Free Pool Service Invoice & Estimate Template (Word, Excel, PDF)

Whoever does, the water belongs on the invoice as a line of its own. A hose fill runs on the customer's meter and will never reach your paperwork unless you put it there, so write the source and the hours the fill took — a mid-size pool on a garden hose is most of two days, and somebody has to shut it off before the deck floods. Tanker loads are the other case: you ordered and paid for those, so they bill per load with the delivery tickets behind them. Then bill the startup balance apart from the refill. Fresh water shows up with its own calcium hardness and no stabilizer, and correcting that is chemistry rather than water. Say which days the pool was down.

More identity than a backyard invoice carries. Name the body of water by its permit number rather than by the building, because a property with a pool and a spa has two permits, two sets of paperwork and two different problems. Put the flow meter reading on it and the turnover it works out to, since a health code caps how long a turnover may take. If the site runs a chemical controller, record the calibration and the ORP and pH the probes read before you touched anything, because a controller dosing off a drifted probe is the fault itself. And main drain covers go on by model and stamped life date: the federal Virginia Graeme Baker Pool and Spa Safety Act requires compliant anti-entrapment covers on public pools, so that swap is a documented event.

Bill the buyer, and bill the report rather than the visit. The deliverable is a written condition report, so the invoice should name it, date it and say who received it — the buyer's agent forwards it, and you want your name on the copy that travels. Itemize what the inspection reached: every piece of equipment run through every mode it has, the surface, the tile and coping, and the cover. Then say plainly what it could not reach — buried plumbing, a slow underground leak, anything under a winter cover, a heater that would not fire because the gas was off at the meter. Keep the repairs you found off this invoice. Findings priced on the same page read like an inspection that shopped for work.

On its own lines, every time. A spa holds a few hundred gallons against a pool's tens of thousands, so its chemistry swings in hours rather than days and its work does not scale with the pool's — a combo stop is two bodies of water, not one bigger one. Drains make the point. A pool goes years between them; a hot tub gets drained, cleaned and refilled every three or four months, and that is scheduled service with its own line rather than something absorbed into the weekly stop. Bill the spa cartridge apart from the pool filter, jets by the each, and a cover lifter as its own item. If the spa spills into the pool, say which body of water a reading came from.