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 Pool Proof 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 Pool Proof 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. Pool Proof 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.
Pool Proof 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.
