Quote, schedule and bill repairs from one connected record
PoolBoss connects the repair quote, scheduled job and invoice, so your crew knows what to do and your office can bill for the work the customer agreed to.
Free for up to 20 pools. Every feature included.
Send a quote with clear repair line items
PoolBoss lets you build a repair quote from catalog items or your own line items, with labor, materials, costs and tax treatment, so the customer can see what the price covers.
The customer can open the email link without logging in and accept, decline or request a change. Your office sees the response and decides the next step.
Keep the reason for the repair with the quote
PoolBoss turns a technician’s field finding into a quote your office can review and send. A repair opportunity gets a clear next step instead of disappearing into a message after the route.
Start from the field note
A tech records an equipment problem or customer request in PoolBoss. The office can turn it into a quote, and saving the quote marks the field note as quoted. Staff can see that the opportunity was followed up instead of asking the technician to chase it.
Use the pool’s equipment record
Name the equipment being repaired so the model and warranty context remain with the quote and resulting job.
Reuse a quote template and review the price
Save a quote as a reusable template in PoolBoss, then start the next similar repair with its lines already in place. Review quantities, catalog prices and customer-specific rates before sending, so your office can price familiar work without rebuilding the quote.
Quotes can be draft, sent, accepted, declined or expired. An expired quote cannot be accepted. An optional company rule can require a card on file before acceptance; it starts off by default.
How PoolBoss connects an approved repair to the work and bill
Try quotes and repairs freeBuild the quote from the finding
Describe the work, add the relevant equipment and line items, and send the customer a quote.
Turn acceptance into work
Use the accepted quote to create the job or invoice. Assign and schedule the visits the job needs.
Keep the finished work connected
The job’s notes, photos and used parts stay with the work, ready for the office to review and bill.
Every feature on every plan. Free includes up to 20 pools and 1 admin.
Give customers a clear quote they can answer
PoolBoss puts the scope and price in front of your customer, with actions to approve, request a change or decline. Your office can move an accepted quote into the job without chasing a separate reply.
Start quoting with PoolBoss
Turn an accepted quote into an organized job
PoolBoss lets your office turn an accepted quote into a draft invoice with its line items or a scheduled job at the agreed total, so you can move approved work forward without rebuilding the proposal. Your team decides when to send the bill.
PoolBoss keeps ordered and arrived parts with the job, while parts inventory tracks stock at the shop and on each truck. Your office can check what is available and record restocks, moves and usage, helping the crew prepare for the repair.
A job has a date, lead tech and optional crew. Give each person estimated minutes and instructions. Keep costs on line items so the office can review margin.
PoolBoss repeats jobs monthly, quarterly, twice a year or annually. Filter cleaning and other periodic work can keep their own schedule, helping your company deliver and bill agreed maintenance instead of letting it slip between regular visits.
Keep the finished work connected to the invoice
In PoolBoss, the tech can collect a customer signature and typed name on the phone. Photos stay with the linked visit, and a job whose service type requires a photo cannot complete until one is attached. Your office has a completion record to refer to when sending the bill or answering a question about the work.
When ready, the office creates an invoice or adds the job to the customer’s next automatic bill. You can also invoice before the work begins when payment is required up front.
Once invoiced, the job contributes to the customer’s revenue in reporting. The quote, work and billing remain part of the account’s story. Explore billing and payments
Feature details and requirements
Included on every plan. Set up the way your company works.
What your team records
- Quote lines from your service catalog or typed in, each labor or materials, with an optional cost and taxable or not
- A valid-until date on each quote (30 days by default, or none)
- A job's date, lead tech, crew, and each person's estimated minutes and instructions
- An optional repeat schedule for a job
- The pool equipment a quote or job repairs, picked from that pool's equipment records
What happens with the record
- Emails the quote with a link where the customer accepts, declines, or requests a change, with no login
- Marks a sent quote expired after its valid-until date and stops it from being accepted
- Converts an accepted quote into a draft invoice with every line copied, or schedules it as a job at the quote total
- Starts a quote from an office follow-up on a bad water reading, with the flagged readings in its notes
- Starts a quote from a technician's field report, with the report in the quote's notes, and closes the field note once the quote is saved
- Shows the margin on job lines that carry a cost
- Shows the equipment being repaired on the quote and the job, and carries it from the quote to the job
- Captures the customer's signature and typed name on the tech's phone
- Repeats a job monthly, quarterly, twice a year, or annually
- Creates the job's invoice when the office clicks, or adds the job to the customer's next automatic bill
Who can use the information
- Office: every quote by status with the customer's response and change requests, and every work order
- Technicians: the job on the visit it's linked to, signature capture, and quotes they build on the phone
- Customers: the quote page, their portal, and the job's invoice with online payment
Controls for your company
- Require a card on file before a customer can accept a quote (company-wide, off by default)
- Catalog prices, with per-customer prices that override the default
- Service type rules on jobs: a required photo before completion, an office alert, and which techs can be assigned
PoolBoss lets you build a quote, email it, and let the customer accept, decline, or ask for changes on a web page with no login. An accepted quote becomes an invoice or a job. Jobs carry line items with cost and margin, a lead tech and crew, photos from the visit, a customer signature, and an optional repeat schedule.
- Cobalt Pool Co.
- Wavecrest Pool Services
- Aquavim
- Poolhouse Collective
- Deep End Supply Co.
- Turquoise Trade Pools
- Ripple Works
- Basin & Blue
Quotes your customers answer on their own
Save a quote as a reusable template in PoolBoss, then start the next similar job with its lines already in place. Review the quantities and prices for that customer instead of rebuilding the quote from scratch.
Build a quote from your service catalog, where a customer’s own price wins over your default, or type a line in. Each line is labor or materials, can carry what it costs you, and can be taxable or not. Discounts apply to the whole quote. Techs can build and send a quote from the phone while they’re standing at the broken pump.
A quote can name the piece of equipment it repairs, picked from the pool’s equipment records. The quote page shows it, and the job made from the quote carries it, so the office sees the pump’s model and warranty status next to the repair.
PoolBoss turns a technician’s field finding into a quote your office can review and send. The technician records an equipment problem or customer request with Report a problem, and the office opens it from Field notes to make a quote. Saving the quote marks the note as quoted, so staff can see that the repair opportunity has a next step instead of chasing it through messages.
PoolBoss emails the customer a link. They open it without logging in, read the lines, and accept, decline, or send you a change request. They can print it or save it as a PDF too. A quote is good for 30 days unless you change the date or clear it, and once the date passes it reads as expired and can’t be accepted.
- Statuses: draft, sent, accepted, declined, expired
- Customers accept, decline, or request changes with no login
- Optional company setting: a card on file before a customer can accept
From yes to a job or an invoice
An accepted quote waits for the office. Nothing is charged and nothing is created on its own. You pick one of two paths: convert it to a draft invoice that copies every line exactly, or schedule it as a job at the quote total. The invoice then goes out like any other on PoolBoss billing, with an online payment link.
Customers can also accept or decline from their customer portal, so the answer lands in the same place whichever link they open.
Jobs that track the work and the money
PoolBoss keeps job-part ordering status separate from stock on hand, so the office can check what has been ordered or arrived and where available parts are stored. Record restocks, moves and usage to keep the parts history useful for the next repair.
A job (the office screens call them work orders) has a status of open, scheduled, in progress, completed, or cancelled. It has a date, a lead tech, and an optional crew, each with their own estimated minutes and instructions. Line items can carry a cost, so you see the margin on the repair, not just the price.
In PoolBoss, the tech can collect a customer signature and typed name on the phone. Photos stay with the linked visit, and a job whose service type requires a photo cannot complete until one is attached. Your office has a completion record to refer to when sending the bill or answering a question about the work. See service types and completion rules.
- Line items with cost, so each job shows its margin
- Lead tech plus crew, with minutes and instructions for each
- Customer signature and typed name, captured on the phone
- Repeats monthly, quarterly, twice a year, or annually
Billing the job
In PoolBoss, your office can create an invoice from a job or add the job to the customer’s next scheduled bill. You can invoice before the work is done when you want payment up front. Once invoiced, the job counts toward that customer’s revenue in your reports, next to your route work.
Quotes, jobs & repairs at a glance
- What the feature does
- PoolBoss sends quotes that customers accept or decline online, turns an accepted quote into a job or an invoice, and tracks each job’s cost, margin, photos, and signature.
- What you enter
- Quote lines from your service catalog or typed in, each labor or materials, with an optional cost and taxable or not
- A valid-until date on each quote (30 days by default, or none)
- A job’s date, lead tech, crew, and each person’s estimated minutes and instructions
- An optional repeat schedule for a job
- The pool equipment a quote or job repairs, picked from that pool’s equipment records
- What PoolBoss does
- Emails the quote with a link where the customer accepts, declines, or requests a change, with no login
- Marks a sent quote expired after its valid-until date and stops it from being accepted
- Converts an accepted quote into a draft invoice with every line copied, or schedules it as a job at the quote total
- Starts a quote from an office follow-up on a bad water reading, with the flagged readings in its notes
- Starts a quote from a technician’s field report, with the report in the quote’s notes, and closes the field note once the quote is saved
- Shows the margin on job lines that carry a cost
- Shows the equipment being repaired on the quote and the job, and carries it from the quote to the job
- Captures the customer’s signature and typed name on the tech’s phone
- Repeats a job monthly, quarterly, twice a year, or annually
- Creates the job’s invoice when the office clicks, or adds the job to the customer’s next automatic bill
- Who can view the information
- Office: every quote by status with the customer’s response and change requests, and every work order
- Technicians: the job on the visit it’s linked to, signature capture, and quotes they build on the phone
- Customers: the quote page, their portal, and the job’s invoice with online payment
- What you can set
- Require a card on file before a customer can accept a quote (company-wide, off by default)
- Catalog prices, with per-customer prices that override the default
- Service type rules on jobs: a required photo before completion, an office alert, and which techs can be assigned
Why pool pros choose PoolBoss
Built for pools, not bolted on
PoolBoss connects each pool’s readings, treatment and history to the visit report, helping your crew plan the care and your office explain it.
Flat rate by pool count
You pay by how many pools you manage. No per-seat fees, no per-pool meter, and no surprise line on the bill as you grow.
Every feature on every plan
PoolBoss includes every feature on every plan. Choose the pool capacity you need. Free allows one admin; paid plans include unlimited admins.
Works in the field
PoolBoss runs on supported iPhone and Android devices. Sign in and load the route before a signal gap, then record the visit offline and sync when connected.
“It's reliable. That's the main thing I care about.”
Common questions
Answers for the way you run your route.
Can customers accept a pool repair quote online?
Yes. Customers open the PoolBoss quote link without creating a login and can accept, decline or request changes. Their response stays with the quote for your office to act on. You can also let them respond through the portal, making it easier to move a repair from a conversation to approved work.
What happens after a customer accepts a quote in PoolBoss?
Your office can turn the accepted PoolBoss quote into a scheduled job at the agreed total or copy its lines into a draft invoice. The customer, scope and price carry forward, so you do not rebuild the proposal after approval. You decide when to schedule the work and send the bill; acceptance itself does not charge the customer.
Can a tech’s field report turn into a repair quote?
Yes. A technician’s Report a problem note reaches the PoolBoss office Field notes list. Choose Make a quote and the proposal opens for that customer with the note included. Your office can price the repair using the field context, then keep the approval and resulting job connected instead of losing an opportunity in a text message.
Can I track the margin on a pool repair job?
Yes. Enter costs alongside your selling prices on PoolBoss quote and job lines, and PoolBoss shows the resulting margin. Your office can see how parts and other priced work affect the quote before sending it. Use the job’s crew and pay records alongside line margin when reviewing labor and the overall return on the repair.
Can I schedule a repeating job, like a quarterly filter clean?
Yes. PoolBoss supports jobs that repeat monthly, quarterly, twice a year or annually. Keep the service details with the job and schedule it alongside regular maintenance, so filter cleans and other periodic work do not depend on someone remembering to create the next appointment. Service-type rules can also specify photos and the technicians allowed to do the work.
Can I get the customer’s signature when a job is done?
Yes. Customers can sign and enter their name on the technician’s phone when a PoolBoss job is finished. The signature stays with the job, alongside photos from its linked visits. Your office has a record of completion to refer to when discussing the work or preparing the bill.
How do I collect money up front on an accepted quote?
In PoolBoss, turn the accepted quote into a job and create its invoice before the work begins. Send the customer the payment link and follow the payment status on the account. This gives your office a way to collect up front while keeping the agreed work and invoice connected; accepting the quote alone does not take payment.
Can I reuse a quote for repairs I price regularly?
Yes. Save a quote as a template in PoolBoss and use it to start the next similar repair with its line items already in place. Review the quantities and prices for that customer before sending. Your office can price familiar work consistently without rebuilding every proposal, while still adjusting the quote to the equipment and work the customer actually needs.
Does PoolBoss follow up on quotes that customers haven’t answered?
Yes. For a sent quote with an expiration date, PoolBoss sends follow-up emails as that date approaches, with a link for the customer to respond. Your office can see which quotes still need a decision and focus personal follow-up where it helps. This keeps a repair proposal from being forgotten after the first email without your team maintaining a separate reminder calendar.
Can I see whether the parts for a repair have arrived before sending a technician?
Yes. PoolBoss keeps ordered and arrived parts with the job, so your office can check readiness before arranging the repair visit. Parts inventory also shows stock at the shop and on trucks, with records of restocks, transfers and usage. That gives the dispatcher and technician the same preparation details and helps avoid a trip without the part the job needs.
Manage your next quote and repair in PoolBoss
Start with up to 20 pools free. Every plan includes every feature, with unlimited techs and office managers.
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