Free pool service invoice template
Route visits, chemistry and repairs on one page — with the readings that prove what the customer paid for.
Pool service is two businesses printed on one invoice, and blending them is what makes route customers flinch. The service side is a fixed price for turning up — brushing, baskets, chemistry — and it should read identically every cycle whether the water behaved or fought you. The repair side is a pump motor, an SWG cell, a set of DE grids: one-off work with its own parts and its own warranty. Keep them on separate lines. And put the numbers on there — free chlorine, pH, total alkalinity, cyanuric acid, salt. Your customer is buying water they have no way to evaluate, so the readings are the receipt. On a route, invoice the whole cycle at once and send one link rather than four.
Lines a pool tech actually bills for
| Line | Typical range |
|---|---|
| Full service — four weekly visits, chemicals included | $120–$200 for four visits |
| Chem-only visit — test, balance and brush | $40–$75 per visit |
| Cartridge filter clean — teardown, rinse and reassemble | $85–$150 |
| DE filter — grid teardown, clean and recharge | $125–$250 |
| Salt cell inspection, acid bath and recalibration | $75–$150 |
| Pump motor replacement — single speed to variable speed | $600–$1,400 installed |
| Green-to-clean recovery — treatment plus return visits | $250–$700 |
| Drain and acid wash — plaster | $450–$1,200 |
What to include on a pool service invoice
- Your business name, phone number and email — and your license number if your state puts one on the paperwork
- The customer's name, the service address, and a phone number or email you can actually reach them on
- An invoice number and the date the work was done
- The stop itself: service address, gate code or lockbox, and the exact visit dates this invoice covers
- Which visits actually happened — a skipped week for a locked gate or a dog in the yard should be visible, not argued about later
- Whether chemicals are inside the service price or billed at cost, and the pounds or gallons if you are billing them
- Your readings: free chlorine, pH, total alkalinity, calcium hardness, cyanuric acid and salt on a saltwater pool
- Repairs kept off the service line — a motor, a cell or a grid set is its own line with its own parts warranty
- Equipment by brand, model and serial (Pentair, Hayward, Jandy) so the next tech is not guessing at the pad
- Subtotal, sales tax if you charge it, and the total due
- Any deposit or payment already taken, and the balance still owed
- The due date, and what happens if it goes past it
- How they can pay — card, bank transfer, check or cash
Pool Service invoicing questions
Should a route be one invoice per visit, or one for the whole cycle?
One per cycle, almost always. Four invoices for four visits is four times the sending and four chances to be forgotten, and the customer only wants to see one number anyway. List the visit dates on the invoice so the cycle is itemized inside a single document, then reuse it next cycle — the customer, the stop and the line items are already saved, so it is a date change and a send.
Should chemicals be included in the service price or billed separately?
Included is the easier sell and the easier invoice, and it is what most residential route customers expect. Bill separately only when you have a pool that eats chemicals — a heavy bather load, a spa, a pool with a cyanuric acid problem you are dosing around — and then show the product and the quantity. What you should not do is quote 'chemicals included' and add a summer surcharge without warning; that is how route customers start calling around.
A repair comes up on a customer who is already on service. Same invoice or a new one?
A separate invoice, unless the repair is small enough to sit as one extra line on the cycle. The reason is warranty and memory: a pump motor with a manufacturer warranty and an install date should not be buried inside a routine service bill nobody will ever open again. Bigger jobs also deserve their own approval, so send an estimate first and let them tap accept.
How do I handle a stop I could not complete — locked gate, dog, no access?
Show up on the invoice anyway. Put the date with a note saying no access, and say in your terms whether that visit is chargeable. Most techs charge for a genuine wasted trip and skip it if they can make it up the same week. Either policy is fine, and writing it once on every invoice removes the monthly conversation about it.
How do I stop chasing recurring customers for payment?
Send the cycle's invoice the same day every cycle, with terms on it, and give them a link they can pay from their phone. A Pay button that takes card, Apple Pay or Google Pay collects far faster than a mailed statement, because the customer settles it standing at the counter instead of finding a checkbook. For anything past due, resend the same invoice rather than writing a new one, so the invoice number they already have stays the one that gets paid.
What does this cost a one-truck route?
Nothing to write and send invoices and estimates yourself, with no cap on how many and no trial expiry. The paid tiers are Starter at $9.99 and Pro at $24.99, priced per seat, and they exist for the pieces that cost us money each time: emailing from our domain, receipt scanning, your logo, a second tech on your account. Otherwise we take 0.5% when a customer pays by card, and nothing on cash or check.
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Write a free pool service invoice — Pocket Business is free to build and send, no signup, no invoice limit.