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Why use it? How will it help me?

Convenience and efficiency (for both you AND YOUR CUSTOMERS)!

Whether your pool service is a one-pole operation or it has 20 full time employees servicing your customers' pools, our system will add organization, efficiency, and PROFITABILITY to your operation! How will it do that, you ask?
  • Billing: Throughout a given month you and/or your pool service personnel enter their service activities for each pool and the chemicals and/or supplies used on each visit, and at the end of the service month you sit down at our "Bill Authorization" screen (see our "Guided Tour") and create bills. All this involves is reviewing all the items on each customers' bill, editing as needed, then clicking a "Finalize" button. When you finalize a bill, (1) a printable bill is displayed, (2) if you entered a billing email address for the customer then the bill is also immediately emailed, (3) an invoice record is added to that customer's account to accurately reflect the customer's new balance. And if you set up your account to take PayPal payments, a "Pay Now" link will be included on all emailed invoices so that the customer can pay you in a few simple mouse clicks.

  • Scheduling: By entering your pools and service personnel accurately, weekly route sheets are automatically generated for you, sorted by "Mapsco" order so that you and/or your service people can plan routes efficiently ("Mapsco" is a map book of the Dallas/Fort Worth metroplex where Pool Service Software was "born", but most major U.S. cities have something comparable).

  • Service Reporting: Our service report entry screen allows an easy way for your and your service personnel to enter their activity, chemicals, and supplies for each pool visit. This screen is especially helpful for pool services with more than one service person. Each service person can be set up as a user of the system so that he/she can log into Pool Service Software from anywhere and enter his/her pool service activities. Our system allows you to set up multiple users of your system and assign them the appropriate "Authorization" level so that they can only see and do things they should see and do (an "Employee" level user can only view information about the pools assigned to him/her, and they can only view their own user record, but they cannot view other pools, other users, or access parts of the system they shouldn't, such as billing/accounting).

  • Profitability Reporting: If you enter accurate price and cost values in the Catalog screen, and you accurately enter the amount of chemicals/supplies used on pool service visits, then the system has everything it needs to tell you how much profit you are making on each pool. This is especially helpful for pools that are "Chemicals Included" (since you need to be sure you are charging enough to cover the cost of chemicals).

Does Pool Service Software work with QuickBooks/Quicken/Etc.?

Yes and No. Pool Service Software is not designed SPECIFICALLY to integrate with Quicken/QuickBooks. There is no one-click synchronization of your Quicken/QuickBooks with Pool Service Software.

Pool Service Software can export all data you entered and all data generated in the system pertaining to your pool service. Each of the following tables can be exported to Excel or Tab-Delimited Text formats:
  • Pools/Customers
  • Employees/Users
  • Customer Transactions
  • Customer Invoices
  • Customer Invoice Detail
  • Catalog Items
  • Service Data
  • Notes/Issues
From what I have read online about Quicken/QuickBooks, importing data from non-Intuit formats can be tricky, but third-party import utilities are available.

Is Pool Service Software a "web site"? Why?

Is Pool Service Software a "web site"? Yes and No. Yes - in that you go to www.PoolServiceSoftware.com - an internet page - to log in and use the system. But the more precise term for a system like ours is "web application", which means that it is software that runs in a web browser over an internet connection, and it performs more business management/reporting functionality rather than just being an "electronic billboard".

There are a number of advantages to web-based applications that are making them increasingly popular.

  • There is no extra software to install on your computer. All you need is a computer, an internet connection, and a web browser (like Internet Explorer).

  • Your computer can be a PC or a Mac, and if it breaks down you can run to Walmart to buy a $300 computer and be using our system again, with all your data safely intact, just as soon as you can get the thing booted up and connected to the internet!

  • If you have a PDA phone or a laptop with wireless/cellular internet connection, you can use our software "on the road."

  • And best of all, if you have other employees/contractors cleaning your pools, you can assign them limited access to our system so that they can log in at their own homes and enter their service activities.

Are web applications safe?

Just in case none of the following explanation impresses you, just start by considering how many people today bank online without any security problems. Clearly if that many people can go to the internet, log into their bank's web site to view their accounts and transfer money, then the technology is solid and secure.

Having said that, our site is protected by an SSL certificate which encrypts data traveling to/from your computer and the web server. Most web browsers display some sort of lock icon to show that an SSL is in place and data transmission is secure. You don't need to understand how SSLs work, just know that it is the technology that bank sites use.

We use the web-hosting services of a top of the line, full service hosting company who staffs a state-of-the-art data facility 24 hours a day, 365 days a year. They maintain their servers according to strict security standards and they run full backups of all data every night and store the backups off-site. And this is just the tip of the iceberg. Your data is INFINITELY safer and more secure on our web/data host servers than it is on your own home computer!

Why use Pool Service Software instead of other pool service management software options?

Assuming you probably found our site by doing a Google or Yahoo search, you probably found a few other options to meet your needs and would like to know the advantages of Pool Service Software. We believe that Pool Service Software has many advantages over our competitors, but only you can be the judge of what best meets your needs. Here are a few things that set us apart:
  • We are web-based. Even though this may scare some less computer-saavy people, it really should not, and it a number of great advantages over "local" processing (i.e. installed software on your own computer). We covered all this above, so we won't repeat it here.

  • We charge a flat $40.00/month with a true one dollar 30 day trial period, no up front fees (except one dollar), no long contracts, and no cancellation fees. After your trial period it is strictly a month-to-month commitment where you pay for a month of service (via recurring PayPal payment) and you receive a month of access. You can cancel at any time. We do not refund prorated amounts at the time of cancellation, but you are allowed full access to the system through the last paid period.

  • Our system is specifically designed for pool services, not "service industries" in general like many others. On our screens you will see a check box for each customer labeled "Chemicals Included" - something you will not see on most other systems. You will see fields for pool capacity (gallons), filter brand/model/size/media, backwash valve brand/model/type, jet pump brand/model/type, etc. For service reporting, you will see fields like "Chlorine Reading", "pH Reading", "Total Alkalinity", "Salt Level", "Calcium Hardness", and checkboxes for "Vacuum", "Leaf Master", "Brush Walls", "Scrub Tile", "Backwash", "Net", etc. How many other systems are that industry specific? The founder and primary developer of Pool Service Software earned his way through school as a pool service technician subcontracting for three different pool services in addition to servicing his own customers and is very familiar with the business.

  • Our analysis of the pool service industry seems to indicate that the vast proportion of pool service companies are 1-5 person operations - usually more like 1-2 person operations. Our system is designed with companies of that size in mind. Some software packages we have seen offer all kinds of bells and whistles that the typical pool service just doesn't need, and definitely can't reasonably afford if they wish to remain profitable! Does your pool service own a fleet of 50 service vans that you need to track via GPS units such that they are plotted on a live interactive map? Do you employ many technicians that you wish to provide cellular-connected Palm Pilots running data entry screens where they can enter pool service data the moment they leave a site so that you have minute-to-minute service data? Such high-tech features are really cool, but we think they are overkill for the average pool service.

  • Bottom Line: Just about very competing product we found was either (1) Very full-featured, doing more than nearly any "normal" pool service would ever want, but costs $600+ to purchase; (2) Is designed generically for "service industries", not specifically for pool services; and/or (3) is installed software on your own computer. Pool Service Software (1) does everything you NEED and not a lot more, and costs a flat $40.00/month; (2) Is designed SOLELY for pool services; and (3) is all web-based.

Isn't your system is more expensive than others over the long run?

If you do the math and add up the subscription fees for using our system, in just a year or two they add up to more than many competitors charge for direct-purchase systems. At first thought it makes it seem like Pool Service Software isn't such a great deal, right? Well, that does make sense on some levels, but it leaves out some important considerations.
  1. If you do not already have a system that you like (or don't have a system at all), which would you rather pay, $40 or $600 (minimum)? An initial cash outlay of $600+ is quite a hit.
  2. Although some systems allow you a brief limited trial period, you won't really know for sure that your new system will meet your needs and expectations until you start using it, and by that time such systems don't usually offer refunds. With our system you pay one dollar for your first month, then a flat $40/month.
  3. That $600+ that you will need to spend on the direct-purchase system does NOT usually include support and/or upgrade costs. Most systems charge for support and upgrades, and sometimes these support/upgrade charges can be more than the initial purchase.
  4. Although we've been using the $600 figure for an example of the price for a direct-purchase system, that is far below average.

How do I get started?

So you're convinced and want to know "What next?". The first step is simply to click the "Sign Up" button on the left menu bar, fill out the fields on the screen that appears, then click "Save". That will initialize your account.

Then you will need to start entering your company's data. We recommend testing our system first by entering only a few customers (even fictitious customers are OK if you prefer), the employees assigned to those customers, and your "catalog". Then you can log out and then log back in as one of your employees/cleaners (a non-management user) and enter service reports, then log back in later as a management user again and approve bills, etc.

Most of our screens are fairly self-explanatory. For instance, if you log in you will see the menu system in the left margin. If you wished to view, add, or edit an employee you start by clicking "Employees". Then, on the Employees screen you will see a drop down list labeled "Select Employee", and a button labeled "Add Employee", and so on. However, for those who would prefer to see step-by-step instructions, simply log in and click "Instructions" in the left menu (near the bottom). We know that most people don't like reading "Instructions", but if you're going to be sending BILLS to your customers and automatically charging their credit cards through the system, it's best that you are very clear on how it works!

Your question here...

Do you have a question about our services that you don't see answered here? If so, please send an email to the email address on the home page and we will do our best to answer it.

We are always "Under Construction"!

We are always looking for ways to improve our service. The primary developer of this system was a professional swimming pool cleaner for 8 years subcontracting for several Dallas-area pool services, but we are not in the pool service business - we are software developers. We think our skills and technology can serve your industry and help you keep up with the changing times. But for us to do that best, we need your help. We need you to tell us what features you like, which ones you do not like, which ones you wish we offered, and so on. We will do our best to respond to your demand for changes to our service and additional features.