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Getting started

How do I add my first customer? Go to Customers > Add Customer, enter their information, optionally add their property, then create a service for them. What’s the difference between per-service and subscription billing? Per-service billing creates charges when work is completed. Subscription billing creates charges on a schedule (weekly, monthly, annual) regardless of when work is done. How do I set up my crews? Go to Crews > Add Crew, enter the crew name and start address. The system automatically assigns a color for easy identification.

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Scheduling

How do I schedule recurring services? When you create a service for a customer, set the service interval (weekly, bi-weekly, monthly). When you complete an appointment, you can automatically schedule the next one based on this interval. How do I reschedule an appointment? Click on the appointment from the calendar or service details page to open the appointment detail page. Click Manage Job (or the … button for appointments due today), select Reschedule, enter the new date/time and reason, then save. A new scheduled appointment will be created and the original will be marked as rescheduled. How do I optimize routes? Navigate to the route optimization page at /route-optimization. Choose Single Crew to optimize one crew’s route, or Fleet Optimization to optimize routes across all crews. For single crew, select the crew and date, then click Optimize Route. For fleet optimization, select the date, choose which crews and appointments to include, then click Optimize.

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Billing

When are billing line items created? For per-service billing: automatically when appointments are completed. For subscription billing: you create them manually each billing period — check the billing day configured in the service details to know when to add charges. How do I share a payment link with a customer? From the customer’s page or their billing history, tap the floating action button (➕) in the bottom-right corner and select Invoice. A pre-filled SMS message will be ready with the customer’s unique payment link. You can tap Compose SMS to send it directly, or Copy Message to paste it wherever you like. How do I record a payment? From the customer’s page or billing history, tap the floating action button (➕) in the bottom-right corner and select Record Payment. Choose the payment method (Cash, Check, Bank Transfer, Venmo/Zelle, etc.), enter the amount, and save. Can I adjust a charge manually? Yes. From the customer’s billing history page, tap the floating action button (➕) in the bottom-right corner and select Add Charge to bill the customer or Add Credit to give them a discount or adjustment.

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Customers

Can a customer have multiple properties? Yes. On the customer’s page, click Add Property for each location. Each property can have its own services. How do I add notes to customers, properties, or services? Navigate to the customer, property, or service page. Scroll to the Notes section and click Add Note. You can add text notes with the rich text editor and attach photos or documents.

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Crews

How do I view crew schedules? Go to Schedule to see all appointments across all crews. On the calendar, appointments are organized by crew and you can filter by crew to see their schedule. Can I move an appointment from one crew to another? Yes. Click on the appointment to open the appointment detail page where you can view and edit the crew assignment in the appointment details section. What are service records? Service records are structured records that capture specific details about completed work - like chemical readings, materials used, observations, and chemical applications. They’re created during appointment completion and can be parsed automatically from your completion notes using AI, or added manually.

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Routes

What if I need to change the optimized route? After optimization, you can review the suggested order and times before clicking Apply Changes. In fleet optimization, you can manually reassign appointments between crews in the preview. If you need to make adjustments after applying, you can manually reschedule individual appointments or run the optimization again. How do I see routes on a map? The Schedule page includes a Map view that shows all scheduled appointments for the day plotted on an interactive map. The Route Optimization page also shows routes visually after optimizing.

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Payments

How do I set up online payments? Connect your Stripe account to accept credit card payments. Go to Payments in the sidebar (under “My Business”) and click Connect with Stripe. Follow Stripe’s onboarding to provide your business information and bank account details. See Setting up payment processing for step-by-step instructions. What if a customer overpays? When you record a payment that exceeds the customer’s balance, Probase shows an overpayment prompt letting you choose what to do with the extra amount. You can record it as a tip (the excess appears as a separate tip entry in billing history) or apply it as a credit (the customer’s balance goes positive for use against future charges). See Recording payments for details. How do I issue a refund? From the customer’s billing history page, tap the floating action button (➕) in the bottom-right corner, select Add Credit, and enter the refund amount with notes explaining the reason.

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Technical

Can I access Probase on my phone? Yes. Probase works on any device with a web browser. All pages are optimized for mobile viewing. Is my data backed up? Yes. All data is automatically backed up and stored securely in the cloud.

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Account management

How do I change my password? Click on your profile picture in the top right, go to Profile, then click Update Password. How do I update my business information? Your team name is displayed in the sidebar. To change your business details, click on your profile in the top right and go to Profile or Team Settings.

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Troubleshooting

An appointment isn’t showing on the calendar. Check that the appointment has a date set. Refresh the page to reload the calendar data. A billing line item wasn’t created. For per-service billing, ensure the appointment was marked complete. For subscription billing, check that the service is active and the billing interval is set correctly. The route optimizer isn’t working. Ensure all properties have valid geocoded addresses. Check that crews have start locations configured. At least 2 appointments are needed to optimize. For fleet optimization, ensure at least one crew has a configured start location and multiple appointments are available to distribute.

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Still need help?

If you can’t find the answer here, see Contact support for ways to reach us.