Requirements checklist
What to ask for when choosing software for swimming pool companies.
A checklist built from how swimming pool companies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Pool records and equipment
- Build quotations and design options
- Construction stages and stage billing
- Weekly service routes and visit sheets
- Chemical stock per truck
- Repair calls and equipment replacement quotes
- Opening, closing and service agreements
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For sales and design staff
- For build supervisors
- For service technicians
- For dispatchers
Reports to ask for
Ask to see each one with your own sample data.
- Builds by stage and amount invoiced
- Visits completed by technician and route
- Pools with readings out of range
- Chemicals loaded per truck against doses logged
- Repair quotes open, won and lost
- Equipment warranties ending this season
- Service plans due for renewal
Systems it may need to connect to
Note which ones you already run.
- WhatsApp or other messaging
- SMS
- Payment gateway
- Accounting export
- Mapping for routes
Questions for any vendor
Put these to every supplier you are comparing.
- Does it handle both new builds and weekly service?
- What is recorded at each pool visit?
- Can a passed inspection raise the stage invoice?
- Is chemical stock tracked per truck?
- Are pump, heater and salt cell warranties recorded?
- How are weather cancellations handled?
- Can customers’ unpaid invoices and routes be loaded?
- Who owns the readings and customer records?
- How is the cost worked out?
- Is the water tested automatically?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Water readings stay on paper
- Build stages and stage payments drift apart
- Chemical use is estimated, not counted
- Equipment details are not attached to a pool
- Seasonal opening and closing jobs pile up
Prefer to talk it through? See the swimming pool companies page.