Log a past completion

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Log a Past Visit (0:53 video). Open on its own page

The Log Past Completion form

Click Log Completion on a job page (or pick a job from the Completed Stops page) to open the Log Past Completion form. A banner reminds you this is for work done outside the app and that it creates a billing record and service history entry. The fields:

• Date of Completion — defaults to today; the calendar only allows today or past dates, so completions can be backdated but never scheduled into the future.
• Performed By — optionally credit a technician; the completion shows under their name in history and reports.
• Tasks — check off which of the job's tasks were done (see Checking off tasks below).
• Chemicals Used — add chemicals from your catalog with a quantity; units and pricing come from the chemical record.
• Parts Used — add parts from your catalog with a quantity.
• Photos — attach up to 10 photos of the work.
• Notes — free-form notes stored with the completion.

On a visit-plan work order, a teal card at the top says which visit you are logging, like Visit 3 of 6 · Shock and brush (visits are counted by day, in date order, so a date that already has a visit keeps its number). If the plan uses the same task list on every visit, it says Same tasks every visit. If the plan has one task list across its visits, tasks already done on an earlier visit are shown checked and greyed out with a line like Done Oct 1 on an earlier visit; they count as done in the "1 of 3 done" counter and are not saved again on this visit.

Before you submit, a "What will happen" card previews the billing outcome based on the job's billing mode — for per-visit recurring services, an invoice item is generated automatically for the visit. See maintenance billing modes for how each mode bills.

Checking off tasks

The Tasks section lists every task on the job with a checkbox, under the line "Check off the tasks that were done on this visit." When the job has tasks on more than one body of water (a pool and a spa, say), they are grouped under each one's name. Each task shows its type (Checklist, Yes / No, Text Response, Multiple Choice, or Water Chemistry) and, for a repeating task, Every N weeks. A counter such as "1 of 3 done" sits at the top right.

• A repeating task says whether it was due on the Date of Completion you picked, counted from the last visit before that date where it was checked off: "Due · last done Jun 2, 2026", "Due · no earlier completion on record", or "Not due yet on this date · last done Jul 1, 2026, next due Sep 23, 2026". It updates when you change the date. It is only a hint; you can check off any task.
• Check all due (top right of the section) checks every task that was due on that date.
• Tasks are saved as done or not done. Yes / No, Text Response, Multiple Choice, and Water Chemistry tasks are saved as done without an answer ("Saved as done, without an answer." appears under a checked one). The form has no place to type an answer, pick an option, add task photos, or enter water chemistry readings; use the mobile app when you need those.
• A checked task counts as completed on that visit, so a repeating task's every-N-weeks countdown restarts from the date you logged.
• Logging a date that already has a completion for this job updates that visit instead of adding a second one, and the tasks you check here replace the ones recorded on it.

The Completed Stops ledger

The Completed Stops page is the company-wide ledger of every completed visit — field-completed and office-logged alike. Search by customer, job, employee, or address, and filter by type (Recurring or Work Order). Each row shows the customer, job, completion date and time, technician, a thumbs up/down feedback badge, the visit's rate, the invoice, and the chemical cost for that visit. Click a row to open the full completion detail. The newest visits come first; click a column header (Customer, Job, Type, Completed, Technician, Feedback, Rate, or Chemicals) to sort the whole ledger by it, and click again to reverse. Dates and money start highest first, names A to Z. Search and the type filter keep the chosen sort. The Invoice column can't be sorted.

• The Invoice column links to the invoice when one exists, or shows "Creates {date}" for maintenance visits waiting on the next billing run.
• Completed work orders that haven't been invoiced yet get a Create Invoice button right in the row — see work order billing.
• The Log Completion button (top right) opens a Select a Job search dialog, then the Log Past Completion form for the job you pick.

The completion detail page (titled Completion Details in the breadcrumb) shows, near the top, the notes that apply to the visit. Each block appears only when it has something in it:

• Notes: what the technician wrote when completing the visit.
• Notes for Next Visit: the temporary notes for next visit that were pinned on the job when this visit happened, with who wrote each and when.
• Location Notes: the service location's current notes (gate codes, access). Hidden for anyone whose role lacks View location notes.
• Customer Notes: the customer's current notes. Hidden for anyone whose role lacks View customer notes.
• Below them, Task Responses lists each task with its answer (for example a green Yes or red No). The page does not label tasks with their type.

Complete a stop on a live route from the web

While a route is in progress, the office can complete a pending stop straight from the route's day view — useful when a tech calls in a finished stop but can't log it themselves. The Complete Job page shows the job's checklist to tick off, up to 10 photos, notes, and a Chemicals Used section. If the job includes chemical allowances, an "Included per visit" card lists them and notes that usage beyond the included amounts bills as overage.

As you add chemicals, a live Cost Preview shows Revenue, Chemical Costs, and Gross Margin (dollars and percent, before labor and travel costs) so you can see the visit's economics before clicking Mark Complete. For the rest of the office-side route controls, see admin route tools.

Mark a visit not complete (undo a completion)

If a stop was marked complete by mistake (the wrong pool, or tapped too early), undo it from the dashboard:

• On the visit's detail page (open it from Completed Stops, the job's Visits tab, or View Completion on the route), click Mark Not Complete at the top right.
• Or, on the route's day view, click Mark Not Complete next to View Completion on the completed stop.
• The Mark Visit Not Complete dialog explains what happens. Click Mark Not Complete to confirm.

It is refused, with the reason, when the visit can't be cleanly undone: the visit is already on an invoice (void or edit the invoice first), the customer paid a tip on it, or the customer rated its service report. There is no undo for Mark Not Complete itself; if the visit really happened, complete the stop again or log it with Log Past Completion.

Who can do it: roles with the Manually complete jobs permission (Owner and Administrator by default; add it to other roles on the Roles & Permissions page). In the dashboard the button only shows for them. The technician app has no Mark Not Complete button, so a technician who completed a stop by mistake should ask the office. To fix details of a visit that did happen (chemicals, parts, notes), edit the visit instead.

Frequently asked questions

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