Pool service billing software
Pool service billing software from agreement to payment
A signed service agreement, a service schedule in another system, and an invoice in a separate account — that's how billing usually breaks down. Swimming Pool On Demand keeps the proposal, the signatures, the invoice and the payment on one connected customer record, so what the customer agreed to is what gets billed and paid.
The connected billing flow
One record carries the bill from handshake to balance
- 1
Customer record
Start from one connected customer record — contact, pool and equipment details live in the same place the invoice does.
- 2
Branded proposal & agreement
Build a branded PDF proposal and service agreement from the record. On Business Premier, the same document collects initials and signatures.
- 3
Signatures collected
Your representative initials and signs first, then the customer reviews, initials the required pages and signs the last page. Both a typed and drawn signature are supported.
- 4
First scheduled invoice
On signing, the first scheduled invoice is generated and sent — the agreement and the bill move forward together instead of in separate systems.
- 5
Customer pays
The customer pays through Stripe by card or ACH. Payment status updates on the invoice and the customer record when the charge succeeds.
- 6
Filed in the File Cabinet
The signed agreement, the invoice and the payment record are filed by year and category in the customer's File Cabinet — one tap away when a billing question comes up.
Illustrative workflow. Fictional sample values where shown.
Recurring billing, autopay, and knowing who's paid
Most pool service revenue is recurring: a weekly or monthly service charge that runs for a season or a year. Recurring monthly billing keeps those charges on schedule without re-creating the invoice by hand each cycle. A seasonal opening or closing is a one-time ticket that becomes its own invoice; a repair quote becomes an invoice the moment the customer approves it.
Autopay gives customers a way to authorize recurring charges on a card or ACH — the authorization is theirs to grant and to control. You stay in charge of turning it on. When a payment succeeds, the invoice and the customer record update; when it fails, the invoice is flagged and your staff follows up. The platform does not silently retry a failed card or pull funds without authorization.
That matters because there is a real difference between creating an invoice and collecting the payment. A separate invoicing app can send a bill and still leave you chasing who paid. Keeping payment status on the same customer record means the office can see who's current before scheduling more work — no separate report, no second login.
Failed payments
When a charge fails, the invoice is flagged and your staff follows up. No automatic retries or silent recharges.
Paid / unpaid at a glance
Payment status lives on the customer record, so the office sees who's current before scheduling more work.
What's in each plan
Daily billing and invoices are on both plans. E-signatures, branded proposal PDFs, inspections and basic accounting are on Business Premier ($149/mo, up to 5 staff). Service Essentials is $79/mo, up to 2 staff; extra staff are $15/mo each.
For revenue, expenses and a profit-and-loss view connected to your operations, see the pool accounting software page. Billing does not handle bank feeds, tax filing or payroll — and the in-app accounting does not claim to.
A checklist for switching billing
- Export existing customer, invoice and payment records you'll need to reconcile.
- Reconcile open balances before the cutover so you know what's truly outstanding.
- Preserve paid invoices and signed agreements in archives you can reach.
- Review which customers have payment authorizations and which need new ones.
- Choose a billing cutover at a cycle boundary to avoid charging the same period twice.
- Import by CSV and test with a small subset before loading the full list.
There's no automatic transfer of stored payment cards or bank mandates from another system — those must be re-authorized by each customer.
Frequently asked questions
- What is the difference between billing and invoicing?
- Invoicing creates and sends the bill for work done or agreed to. Billing is the broader cycle that also includes recurring monthly charges, payment authorization and control, payment status, and following up on failed payments.
- Can customers pay by card or ACH?
- Yes. Invoices can be paid by card or ACH through Stripe. Payment status updates on the customer record once the charge succeeds; funds are never pulled automatically without authorization.
- How are autopay and failed payments handled?
- Customers authorize autopay for recurring charges. When a payment fails, the invoice is flagged and your staff follows up — the platform does not silently retry cards on its own.
- Does this replace my bookkeeping app?
- Business Premier includes basic accounting: revenue, expenses and a profit-and-loss view connected to your operations. It does not handle bank feeds, tax filing or payroll. Many companies export CSV data to their accountant.
- Which plan includes billing?
- Invoices and payments are on both plans. E-signatures, branded proposal PDFs, inspections and basic accounting are on Business Premier ($149/mo, 5 staff). Service Essentials is $79/mo, 2 staff; extra staff are $15/mo each.