Overview
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.
Quotes, jobs & repairs
What you can do
Quotes your customers answer on their own
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 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
Hi Grace Holloway
Here’s your service history and billing with Tolliver Pool Care.
Powered by PoolBoss
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.
Invoices › INV-1042
Invoice INV-1042
Converted from Quote Q-0217| Description | Qty | Rate | Amount |
|---|---|---|---|
| Filter housing replacementPentair Clean & Clear 150 — cracked lid seat | 1 | $189.00 | $189.00 |
| LaborTomas Kine · 2.0 hrs @ $85/hr | 2 | $85.00 | $170.00 |
| Monthly service — MarchCommercial weekly | 1 | $0.00 | $0.00 |
Activity
Jobs that track the work and the money
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.
When the tech finishes, the customer signs on the tech's phone and types their name. Photos come from the visit the job is linked to. A job can repeat monthly, quarterly, twice a year, or annually, which suits filter cleans and seasonal work. If a service type requires a photo, the job can't be closed until one is attached - 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
The Alvarez Pool
88 Saguaro Way · 18,000 gal · Salt
Billing the job
When a job is ready to bill, the office clicks Create invoice, or adds the job to the customer's next automatic bill instead. 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.
Invoices › INV-1042
Invoice INV-1042
Converted from Quote Q-0217| Description | Qty | Rate | Amount |
|---|---|---|---|
| Filter housing replacementPentair Clean & Clear 150 — cracked lid seat | 1 | $189.00 | $189.00 |
| LaborTomas Kine · 2.0 hrs @ $85/hr | 2 | $85.00 | $170.00 |
| Monthly service — MarchCommercial weekly | 1 | $0.00 | $0.00 |
Activity
Why PoolBoss
Why pool pros choose PoolBoss
Built for pools, not bolted on
Water chemistry is the job, so it's the core of the product, not a notes field. Generic field-service tools don't track 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
Nothing is locked to a higher tier. The Free plan has the same features as Fleet. Plans differ only by pool count.
Works in the field
The tech app runs on any phone and keeps working with no signal, so a visit completes at the pool and syncs when you're back on.
“It's reliable. That's the main thing I care about.”
Jeffrey Morgan
Aquaform Pools
How it works
Quotes, jobs & repairs at a glance
- What it 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
- 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 sees it
- 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
FAQ
Common questions
Can customers accept a pool repair quote online?
Yes. PoolBoss emails the quote with a link the customer opens without logging in. On that page they can accept it, decline it, or send a change request, and they can print it or save it as a PDF. The office sees the response on the quote. If you want a card on file before anyone says yes, turn on the company setting that requires one to accept. The card is saved, not charged. Quotes are good for 30 days by default, and once the date passes the quote reads as expired and can't be accepted.
What happens after a customer accepts a quote in PoolBoss?
The accepted quote waits for the office, and nothing is charged or created on its own. From the quote you choose one of two paths. Convert to invoice makes a draft invoice that copies every quote line exactly, ready to send with an online payment link. Schedule as a job makes an open work order at the quote total, which you then date and assign to a tech and crew. A quote can become one or the other, not both, so the same work is never billed twice.
Can I track the margin on a pool repair job?
Yes. Each line on a job can carry what it costs you as well as what you charge, and PoolBoss shows the margin from the two. Quote lines can carry a cost too, so you can check a price before you send it. That's how you catch a repair that looks busy but pays little before you commit to it.
Can I schedule a repeating job, like a quarterly filter clean?
Yes. A job can repeat monthly, quarterly, twice a year, or annually, which covers filter cleans, salt cell cleanings, and seasonal openings and closings. Weekly service belongs on a route, where PoolBoss schedules it as recurring visits.
Can I get the customer's signature when a job is done?
Yes. When the tech finishes a job, the customer signs on the tech's phone and types their name, and the signature is saved with that job. Each job holds one signature. Customers accept a quote with a button on the quote page, and the response is recorded with the customer's name from their record.
How do I collect money up front on an accepted quote?
Schedule the accepted quote as a job and create its invoice right away. PoolBoss lets you invoice a job before the work is done, and the customer pays that invoice online. The quote page can also require a card on file, which saves the card without charging it.
