Pool service invoice
Invoice template for pool maintenance companies: scheduled service, chemicals and filter maintenance. Fill it in online or download Excel or Word.
Templates by industry
- Scheduled service
- Chemicals
- Filter maintenance
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Scheduled service" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Filter maintenance". Deliver the service record, materials used, unresolved issues and the agreed next visit date.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Pool owners pay a steady fee for weekly visits and then see the bill rise in hot weather or after a storm, when more chemicals and more filter work are needed. Separate lines for the routine service, the chemicals used and the filter work make those swings easy to follow. They also let the manager of a holiday let or an apartment block see at once how much of a month went on supplies rather than labor.
Fields to prepare
- Deliverables and line items
- Scheduled service, Chemicals, Filter maintenance: record the quantities actually supplied and the service period.
- Scheduled service
- List the visit dates and what each visit covers, such as skimming, brushing, vacuuming and emptying baskets, so a missed task is visible.
- Chemicals
- Name each product and the quantity added, for example chlorine granules or pH reducer, at your price-list rate rather than as a lump sum.
- Filter maintenance
- Say what was done, such as backwashing a sand filter or cleaning cartridges, and note the pressure reading if a cartridge or media change will soon be due.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Record the visit frequency and water readings, the quantity of chemicals added, and the date of the next check.
Before sending
- Does “Scheduled service” show the quantity actually supplied, not the quantity first quoted?
- Is “Chemicals” charged at the rate the customer agreed to, with any change approved?
- Is “Filter maintenance” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Scheduled service | 3 × $300.00 | $900.00 |
| Chemicals | 12 × $95.00 | $1,140.00 |
| Filter maintenance | 4 × $750.00 | $3,000.00 |
| Subtotal | $5,040.00 | |
| Sales tax (8%) | $403.20 | |
| Total | $5,443.20 | |
Net amount $5,040.00, sales tax $403.20, total payable $5,443.20.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Is opening or closing the pool for the season billed as a normal visit?
No. Treat it as a separate job: add a line with the date and what was done, such as removing the winter cover, refilling and starting the pump, plus the chemicals used to bring the water into balance.
What if I find a fault that needs a repair?
Note the fault and your recommendation on the invoice, for example a leaking pump seal, but quote the repair separately and get approval before doing it. The service invoice then stays about the visit, and the repair has its own price.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $403.20 on a net amount of $5,040.00, for a total of $5,443.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Pool service invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.