Pool Service Software

Pool servicers are the heroes of summer—keeping pools open and clean for all to enjoy. But behind the scenes, there's a ton of work that goes into a pool servicing operation. There are mobile technicians to dispatch and route, appointments to schedule and calendars to manage. On top of all that, there are invoices to send and payments to collect.

Thankfully, pool servicers don't have to go it alone, as there's a software niche dedicated to helping them do their work. It's similar to general field service software, but these pool service software offerings provide detailed features unique for pool service businesses. These features include chemical calculators and water quality records.

But not all pool service software is the same. Some of the tools on the market are essentially field service systems branded for pool servicers, while others offer tools and capabilities specific to pool servicers. There's no one right answer when it comes to choosing the right tool; it's completely dependent on the needs of your business, which is why we've created this buyer's guide. We've put together a list of must-have pool service software capabilities as well as some key benefits of adopting dedicated software. Use this guide as a starting point to ensure you choose the best system for your operation.

Here's what we'll cover:

What Is Pool Service Software?
Common Features of Pool Service Software
What Type of Buyer Are You?
Benefits of Adopting Pool Service Software
Market Trends to Understand in Pool Service Software

What Is Pool Service Software?

Pool service software combines essential field service features with specialized tools for managing the unique needs of pool upkeep.

Overall, pool service software enables organizations to:

• Create, track and complete work orders. This ensures jobs and specific details don't get lost in the hustle and bustle of the back office.
• Manage invoices and collect payment for completed work. Track invoices and payments. You can even use mobile payment capabilities to capture payments right after the work is completed.
• Accept appointments and organize technician schedules. Enable clients to schedule appointments online rather than having to call in.
• Track inventory of any materials used in pool servicing. Detailed inventory systems can track overall inventory as well as inventory in warehouses, within each vehicle and anywhere else materials are stored.
• Communicate effectively with technicians in the field. Open communication lines are important, but pool service software goes a step further with real-time notifications and alerts for schedule changes.

This final feature touches on a critical capability of pool service systems: Mobility. The ability to communicate with technicians in the field as well as provide them with access to business systems is a must for any field service organization today. That's why so many service software offerings provide mobile apps.

But again, not all pool service software systems are the same. Some might focus more on certain features than others. That's why we've highlighted some must-have software features for pool service businesses.

 

Common Features of Pool Service Software

Pool service systems are made up of many different (but connected) capabilities. Yet there are some essential features and tools that your new system should provide. These include:

Work order management	Create, track and monitor the status of every job—including scheduling, the work, completion and final payment.
Billing/invoicing	Manage what customers/clients owe. Automatically send invoices once jobs are completed. Use mobile payments to receive payment immediately after work is complete.
Scheduling and dispatch	Enable online appointment scheduling. Optimize technicians' daily schedules by considering proximity of one job to the next. Reserve specialized jobs for more qualified technicians.
Inventory management	Track and manage the quantity of materials used on the job. This might include tools and pool repair parts and materials. Track any chemical used during the pool service.
Customer management	Record and store valuable customer contact information. Detail prior pool work done for a customer. Automatically remind customers about scheduling regular services.
Job estimating	Automate estimations by entering details about the pool and job into a cost estimation engine.
GPS tracking	Track technicians and vehicles throughout the day. Monitor locations to help with proper routing. Ensure accountability by making sure technicians properly use company property.

We've included a few screenshots of pool service software so you can understand what these features look like.

Work orders

Source: PoolTrac

You'll want to be able to filter work orders based on account/client name, employees on the account and start date for the open order.

Customer management

Source: RazorSync

Make a point to fill out all contact information for each of your clients. This helps down the road with retargeting campaigns for repeat business.

Mobile scheduling

Source: Repsly

Mobile scheduling apps shouldn't sacrifice any capabilities just because they're mobile. Critical details that technicians need (such as client names, address and time of appointment) should be available at a glance.

What Type of Buyer Are You?

Small operation. These buyers are often owner/operators with fewer than five employees. They've likely reached their limit dealing with manual management processes. They need more automated, dependable processes so they can do more with less. Work order management, scheduling and billing are essential for this buyer—providing them newfound operational efficiency.

Midsize operations. These buyers work for larger businesses, maybe regional pool servicing operations or general handyman services. They need pool servicing software to scale with their growth. Key features for this buyer include customer/client and inventory management. These features help retain existing clients and source new ones as well as ensure technicians are equipped for the tasks of the day.

Large operations. These buyers are working for national and/or enterprise pool servicers or other general service businesses. They need a full suite of pool servicing software features including specializations in reporting, employee management and payroll. Since changing systems can be an extensive undertaking, these buyers are likely unhappy with their current system and are looking to upgrade functionality.

Benefits of Adopting Pool Service Software

The benefits of pool service software varies based on the pain points currently affecting operations and/or hindering growth. Nonetheless, there are overarching benefits that all pool service software users obtain. These include:

Greater efficiencies. Adopting pool service software enables service businesses to stop spending unnecessary time on manual paperwork and data entry. Now work orders can be created the second a job hits the schedule. And everything can sync automatically to technicians' connected devices.

Improved productivity. With greater efficiency comes increased productivity. Automations prevent tasks from falling through the cracks. They also free up everyone in the business to spend more time focusing on improving their core competencies.

Market Trends to Understand in Pool Service Software

Internet-of-things(IoT). Pool service software, like all mobile service systems, rely more and more on IoT technology. This refers to the ever-growing number of sensors and online-connected devices that are present during technicians' days. These technologies create a connected ecosystem that capture and relay valuable data. Analysis of this data can lead to informed business decisions and even greater operational efficiencies.