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Overview

When work is finished, mark the appointment as complete. The completion process lets you document what was done through completion notes and service entries. For per-service billing, completing an appointment automatically creates a charge on the customer’s account.

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Complete an appointment

1

Open the appointment

Click on the appointment from the calendar or from the service details page.
2

Click Complete Appointment

Click the Complete Appointment button to start the completion process.
3

Add completion notes (optional)

Enter notes about the work that was completed. These notes provide a general summary of what was done during the visit.You can use AI to parse your notes into structured service entries by clicking Parse Notes with AI. This extracts details like chemical readings, materials used, and observations from your text.
4

Add service entries (optional)

Service entries let you document specific details about the work:
  • Observations - General notes about conditions or findings
  • Chemical Readings - pH, chlorine, alkalinity, etc.
  • Chemical Applications - Chemicals added with amounts
  • Materials Used - Materials consumed during service
Click Add to create entries manually, or let AI parse them from your completion notes.See Service entries for details.
5

Schedule next appointment (recurring services)

For recurring services (weekly, bi-weekly, monthly), check the Schedule Next Appointment box to automatically create the next scheduled visit. The date is calculated based on the service interval.
6

Confirm

Click Complete & Schedule Next (or just Complete) to finish. The appointment status will change to “Completed.”

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What happens when you complete

When you mark an appointment complete:
  1. The appointment status changes to Completed
  2. Your completion notes and service entries are saved
  3. For per-service billing: A charge is automatically added to the customer’s account
  4. For recurring services: A new appointment is created (if scheduled)
  5. The completed appointment appears in the appointment history

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AI-powered note parsing

When entering completion notes, you can use AI to automatically extract structured information:
  1. Write your notes naturally (e.g., “pH was 7.2, chlorine at 3 ppm. Added 2 lbs shock. Pool looked clear.”)
  2. Click Parse Notes with AI
  3. The system extracts service entries like chemical readings and materials used
  4. Review and edit the parsed entries before completing
This saves time by converting free-form notes into structured data automatically.

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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. Subscription charges are created automatically on the billing schedule. See How billing works for more details.

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Viewing completed appointments

Completed appointments appear in:
  • The calendar with a “Completed” status
  • The service’s appointment history
  • The customer’s activity timeline
Click on any completed appointment to see:
  • Completion notes
  • Service entries (observations, chemical readings, materials used, etc.)
  • Completion date and time
  • Who completed the appointment
Service entries help you track detailed information about each visit, making it easy to review service history and maintain consistency across appointments.