Completing appointments

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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.

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Completing a Job appointment

Jobs are confirmed work where you perform the service and document what was done.

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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.

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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

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.

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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 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: A new appointment is created (unless you chose Skip Scheduling), and any recurring service items are copied to the new appointment 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

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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.

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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

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

6. Click Complete & Draft Quote

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.

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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 by Probase on each configured billing date. See How billing works for more details.

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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.

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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

This allows you to finish out any remaining work before fully ending the relationship with the customer.