Free pool service invoice template
Bill weekly route service, chemicals and equipment repairs in one invoice that shows what was done at each visit.
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Blue Line Pool Care
Scottsdale, AZ
Bill to
Teresa Alvarez
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Weekly pool service: skim, brush, vacuum, empty baskets, test water | 4 visits | $40.00 | $160.00 |
| Chlorine tablets, 3 in. | 2 buckets | $25.00 | $50.00 |
| Filter cartridge clean | 1 each | $75.00 | $75.00 |
| Replace pump lid O-ring | 1 each | $30.00 | $30.00 |
- Subtotal
- $315.00
- Total due
- $315.00
Notes
Visits on July 2, 9, 16 and 23. Last reading: free chlorine 3 ppm, pH 7.5.
Download the pool service invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
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Fill it online with these linesWhat to include on a pool service invoice
- 1Service period and the date of each route visit
- 2Tasks done at each visit: skimming, brushing, vacuuming, baskets, water testing
- 3Chemicals used with amounts, or a note that chemicals are included in the flat rate
- 4Water test readings such as chlorine and pH
- 5Filter cleans, acid washes and other periodic services
- 6Parts and repair labor billed separately from routine service
- 7Opening or closing services for seasonal pools
How pool cleaners and pool maintenance technicians usually bill
- Flat monthly rate for weekly service, with or without chemicals included
- Per visit pricing for biweekly or occasional service
- Chemicals billed at cost plus markup, or by the pound or bucket
- Flat prices for openings, closings, filter cleans and green pool cleanups
- Hourly labor plus parts for equipment repair
Payment terms
Pool routes are usually billed monthly, either at the start of the month for flat-rate service or at the end with each visit listed. Net 10 or due on receipt keeps a route of many small accounts current, and many pool companies charge a card on file each month. Chemical prices can change during the season, so say in your service agreement whether chemicals are included or billed separately. For equipment repairs and replacements such as pumps or heaters, get approval on an estimate first and ask for payment on completion, since parts can be expensive.
General guidance, not legal or tax advice.
Common mistakes on pool service invoices
- Including chemicals in a flat rate without a limit, then losing money on a pool that needs heavy treatment
- Not recording water readings, which leaves you with nothing to show when a client complains about algae
- Replacing parts on a route visit without client approval
- Billing green pool cleanups at the regular weekly rate
Pool Service invoice questions
How do pool service companies bill?
Most bill a flat monthly rate for weekly service, with chemicals either included or listed separately. Repairs, filter cleans and openings or closings are billed as separate line items.
Should chemicals be included in my pool service price?
Both models are common. Included chemicals make billing simple for clients, while separate chemical lines protect you when a pool uses more than average. State which model you use in the service agreement.
Do I charge sales tax on pool chemicals?
Chemicals and parts you sell are often treated differently from service labor, and pool maintenance service itself is taxable in some states. Rules vary, so check with your state revenue department.
How do I invoice for a pool opening or closing?
Use a flat price for the opening or closing, with startup chemicals, parts like plugs or gaskets, and any extra cleanup listed as separate lines.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for pool cleaners and pool maintenance technicians
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