How to Invoice as a Pool Cleaner
How to bill weekly pool service and one-off work separately, with one worked example of a month's invoices.
Pool service has two kinds of billing. Routine visits repeat, so they suit a recurring invoice with the same lines each month. Repairs, openings and closings are one-off jobs, so they go on invoices of their own. Keeping the two apart lets the customer see what the monthly fee covers and what was extra.
Write down in your service agreement what a visit includes and whether chemicals are part of the fee or billed separately, then invoice the same way every month. This guide doesn't cover chemical handling, licensing or sales tax; check your state's and city's rules and ask an accountant.
Worked example (sample figures, not suggested rates; sales tax isn't included): a customer has weekly service at $45.00 a visit. The June recurring invoice has one line: 4 visits × $45.00 = $180.00. The same month the filter cartridge needs replacing, so a separate invoice has two lines: the cartridge, $165.00, and labor, 1.5 hours × $70.00 = $105.00, for $270.00. The customer's June total is $180.00 + $270.00 = $450.00.
Step-by-step invoicing guide
- 1
Write the visit scope into your service agreement
List what a routine visit includes, such as skimming, brushing, emptying the baskets and testing the water, and say how chemicals are billed. Price anything outside that list as extra work.
- 2
Set up the monthly invoice once
Billed's help center says: "Turn on the 'Make Recurring' option while creating or editing an invoice." It adds: "Invoices will be automatically generated after the selected period." Billed's recurring invoices page says you can "Choose whether to send invoices daily, weekly, monthly or yearly."
- 3
Check the visit count before it goes out
Name the visits and the rate on the line, such as "Weekly service, 4 visits". If the count changes from month to month, save each invoice as a draft and check it before you send it. The same page says you can "Auto send invoices or save them as draft to recheck and send later."
- 4
Bill repairs on a separate invoice
Put a pump repair, a heater service or a new filter on an invoice of its own, with the part and the labor on separate lines. Billed's help center says: "Click 'Add a Line Item' and fill this section to charge against new items and services."
- 5
Quote openings, closings and larger repairs first
Put the price on an estimate before you do the work. Billed's features page says "your clients can approve or reject your estimates online." When the customer approves, Billed's invoice software page says you can "convert an approved estimate into an invoice."
- 6
Add a due date and reminders
Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay." Billed's help center says: "Turn on the 'Payment Reminders' option while creating or editing an invoice." It adds: "You can set a schedule of payment reminders before and after the invoice's due date."
Tips for pool cleaner invoicing
- Write the visit dates in the invoice notes, so the customer can match them to their own records. Billed's help center says: "You can add additional details related to the transaction in 'Additional Notes' while creating an invoice." It adds: "You can also add any terms and conditions in this section."
- If chemicals are billed separately, list each one with the quantity used, as your agreement says.
- For a property manager with several pools, ask whether they want one invoice per pool or one invoice with a line per pool.
- Keep the receipt for each part you buy for a customer, so the parts line can be checked.
Common invoicing mistakes to avoid
- Adding a repair to the monthly maintenance invoice, so the customer can't tell what the regular fee is.
- Leaving the chemical arrangement out of the agreement, then billing chemicals the customer thought were included.
- Doing an opening or a large repair without an approved price.
- Sending a month's invoice with the wrong visit count.
How this works in Billed
Recurring invoices
Billed's recurring invoices page says you can "Choose whether to send invoices daily, weekly, monthly or yearly." The same page says you can "Auto send invoices or save them as draft to recheck and send later."
Separate repair invoices
Billed's help center says: "Click 'Add a Line Item' and fill this section to charge against new items and services."
Estimates for one-off work
Billed's features page says "your clients can approve or reject your estimates online." Billed's invoice software page says you can "convert an approved estimate into an invoice."
Ways to pay
Billed's invoice software page says: "Connect Stripe and each invoice gets a pay button for card payments, or connect PayPal to add a PayPal option." It also says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Work | How to bill it |
|---|---|
| Weekly visits | Monthly recurring invoice, visits × rate |
| Repairs and parts | Separate invoice, part and labor on their own lines |
| Opening or closing | Estimate first, then its own invoice |
| Chemicals | As your service agreement says |
When this isn't for you
This guide is for pool cleaners who invoice their own customers. It doesn't cover chemical safety, licensing or sales tax; check your state's and city's rules.