meantime, signing back in drops you straight onto that team's dashboard rather than this screen. If you weren't expecting to see this screen, [contact support](/support/contact-support) before creating a new business — your old data may be recoverable. ## General troubleshooting steps **When something isn't working:** 1. **Refresh the page** - Many issues are resolved by refreshing (on mobile, pull down from the top to refresh) 2. **Check your internet** - Slow or unstable connection causes issues 3. **Try a different browser** - Browser-specific issues are common 4. **Log out and back in** - Resets your session 5. **Clear cache and cookies** - Removes corrupted data 6. **Check for updates** - Ensure your browser is up to date **Still having issues?** If these solutions don't help, see [Contact support](/support/contact-support) for assistance. When contacting support, include: * What you were trying to do * What happened instead * Any error messages you saw * Your browser and device type * Screenshots if possible