Free Pool Service Invoice Generator

No app, and no account for your first two documents — build them, print them, send them, nothing to sign up for. An estimate counts the same as an invoice. Once you've used those two, unlimited documents are $8.99/month and that's when you'd create an account. Your invoice contents never leave your device either way.

Tap “Send as PDF” and your phone's own share sheet opens with the finished invoice attached — pick Messages, Mail, WhatsApp, whatever you use, and the customer is already in your contacts, so there's nothing to type. “Send via SMS” sends it as a picture instead, which previews right inside the message thread. Either way the amount due, your payment instructions and your payment link travel in the message, and the file is built on your phone — it never passes through us.

Put your payment link or handle in “Get paid online” and every invoice gets a scan-to-pay code: your customer points their phone camera at it and their payment app opens, already pointed at you. Three ways in, because customers read invoices in different places — scan the code off a printed copy, tap the code itself in the PDF (a phone can't photograph its own screen, so on a phone the tap is the one that works), or tap the link in the message you sent. The money moves directly between your customer and your own payment account — we are not a payment processor, we never touch it, and we never see whether you were paid.

Your company name and license number, the customer's name and service address, itemized work (for example: Weekly service — chemicals & cleaning included), tax if it applies, any deposit already received, and your warranty terms. Beyond that, pool service invoices carry a few things the generic list misses: the chemical readings before and after, what you added and how much, and any equipment work — the readings are the service. A pool invoice without them is indistinguishable from one where nobody opened the gate. Note the pump run time you found, the filter pressure, and any condition that explains the water, because those three make the numbers mean something.

The route dispute is almost always the same one. The water goes green on Thursday, the customer says you were there Tuesday, and the argument is over whether you did anything. A clean-looking invoice does not answer that. The numbers do.

Write the free chlorine, pH, total alkalinity, cyanuric acid and salt you read when you walked in, what you added and how much of it, and the readings you left behind. Then write what you found that explains the drift. The timer was set for four hours. The cell was scaled and putting out almost nothing. Stabilizer was high enough that the chlorine could not work. There was heavy rain and a weekend of swimmers.

Green water a week after balanced readings is water that was not circulating, and unless the runtime and the cell condition are written down, that stays your word against theirs. The other callback is staining and surface damage, which arrives after a chemical event and gets blamed on the last person who added anything. Note the surface condition and the water chemistry you inherited, especially on a green-to-clean or a pool you have just taken over.

Chemicals past the ordinary week are the first thing that goes unbilled. A weekly line written as chemicals included covers a normal week, not the case of tabs, the jug of acid, the shock after a storm, or the bags of salt carried down a side yard.

Trips are the second thing. The cover pump-out after a hard rain, the return because the gate was padlocked or the dog was out, the second visit to open the valves once the water truck left. Filter cleans get swallowed by the weekly line when they are their own job, with the tank apart, cartridges soaking overnight and the DE recharged after.

So does the twenty minutes at the pad chasing a pump that will not prime, because you were standing there anyway. Leaf hauls, the drowned animal, the vacuum to waste and the refill behind it all belong on their own lines. So do openings and closings that turn into repairs, and the phone time with a homeowner who wants to understand why their water is doing what it is doing — which is worth having and worth counting.

Photograph the equipment pad before you touch it, the plumbing as you found it, and get the data plates on the pump, filter, heater and salt cell. Model and serial numbers are what the parts counter wants, and next spring they are what tells you whether that cell is three years old or seven.

Shoot the pressure gauge before and after a filter clean. Shoot the failed part beside its replacement with the failure showing, the burnt capacitor, the cracked volute, the plates scaled white. Freeze damage needs the split housing photographed and dated, because the insurer asking a year later wants to know what broke and when.

On a green-to-clean, take the water on arrival and again at every stage, since nobody remembers afterward how bad it was. On commercial water, keep the daily log and photograph the main drain cover markings. An inspector asks for both. And keep your own reading history per pool across the season — a trend is what tells you a cell is dying or a leak is starting, and a single visit's numbers never will.

Start with a different question: is the job taxable at all? In most states, work that improves real property — a new install, a remodel, an addition — makes you the end user of the materials. You paid sales tax at the supply house and you don't add tax to the customer's invoice. Repairs and maintenance are taxable far more often, and some states treat residential and commercial work differently. If tax does apply, the rate is the one at the job's service address: only a handful of states are a single statewide rate, and everywhere else counties and cities add on top of the state share. Tap “Sales tax — is this taxable, and what’s the rate here?” under the tax field, pick your state, and we'll show you the state rate and link you straight to your revenue department's own guidance. And there's no federal sales tax — your federal tax is income and self-employment tax, which you settle with the IRS, not something you collect from a customer. When no tax applies, leave the rate at 0.