Completing a visit

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Overview

When the work is finished, you complete the visit. The completion flow is short by design: answer anything still required on your checklists, check the notes you’ve been writing all along, look at the report the way the customer will read it, and tap Complete visit. The last step offers to send that report to the customer. Most of the work is already done by the time you get here — your notes came from the notes pad on the visit, your photos came from the After photos checklist, and anything extra you charged for is already on the visit. For jobs: completing the visit stamps the finish, saves your notes, and (for per-visit billing) creates the charge on the customer’s account. For assessments: completing the visit records what you found and lets you turn it into a quote.

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Starting the completion

Where Complete visit sits depends on where the visit is: You can also start it straight from the day’s schedule without opening the visit — every stop card carries a Complete button.

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The checklist step

If any checklist on the visit still has required questions unanswered, those checklists open first — one screen at a time, headed Checklist 1 of 2.

• Continue stays blocked while a required item on that page is still blank, with a line telling you so: Answer the required items before you can complete the visit.
• A counter under the title tracks where you are — 3 of 8 answered · 1 required remaining
• The back chevron never blocks. Back out at any point and your answers are still saved; backing out of the first page just closes the flow

Checklists with nothing required left — or nothing required at all — don’t open a page. If every checklist is already satisfied, you land straight on the form.

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The completion form

One screen, headed Complete visit for [First name] with the property address underneath.

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Visit notes — private

Your own record of the visit. It arrives already filled in with whatever you typed into the visit’s notes pad while you were working — edit it, don’t retype it. Only you and your crew ever see this.

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Customer notes — the service report

A short, friendly description of what you did. This is what appears on the customer’s service report and invoice. Tap AI Assist (✦) and ProBase drafts it for you from your private visit notes, and at the same time pulls any structured records out of them. See Letting AI write it up below.

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Records from your notes

If AI Assist found measurements, materials or observations in your notes, they’re listed underneath as rows you can check before they’re saved: Each row leads with what kind of record it is — Reading, Adjustment, Material or Observation — followed by the fact itself (pH → 7.4 pH, or the text of the observation). Records the assistant drafted are marked as such until you’ve looked at them. Two buttons on every row:

• Edit (pencil) opens that one record on its own screen so you can correct a value. Tap Done to come back.
• Remove (✕) drops it.

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What [first name] will see

The last block on the form is the service report exactly as the customer will read it: your customer notes, and the After photos from the visit as a grid of tiles. Tap the small ✕ on a photo to leave it out of the report. The photo stays on the visit — you just aren’t sending it. The count under the grid updates as you go.

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Setting a trade

If the job has no trade yet, a short prompt offers to set one so future jobs of the same kind capture the right details.

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Finishing

Tap Complete visit at the bottom of the form. For most recurring jobs, the next visit is already on the calendar as part of the pre-scheduled chain, so there’s nothing more to do — the form shows a Next visit line confirming the date and finishes there.

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Scheduling the next visit (only when none is booked)

If a recurring job has no upcoming visit on the calendar, one more step appears so you can book it. The date and time are pre-filled from the job’s frequency. Tick Skip scheduling if you’d rather not book it now — the date fields disappear and the job is left without a future visit. Tap Schedule to create it, or Done if you ticked the box. For cancelled jobs this step never appears, since no future visits should be created.

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What a completed visit looks like

The visit keeps the same page. What changes:

• A rating card slides in under the header — No customer rating yet until the customer rates the visit
• What happened appears next — who completed it, when you were on site, how long it took, whether the Report has gone out, and what the visit Charged. See Timing a visit.
• The Checklists card carries a Read-only badge, and the rows show exactly what was captured, including the photos
• A History card at the bottom of the Visit tab lists every moment on the visit
• Send service report becomes the main button, with Schedule another visit underneath it

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Going back in to fix a checklist

Spotted a mistake? While the report hasn’t been sent yet, a pencil sits beside the Checklists heading. Tap it and the card flips to Editing — the rows become answerable again, against the questions exactly as they were when you completed. Tap Done when you’re finished and the record is re-stamped. Once the report has gone to the customer, the pencil disappears and the card says so: The report has been sent, so this visit’s record is fixed. Every reopen and every edit is logged on the History card.

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Sending the report

As soon as the visit is stamped complete, the send report step opens in place of the form: the report as the customer will read it, a switch to send the invoice with it if money is due, and the message ready to text. Tap Send text (or Send SMS, depending on your account — see Texting your customers) or Copy link to share it, or Not now to close the step — the visit is already complete either way, and the report stays on the visit to send later. See Sending the service report for the whole step, including the invoice switch and what the customer opens.

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Getting the invoice to the customer

Sending the invoice with the report is one switch on the send step. If you’d rather send it on its own, the Charged row under What happened on the completed visit shows what the visit billed — $85.00 · Draft invoice — and its chevron opens that invoice. On the invoice, tap Send invoice to open the Send invoice screen, choose Text, Email, or Print / PDF, and send it. Back from the invoice returns you to this visit. See Sending invoices and reminders for the full flow.

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Recording a payment from the visit

If the customer paid you on the spot, open the completed visit’s ⋯ More menu and tap Record payment. It opens the Record payment flow with the customer and the visit’s open invoice already filled in, so you only enter the amount and how they paid. See Recording payments.

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Scheduling another visit for the same job

A completed job visit also offers Schedule another visit. It opens the same scheduling window you’d use anywhere else, on the same job. If the job was a one-time job that finished when you completed this visit, booking a new visit puts it back to Active automatically — you don’t have to reopen anything first. Backing out of the window without saving leaves the job completed.

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Completing an assessment visit

Assessments are on-site evaluation visits: you go out, see the property, and decide what to quote. Completing one is deliberately light.

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Your work is saved as you go

Step away mid-completion and nothing is lost:

• Visit notes and Customer notes save when you tap out of the field
• Checklist answers save as you enter them
• Photos are attached to the visit the moment they upload

Reopen the flow later — even on a different phone — and everything is where you left it.

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Letting AI write it up

On accounts with AI assistance, you don’t have to structure anything by hand:

1. Write your notes naturally in the visit’s notes pad while you work, or in Visit notes on the form
2. Tap AI Assist (✦)
3. ProBase drafts a Customer notes summary and pulls any records out of your text
4. Check the Records from your notes rows — edit or remove anything that isn’t right
5. Tap Complete visit

A note that parses well:

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

becomes:

• Reading: pH → 7.2 pH
• Reading: Chlorine → 3 ppm
• Adjustment: Shock → 2 lbs
• Observation: “Pool looked clear, no algae”

Customer notes stay customer-friendly. Your Visit notes are private, so AI Assist writes the customer a fresh summary rather than copying your notes across. If all it could produce was your private notes word for word — crew instructions and all — it leaves Customer notes blank for you to write instead, so nothing meant only for your crew slips onto the report.

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What happens when you complete

1. The visit’s status changes to Completed and the clock stops
2. Your notes and any records are saved
3. Per-visit billing: a charge is added to the customer’s account for the service price, plus a separate charge for every visit charge you added
4. Subscription billing: the subscription is billed on its own schedule — only your visit charges are billed on completion
5. Visit discount: if you discounted this visit, it’s taken off as its own Discount line
6. Recurring jobs: the next visit is already on the calendar (or you book it from the last step)
7. The send report step opens so you can tell the customer what you did

See How billing works for the money side.

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Completing a visit on a cancelled job

If a cancelled job still has a scheduled visit that needs finishing, you can still complete it. The flow is identical, except that the “schedule next visit” step never appears and no future visits are created. Charges are still created for per-visit billing.

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Next steps

• Sending the service report — the step that opens next
• The visit page — everything else on the screen
• Timing a visit — the clock and What happened
• Completing checklists on a job — filling them in as you work
• Service records — where the structured details end up