Free pool service invoice generator

How to create a pool service invoice

Pool service billing is usually a monthly routine: the same plan for each customer, plus whatever chemicals and repairs came up that month. Use the form at the top of this page to build one.

• 1. Enter your company name and contact info, then the customer's name and the address of the pool.
• 2. Add an invoice number and set the issue and due dates. Put the billing period in the first line's description, for example weekly service for September.
• 3. Add your service plan as the first line, for example weekly service for the month.
• 4. Upload your logo if you have one. It is kept in this browser and prints on the document.
• 5. Add each chemical as a materials line with the amount used, and mark it taxable if your state taxes it.
• 6. Add extra work like filter cleans, salt cell descaling or green-to-clean treatments as separate labor lines.
• 7. Add any repair parts as materials, enter your tax rate and check the totals in the preview.
• 8. Write your billing terms in the notes, then use Print or save as PDF.

What to include on a pool service invoice

Pool owners rarely see you work, since you often come while they are out. The invoice is your proof of service, so make it specific.

• Service frequency and visit count: "Weekly service, 4 visits" shows exactly what the monthly price covered.
• Chemicals used, with quantities, such as chlorine tablets, liquid chlorine, acid, stabilizer or salt.
• Water readings if you track them, like chlorine, pH and alkalinity, either in the notes or in a separate service log you send along.
• Equipment work listed apart from routine service: filter cleans, salt cell descaling, pump and heater repairs.
• Repair parts with the part name, so the customer knows what was replaced and can match it to warranty paperwork.
• The billing period, due date and how you want to be paid, including any recurring payment option you offer.

Pool service billing and pricing tips

Recurring billing is the backbone of a pool route. Most companies charge a flat monthly rate for weekly service and invoice on the same day each month. Pick one billing day, stick to it and your cash flow becomes far easier to predict.

Decide up front whether chemicals are included in the monthly rate or billed separately. Including them makes billing simple but exposes you to price swings and heavy-use pools. Billing them separately is fairer on high-demand pools, but the invoice needs to show what you used.

Repairs deserve their own approval. Before replacing a pump motor or a salt cell, send an estimate and wait for a yes. Small items like O-rings and gaskets can be covered by a standing limit you agree on with each customer, so you do not have to call about every minor part.

Plan for the seasons. In many areas, pools need more chemicals and more frequent cleaning in summer, and some customers pause service or drop to every other week in winter. Price your plans with that in mind, and bill openings, closings and green pool recoveries as separate one-time charges instead of folding them into the monthly rate. That keeps the recurring line on each invoice steady and easy to recognize.

Spell out your late fee and your policy on skipped service for unpaid accounts in the notes. A clear rule, applied the same way to everyone, is easier to enforce than a case-by-case decision in the middle of summer.

Pool service invoice vs estimate

Your monthly bill is an invoice: it covers work already done. Use an estimate for anything the customer needs to approve first, like a new pump, a filter replacement or an acid wash. Once the repair is finished, send the invoice. The Invoice or Estimate switch at the top of the page lets you make both.

Billing a route, month after month

A browser generator is fine for a few pools. Once your route grows, the free ToolBerry app saves time. You can create and send invoices and estimates from your phone between stops, and record each payment as it arrives.

ToolBerry keeps a list of your clients and jobs, so you can see what you did at each pool and who is behind on payment. It works offline in backyards with no signal, and it is available on iPhone, Android and the web.