Completing appointments

Overview

When work is finished, mark the appointment as complete. The completion process uses a multi-step wizard that guides you through adding notes, service records, and scheduling the next appointment. The wizard differs based on whether you’re completing a Job (actual work) or an Assessment (on-site evaluation). For Jobs: Document completion notes, service records, and 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.

Open the appointment

Click on the appointment from the calendar or from the service details page. This opens the dedicated appointment detail page.

For appointments due today, you’ll see a prominent Complete Visit button. For appointments scheduled in the future, click Manage Job → Complete.

Add any extra charges (optional)

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 for full instructions.

Click Complete Visit (or Complete from Manage Job)

Tap Complete Visit (for due appointments) or select Complete from the Manage Job dropdown. A completion wizard opens as a modal. For jobs, the wizard has 2-3 steps depending on whether the service is one-time or recurring.

Step 1: Notes & Photos

Enter notes about the work that was completed. These notes provide a general summary of what was done during the visit. You can also upload photos to document the work.

Write your notes in the text field, then optionally upload photos of the completed work.

You can upload photos by tapping the photo upload area or dragging photos onto it. Uploaded photos appear as attachments.

Click Next to continue to service records, or navigate back to this step later using the Back button.

Step 2: Service Records

Service records let you document specific details about the work:

Observations - General notes about conditions or findings
Chemical Readings - Test results for pH, chlorine, alkalinity, etc.
Chemical Applications - Products added (shock, chlorine, acid, etc.)
Materials - Other supplies or parts used during service

If you entered notes in Step 1, you can click Parse Notes with AI to automatically extract structured service records from your text. This saves time by pulling out observations, chemical readings, applications, and materials without manual entry.You can add entries manually by clicking Add. Parsed entries appear for review and editing before you finalize.

See Service records for details.For one-time services, click Complete Appointment to finish. For recurring services, click Next to continue to the scheduling step.

Step 3: Schedule Next (Recurring Only)

For recurring services (weekly, bi-weekly, monthly), the final step lets you schedule the next appointment. By default, the next appointment date is pre-filled based on the service interval and the current appointment’s time.

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 appointment will be left unscheduled.For cancelled services, this step is automatically skipped since no future appointments should be scheduled.

Click Complete & Schedule Next to finish and schedule the next visit, or Complete Visit if you checked Skip Scheduling.

View completed appointment

After completing, you’ll be taken back to the appointment detail page, which now shows the completed status with all your completion notes and service records.

Send the invoice (optional)

After completing a job appointment, a Send Invoice button appears as the primary action on the appointment detail page.

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.

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.

Send SMS — Opens your messaging app with the message pre-filled (shown when the customer has a phone number on file)
Copy Message — Copies the full message to your clipboard (shown when no phone number is on file)
Copy — Copies just the payment link

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.

Open the assessment appointment

Click on the appointment from the calendar or service details page. Assessment appointments work the same way as job appointments until you complete them.

Click Complete Appointment

Click the Complete Appointment button to navigate to the completion wizard. For assessments, the wizard has 2 steps focused on documenting your findings and creating a quote.

Step 1: Assessment Notes & Photos

Enter your assessment notes about what you observed during the site visit. Document the property condition, work needed, and any relevant details. You can also upload photos of the property.

These notes help you create an accurate quote in the next step and are saved with the assessment for future reference.

You can also upload photos to document the property conditions. Uploaded photos appear as attachments on the assessment.

At the bottom of Step 1, you have two options:

Next — Continue to Step 2 to fill in full quote details (pricing, billing type, frequency, etc.)
Just Complete — Skip the quote details form and immediately complete the assessment

Just Complete creates a draft quote automatically using the assessment’s default information (name, billing type, etc.) without requiring you to fill in pricing details right now. You’ll be taken to the draft quote page where you can add pricing and other details before sending it to the customer.

Step 2: Create Quote (optional)

If you clicked Next in Step 1, fill in the quote details based on your assessment. The form is pre-filled with information from the assessment service, but you can customize everything:

Service Name - What service you’ll provide (pre-filled from assessment)
Description - What’s included in the service
Price - What you’ll charge (per service or per billing period)
Tax Rate - Tax percentage (e.g., 8.25 for 8.25% tax)
Billing Type - Per-service or Subscription
- If subscription: set billing interval and billing day
Service Frequency - How often work is performed (one-time, weekly, bi-weekly, monthly)
Proposed Start Date (optional) - When work can begin
Estimated Duration (optional) - How long each visit takes
Valid Until (optional) - Quote expiration date

Click Complete & Create Quote to finish.

View the quote

After creating the quote (either by filling in Step 2 or using Just Complete), you’re redirected to the quote detail page. The quote is in “Draft” status and linked to the assessment.

From here you can:

Review the quote details
Edit the quote to add or update pricing
Send the quote to the customer
Accept or decline based on customer response

Any photos you uploaded in Step 1 are automatically attached to both the assessment and the new quote, so your property documentation is available in both places.

See Managing quotes for the full quote workflow.

What happens when you complete

When you mark an appointment complete:

The appointment status changes to Completed
Your completion notes and service records are saved
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
For recurring services: A new appointment is created (unless you chose Skip Scheduling), and any recurring service items are copied to the new appointment automatically
The completed appointment appears in the appointment history
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 from your notes:

Write your notes naturally in the completion notes field (Step 1)
Click Next to advance to Step 2 (Service Records)
Click Parse Notes with AI to extract records from your notes
The system populates service records from your text
Review and edit the parsed entries (you can change types, edit values, or remove entries)
Click Complete Appointment when ready

Example note that parses well:

“pH was 7.2, chlorine at 3 ppm. Added 2 lbs shock and replaced the filter cartridge. Pool looked clear, no algae.”

This creates:

Chemical Reading: pH = 7.2
Chemical Reading: Chlorine = 3 ppm
Chemical Application: Shock = 2 lbs
Material: Filter cartridge
Observation: “Pool looked clear, no algae”

The AI is smart about extracting different entry types from natural language, saving you time on data entry.

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 appointments does not create charges. You add subscription charges manually each billing period based on the schedule you’ve configured. See 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.)
Completion date and time
Who completed the appointment

Service records help you track detailed information about each visit, making it easy to review service history and maintain consistency across appointments.