What a pool service invoice is for
Pool customers often never see the tech, so the monthly invoice is the record of every visit. Listing visit dates, chemicals billed by use and any repairs keeps the bill easy to trust. Notes on water readings or equipment trouble show you are watching their pool, not just skimming it.
What to put on a pool service invoice
- Visit dates for the month.
- Chemicals used, if billed separately.
- Repairs or parts.
- Notes on water or equipment.
- Card on file or payment terms.
A worked example
A July invoice: four visits, an extra visit after a storm, and a pump lid o-ring replaced.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Weekly pool service, chemicals included | 4 | visit | Your price |
| Extra visit after storm | 1 | visit | Your price |
| Pump lid o-ring | 1 | each | Your price |
Put visit dates and a note on the storm visit in the notes. The extra visit is what customers question, so explain it.
Line items pool service companies use
| Line item | Unit | How to write it |
|---|---|---|
| Weekly pool service, chemicals included | visit | Skim, brush, vacuum, empty baskets, test and balance. |
| Weekly pool service, chemicals extra | visit | Labor only; chemicals billed by use. |
| Pool opening | each | Remove cover, start equipment, balance water. |
| Pool closing and winterizing | each | Blow out lines, add antifreeze, cover. |
| Green pool cleanup | each | Shock, brush, filter cleans; may take several visits. |
| Filter clean, cartridge or DE | each | Say the filter type. |
| Salt cell cleaning | each | Acid wash and inspection. |
| Pump motor replacement | each | Horsepower and brand. |
| Heater repair or replacement | each | Gas or heat pump; model on the line. |
| Leak detection | each | Pressure test and dye test. |
| Chemicals, by use | lb | Chlorine, acid and other products billed when used. |
| Drain and acid wash | each | Plaster pools; say whether the yard can take the water. |
Terms and deposit language for pool service
- Deposit. No deposit on weekly service. Equipment replacements and remodels may take a deposit for parts.
- Payment. Weekly service billed monthly, often by card on file. Repairs due on completion.
- Warranty. Equipment carries the maker's warranty; your labor on repairs is covered for the period you state.
- Water chemistry can change quickly after storms, heavy use or pets; extra visits or chemicals are billed as used.
- Customer keeps gates unlocked and pets inside on service day, and tells you of parties or heavy use.
- Green pool recovery may take several visits; results depend on the filter and equipment working.
How to fill it in
- Your business details carry over from any template you used before.
- Fill in who you are billing and the job.
- Check the lines against what you actually did, and add your prices.
- Put any deposit in Already paid, so the balance is right.
- Print, download or send it from Koira with a pay-by-card link.
Free tools for pool service
- Maintenance plan pricing calculator
- Labor rate calculator
- Profit margin calculator
- Pipe volume calculator
The same invoice for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, hvac, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.
More for pool service companies: how pool service companies run on Koira.