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 proposal 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.

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 Add Photo. Uploaded photos appear in the notes as attachments.

You can use AI to parse your notes into structured service records by clicking Parse Notes with AI. This automatically extracts details like observations, chemical readings, chemical applications, and materials from your text.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

You can add entries manually by clicking Add Entry. If you used AI parsing in Step 1, the parsed entries appear here for review and editing.

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. The Schedule Next Appointment toggle is enabled by default, and the next appointment date is calculated based on the service interval.

Turn off the toggle if you don’t want to schedule the next visit automatically.For cancelled services, this step is automatically skipped since no future appointments should be scheduled.

Click Complete & Schedule Next (or Complete Appointment if the toggle is off) to finish.

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.

Completing an Assessment appointment

Assessments are on-site evaluation visits where you assess the property and create a proposal 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 proposal.

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 proposal 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.

Click Next to continue to proposal creation.

Step 2: Create Proposal

Fill in the proposal 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) - Proposal expiration date

Click Complete & Create Proposal to finish.

View the proposal

After creating the proposal, you’re redirected to the proposal detail page. The proposal is in “Draft” status and linked to the assessment.

From here you can:

Review the proposal details
Edit the proposal if needed
Send the proposal to the customer
Accept or decline based on customer response

See Creating proposals for the full proposal 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 recurring services: A new appointment is created (if scheduled)
The completed appointment appears in the appointment history

AI-powered note parsing

When entering completion notes, you can use AI to automatically extract structured information:

Write your notes naturally in the completion notes field
Click Parse Notes with AI
The system extracts 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.