Skip to main contentGetting 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.
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, click 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?
Go to Route Optimization in the sidebar, select the crew and date, then click Optimize Route. The system calculates the most efficient order to minimize driving time.
Billing
When are billing line items created?
For per-service billing: when appointments are completed. For subscription billing: automatically on the schedule you set (weekly, monthly, annual).
How do I share a payment link with a customer?
Go to the customer’s page, find the Payment Link section in their billing area, click Generate Link, then copy and share the link via text or email. Customers can view their balance and recent charges from this link.
How do I record a payment?
Go to the customer’s page, click Add Entry in the Billing section, select Credit, enter the payment amount and notes (include payment method like “Cash” or “Check #1234”), then save.
Can I adjust a charge manually?
Yes. Go to the customer’s page, click Add Entry in the Billing section, select Charge or Credit, enter the amount and description, then save.
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.
Crews
How do I view crew schedules?
Go to Calendar 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 detail view, then you can edit the crew assignment.
Routes
What if I need to change the optimized route?
After optimization, you can review the suggested order and times before clicking Apply Changes. If you need to make adjustments after applying, you can manually reschedule individual appointments.
How do I see routes on a map?
The Dashboard shows a map view of all scheduled appointments for the day, with routes drawn between stops. The Route Optimization page also shows the route visually.
Payments
How do I set up online payments?
Online payment processing is not yet available. The payment form is displayed on customer payment links, but customers cannot complete payments at this time. This feature is coming soon.
What if a customer overpays?
The overpayment becomes a credit on their account. The customer’s balance will show as positive, indicating they have a credit.
How do I issue a refund?
Add a credit to the customer’s account by going to their page, clicking Add Entry, selecting Credit, and entering the refund amount with notes explaining the refund reason.
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.
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.
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 addresses. Check that the crew has a start location set. At least 2 appointments are needed to optimize.
Still need help?
If you can’t find the answer here, see Contact support for ways to reach us.