Download Free Pool Service Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Pool Service Invoice Template

Best for:

Logo, membership and route fields.

Editable Pool Service Invoice Template

Best for:

Edit rates, extras, repairs, add visits.

Printable Pool Service Invoice Template

Best for:

Totals, route date, signatures, photos.

Free Pool Service Invoice Template

Best for:

Service type, chemicals, readings, notes.

How to Invoice as a Pool Service

A simple workflow from site check to paid, with deposits handled cleanly.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Do a quick site check, confirm the scope, and log baseline water readings and equipment condition.
Map the work into tasks and visit count, and request a deposit for installs or packages.
Complete the work, capture before and after photos, and note any client approvals.
Build the invoice the same day, separating labor, parts, chemicals, and travel.
Apply any deposit, set payment terms and due date, attach proof, and send the invoice.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Pool Service Invoice

Use these fields to keep invoices clear and compliant.

Business name, address, phone, and email
License or certification number
Client name and billing contact
Service address and access instructions
Invoice number
Issue date and service date(s)
Work order or authorization number
Permit or inspection number, if required (check local rules)
Payment terms, due date, and accepted methods
Deposit received and remaining balance

Billing Scenarios for Pool Services

How to label charges so every invoice makes sense the moment your clients see it.

After-Hours Service Fee; Emergency Labor (2 hr minimum)

After-hours emergency visit

Sets a premium for urgent calls and a minimum time so the bill is fair.

Green-to-Clean Package; Return Visit Labor

Green pool cleanup over multiple visits

Separates the package rate from extra labor if the pool needs another pass.

Season Opening Service; Chemicals Starter Kit

Seasonal opening or closing

Keeps labor apart from chemicals so restocking is clear.

Pump Replacement Parts; Installation Labor

Pump or motor replacement

Show the deposit amount due on acceptance, then subtract it from the final balance on the invoice.

Pool Drain and Refill; Acid Wash Service

Drain and acid wash

Shows two distinct tasks and signals any disposal rules that may apply.

Leak Detection Test; Dye or Pressure Test Add-on

Splits the base check from the deeper test so scope is clear.

Free Invoice Generator

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

What pool service companies bill for

List parts and labor, chemicals, service calls, weekly visits, and seasonal openings with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Weekly Pool Service Visit

Time

Recurring cleaning and checks

Hours × hourly rate. Log tasks and readings to document service and reduce callbacks.

Water Chemistry Adjustment

Time

Test shows out-of-range levels

Hours × hourly rate. Record test results; adjust to target ranges before equipment changes.

Pool Chemicals & Salt

Item

Taxable

You supply chemicals/materials

Qty × unit cost × (1 + markup%). List product types used for clear audit trails.

Filter Clean/Backwash

Time

Pressure rises or flow drops

Hours × hourly rate. Note psi before/after and dispose of waste per local rules.

Pump/Heater Diagnostic

Time

Equipment fault or low performance

Hours × hourly rate. Include findings; recommend repair vs. replace in your notes.

Equipment Install/Swap

Time

New pump, heater, or chlorinator

Hours × hourly rate. Photograph labels and setpoints; register warranties when applicable.

Algae Shock & Cleanup

Time

Bloom or green/black water

Hours × hourly rate. Brush thoroughly and schedule follow-up verification testing.

Seasonal Opening Service

Time

Start-up after off-season

Hours × hourly rate. Remove cover, reassemble, prime equipment, and document initial chemistry.

Winterization Package

Item

Tax Varies

Close-down before freezing temps

Package price. Includes labor plus plugs/antifreeze; list inclusions and note lines blown out.

Leak Detection & Pressure Test

Time

Unexplained water loss

Hours × hourly rate. Isolate zones and record pressures; attach repair estimate if needed.

Save and reuse your pool service rates and fees

Create a free account and save visit rates, chemical charges, and service call fees once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Pool Service Invoicing Mistakes

Real pain points that cause pushback and late pay, plus fixes that prevent disputes.

Mistake

How to fix it

Bundling chemicals with labor hides costs and sparks disputes.

Break out chemical names, strength, and units apart from labor hours, and total them clearly.

Leaving out the service address and access notes causes wasted trips and delays.

Add the full service address with gate codes, pet notes, and contact windows.

Record test results and quick photos before and after the job, and attach them to the invoice.

Show the deposit amount due on acceptance, then subtract it from the final balance on the invoice.

Vague payment terms and no late policy lead to slow pay.

State the due date, accepted methods, and any late fee or finance charge in plain language.

Missing license or required inspection numbers puts you out of compliance.

Include your license or certification ID and any permit or inspection number when required, and check local rules.

Pool Services Invoice FAQs

Bill weekly cleanings, openings, chemicals, equipment installs, and emergency calls with confidence. Line items, fees, permits, and terms for pool pros, clear answers.

How do I bill weekly cleaning vs a one-time deep clean?

Use a recurring service for weekly skimming, brushing, and testing. Charge a higher flat for deep debris removal. Example: “Weekly maintenance visit $95” vs “Deep clean 3 hrs @ $85 = $255.”

What line items go in pool opening and closing packages?

Break out labor, chemicals, and add-ons. List cover removal, startup chemicals, equipment restart, or winter plugs. Example: “Opening package $299, Cover removal $60, Startup kit 1 pack $45.”

How should I price and show chemical charges?

Show quantity and unit price, not a lump sum. Note brand or concentration if it affects cost. Example: “Liquid chlorine 4 gal @ $7 = $28, Stabilizer 2 lb @ $6 = $12.”

Do I charge a diagnostic fee for pump or heater troubleshooting?

Yes. Quote a flat diagnostic that credits toward the repair if approved. Example: “Equipment diagnostic $89, Credit applied if repair authorized within 7 days.”

How do I handle emergency after-hours calls and weekend surcharges?

State your response window and add an after-hours multiplier. Label it clearly. Example: “Emergency call 7–10 pm x1.5 labor rate, 1.5 hrs @ $120 = $180.”

What about permits and inspections for heater or gas line installs?

Include permit fees as pass-through and add your handling time. Rules vary. Check local rules. Example: “City mechanical permit $140, Permit handling 0.5 hr @ $85 = $42.”

How should I structure an invoice for resurfacing or tile remodels with progress payments?

Use milestones: deposit, demo, plaster, finish. Tie each draw to a site check. Example: “Deposit 30% = $2,400, Demo complete 30% = $2,400, Plaster 30% = $2,400, Final 10% = $800.” Use the Pool Services Invoice Template to keep phases consistent.

Can I add trip fees for remote properties or multi-stop routes?

Yes, if you publish your service radius. List miles or zones. Example: “Travel zone C 26–40 miles $25” or “Extra stop key pickup $10.”