Back office for pool & spa care
Seasonal routes, chemistry logs, and openings — run for you
Seasonal and recurring water-care routes — spring openings, weekly or bi-weekly maintenance visits, hot tub service, and fall winterization — with revenue on seasonal contracts, per-visit service, and opening/closing project fees.
Configured for Pools, Spas & Water Features
Not generic software. Your trade's operating system.
The configured workflow pack covers the Pool Route Visit, Spas & Features, and Openings & Closings phases, from photo-first intake through the chemical balance log and seasonal-contract invoicing.
Route-day scheduling by geography
Weekly or bi-weekly visits slotted into dense geographic clusters, with openings and closings batched into the spring surge and fall winterization deadline.
Chemical logs on every visit
Sanitizer, pH, and alkalinity readings logged before and after dosing on every visit, with before/after photos required on openings, closings, and green-pool cleanups.
Seasonal campaign automation
Fall winterization booking pushes and spring opening early-bird offers run to the full customer list, with service reports delivered within 30 minutes of each visit.
Your workflow pack
Every phase configured before you log in.
Your back office ships with these phases built for Pools, Spas & Water Features — tasks, checklists, and QA gates included.
Intake & Scheduling
Pool type, sanitizer system, gate access, and pets captured at intake; route customers slotted to a geographic route day, openings and closings batched in surge weeks.
Quote & Approval
Seasonal contracts quoted flat by pool size and type; openings, closings, and green-pool cleanups quoted as projects with a site visit before any firm number.
Pool Route Visit
Skim, brush, vacuum, chemical test-and-dose, filter pressure check, and equipment inspection in the same order every visit, with readings logged before and after dosing.
Spas & Features
Spa water chemistry tested and balanced, spa filter cartridges cleaned or replaced, jets, heater, cover condition, feature basins, pumps, lighting, and timers inspected.
Openings & Closings
Multi-visit green-pool cleanups run per the scoped process; winterizing and spring openings executed per seasonal checklist and photo-documented before and after.
QA & Closeout
Every visit produces a timestamped chemical log; before/after photos required on openings, closings, and cleanups, and callbacks within 7 days link to the original visit.
Invoicing & Review
Seasonal contracts billed per contract terms, per-visit jobs invoiced same-day with the service report attached, review requests after opening or the first month.
Quoting, our way: Seasonal contracts are quoted flat by pool size and type; openings and closings are flat project fees, with a site visit before a firm quote for first-time customers. Green-pool cleanups are quoted as an honest multi-visit process — never a single-visit promise.
How a job flows
From first call to paid invoice.
Discovery and first contact
Customers arrive with a pool they can't keep up with or a seasonal opening/closing; intake captures pool type, sanitizer system, and the current problem to route them to route service or a one-time project.
Route or project booking
Weekly or bi-weekly route slots assigned by geography with a fixed service day and arrival window; openings and closings scheduled into the spring and fall surge windows.
Pre-service prep
Confirmation with service day, arrival window, and gate/pet instructions; chemical-only plan customers get their responsibility sheet in writing.
Service day
Tech works the same sequence every visit — skim, brush, baskets, water test, dose, filter pressure, equipment check — with the gate left as found and abnormal conditions photographed.
Service report
Digital report delivered within about 30 minutes: tasks completed, chemical readings before and after dosing, equipment observations, and repair quotes for flagged items.
Seasonal cycle
Review request after opening or the first month; seasonal contracts renew each spring with an early-bird incentive, and fall brings the winterization booking campaign.
Proof on every job
Evidence your customers can see.
Every Pools, Spas & Water Features job carries photo and documentation standards — dispute prevention built into the workflow.
- ✓ Chemical balance log every visit: sanitizer, pH, and total alkalinity with before/after dosing values and timestamps.
- ✓ Filter pressure logged each visit so a slow rise is caught before flow drops and water clouds.
- ✓ Before/after photos required on openings, closings, and green-pool cleanups; route visits photograph abnormal conditions only (algae, damage, leaks).
- ✓ Digital service report delivered within about 30 minutes of visit completion.
Our boundary, stated plainly: Water chemistry can't be guaranteed between visits — weather, bather load, and homeowner actions all play a part — so the log shows exactly what was measured and done, never a promise the readings will hold.
Pricing
One recovered job a month pays for it.
Your Deputy tiers for Pools, Spas & Water Features: Seasonal contract pricing and per-visit fees on a route-day model; firm project numbers only after a site visit.. Same platform, configured for how pools, spas & water features work gets billed.
Launch
Owner-operators & 1–2 person shops
$499 one-time onboarding · $1,790/yr annual
- Branded client portal on your subdomain
- Online booking page + Pools, Spas & Water Features intake form
- Digital quotes/proposals with e-sign
- Invoices + online payment
- Review engine (auto requests after paid jobs)
- 1 niche workflow pack
- Unlimited staff seats
- Email support
Growth
Growing shops with crews (3–15 people)
$999 one-time onboarding · $2,990/yr annual
- Everything in Launch, plus:
- Full niche OS: dispatch board, crew mobilization checklists, arrival/departure logging
- Automations: quote follow-up drip, past-due dunning, QA gates, seasonal re-engagement
- Crew checklists & SOP library
- Reputation + referral engine
- Service recovery: callback, billing & warranty inboxes
- Subcontractor packet: credentials, availability, offboarding
- Priority support
Scale
Multi-crew / multi-territory operators
$1,499 one-time onboarding · $5,490/yr annual
- Everything in Growth, plus:
- Territories & capacity rules, resource reservations
- Advanced reporting: weekly reconciliation, monthly acceptance review
- Custom integrations (webhooks to your tools)
- Quarterly ops review with us
- Dedicated success contact
End of shift
Your competitors are one missed call away from your customer.
Put your back office on autopilot. Complete the intake, take a 45-minute launch call, and we handle the build from there.
Illustrative sample report — what your end-of-day looks like with Your Deputy on the job.