Annual
Recommended
Per month, billed annually
Includes 5 users, additional users are billed at $40.00/mo.
White-Glove Onboarding & Migration
We won’t throw you in the deep end. Our team handles your complete migration: customer records, service history, routes, and billing data. You’ll be operational from day one, not day thirty. $5,000 value, included with your subscription.
Digital Team Members
Digital assistants that help manage routing, customer support and service operations. Scale your business without scaling your payroll.
Intelligent Routing
We build smarter routes and helps you adapt instantly when plans fall apart so you can avoid last-minute reshuffling.
Centralized Communication
AI assistants that work alongside your human team, handling routine tasks 24/7 while surfacing insights that make everyone more effective.
Save $50/month when you pay annually
| Customer Management |
| Multiple Service Addresses Store multiple service locations for each customer | |
| Service Completion Notices Automatically send service completion emails to customers with notes, photos, and recommendations | |
| Access Information Store property access information for each service address (e.g. gate code) | |
| Customer Notes Store customer notes for reference by technicians, sales, and back office staff. | |
| Multiple Bodies for Water A location can support multiple bodies of water, each with their own service plan. | |
| Customer Portal Ability for customers to self-serve historical invoices, make payments, update credit cards, and schedule services. | |
| Self Serve Customer Signup Allows residential customers to sign up for recurring pool maintenance services - validates they are in an eligible service area, selects the best day of service, and handles contract execution. |
| Routing and Scheduling |
| Digital Dispatcher Continuously analyzes your routes, looking for opportunities to save time, handle disruptions, and improve efficiency. It monitors weather, manages absences, and surfaces recommendations that make your operation run smoother. | |
| Optimize Routes Optimize the driving order for a route to reduce drive time between locations | |
| Real Time Progress Updates Status and progress updates in real-time as technicians complete stops and work orders. | |
| Route Templates Versioned route templates to track changes, recommendations and evaluate different routing decisions | |
| Show Nearest Routes Show the nearest route when adding or modifying a customer service schedule | |
| Filter Clean / Replacement Auto Scheduling Automatically schedule filter clean jobs on set intervals. | |
| Salt Cell Clean Auto Scheduling Automatically schedule salt cell cleaning jobs on set intervals. | |
| Equipment Testing Auto Scheduling Set periodic equipment testing tasks to ensure optimal operations |
| Email Marketing |
| Campaigns Send targeted messages to segments of customers with integrated engagement tracking. | |
| Segmentation Target groups of customers based on area, services, equipment types. | |
| Template Management Create and manage templates using a "drag-and-drop" editor. | |
| Whitelabeled Domains Messages are sent from domains belonging to the customer to isolate reputation and ensure optimal performance. |
| Centralized Communication |
| Inbox One shared inbox for every customer interaction accessible to the entire staff. | |
| Service Assistant Service Agent handles customer conversations across all channels: SMS, WhatsApp, email, and more. It understands what customers need, gathers relevant information, answers common questions, and escalates to your team when human attention is required. |
| Service Plans and Areas |
| Service Plans Create plans that are assigned to bodies of water that define billing, workflow, and periodic maintenance tasks. Ensuring consistent delivery of service without having to define settings for each customer / body of water. | |
| Service Areas Defined areas and territories you service. All customers belong to a service area and technicians can belong to one or more service areas. | |
| Multiple Price Points per Service Plan Service plans can have multiple price points allowing for customized billing with advance / arrears billing, per visit/per month billing, charging for chemical usage, and automatic taxation. | |
| Configurable Reading Requirements Reading requirements can be configured for every stop, set as optional, or required at a service-plan defined frequency. | |
| Filter PSI Recording Requirements When enabled, the field technician will record the filter PSI value to monitor system health and filter performance. | |
| Process Workflows Define tasks that must be completed before, during, or after service. Tasks can be defined as required or optional. | |
| Flexible Process Responses Tasks can be marked completed, responded to in a free form text box, multiple choice selection, or yes/no selections. | |
| Photo Requirements For task completion, define which tasks must have accompanying photos. | |
| Video Capture Capture video as part of a task completion step. | |
| Periodic Maintenance Ensure periodic maintenance tasks, such as backwashing, filter cleanings, filter replacement, salt cell cleaning are occurring at scheduled intervals. Periodic maintenance tasks can be configured to be completed at the time of service or as independent jobs. |
| Quoting and Work Orders |
| Create and Manage Quotes Create and manage the full quote lifecycle in the web and mobile application. Quotes support photo/PDF attachments and line-item level tags to draw attention to specific recommendations. | |
| Create and Manage Work Orders Create and manage the full work order lifecycle in the web and mobile application. | |
| Customer Quote Approval Management Require customers to review, approve, or decline quotes before work begins. | |
| Automated Work Order Transition Once quotes are approved, work orders are automatically created for the project. | |
| Management Approval Thresholds Configurable approval thresholds that require all quotes to be reviewed by designated reviewers or only quotes that exceed certain defined thresholds. | |
| Discounting Percentage-based discounts applied across all line items on the quote | |
| Pre-Payment Requirements Require the entire quote or a portion of the quote to be pre-paid before work commences. | |
| Follow Up Notifications Automatic follow up notifications to remind customers & quote owners that a quote requires action |
| Product Catalog |
| Products Create and manage products that are added to quotes, work orders, and invoices. | |
| Services Create and manage services that are added to quotes, work orders, and invoices. | |
| Categories Create and manage categories that products and services belong to. | |
| Inventory Management Products can either be stocked, order as-needed, or manually managed. Stocked inventory can be managed on a per-service area basis with re-order thresholds defined. |
| Equipment Management |
| Detailed Equipment Management Save pool and spa configuration details for each body of water managed, including the type of sanitation type (chlorine / bromine), sanitation method (in-line, floating, salt cell, and liquid injection), filter type (filter, sand, DE), heating method, automation system | |
| Pool / Spa Notes Record detailed notes about each body of water that will be shown to service technicians when they are servicing a pool or spa. | |
| Tailored Workflows Service workflows are automatically customized based on the type of equipment and sanitation methods. |
| Billing |
| Invoicing Invoices are created automatically for recurring services and work orders. | |
| Automated Collections When payment methods are associated with an account, collections are fully automated. | |
| Smart Retries Payments are automatically retried when a card is most likely to have funds. | |
| Automatic Card Updates When available, cards are automatically updated with new details, such as expiration dates when cards are re-issued. | |
| Bank Drafts To help reduce fees, customers can opt-in to bank drafts via ACH. | |
| Sales Tax Calculations Sales tax is automatically calculated based on the customer's billing address. There are no tax tables to manage. Customers can optionally be configured as 'tax-exempt organizations'. | |
| Refunds Partial or full invoice refund capability. | |
| Credits Ability to issue credits that will reduce future invoice amounts. | |
| QuickBooks Integration Invoices, refunds, credits, and payments are synchronized to QuickBooks. |
| Authentication, Authorization, and Organizations |
| Role-based Access Control Roles that map to job functions to limit access to the application | |
| Organizations Users can belong to one or more organizations | |
| Google Authentication Allow and/or require users to sign in through their Google personal or workspace account. | |
| Microsoft Authentication Allow and/or require users to sign in through their Microsoft personal or workspace account. |
Not yet. We onboard every customer personally to make sure PoolProof is configured for how your business actually runs. Book a call and we’ll have you up and running within 30 days.
We assign you a dedicated person who handles everything: importing your customers and routes from your current system, configuring PoolProof for your workflow, and training your team. You stay focused on running your business while we handle the transition.
30 days or less. Most customers go live sooner.
Tell us about it. We’ll work with you to build it. PoolProof is designed to fit your business—not force you into someone else’s workflow.
Yes! If you have 10 or more techs, ask us about volume pricing.
PoolProof uses Stripe, the industry-leading payments platform. Fees are 2.9% + .30c per successful transaction for domestic cards. Manually entered cards are subject to an additional 0.5% fee. Bank transfers are subject to a 0.8% fee with a $5.00 maximum.
Your business runs better when your software actually works for you. Let us show you how.
