Pool service CRM software
Pool service CRM software that thinks in routes rather than appointments. The week is ordered by stop, chemical readings land on the property record from the phone, and the monthly plan charges itself.
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$18,600
Glenview Country Club
Weekly Pool Service
Ross and Carmen Delgado
Filter Replacement
Oakdale HOA
Chemical Rebalance
Software a pool service business runs on
Routes and recurring plans are the entire business, and both run on memory until they stop. Smarfle orders the week in stop sequence, takes the chemical reading onto the property record from the phone, and charges the monthly plan on its own, on one route or fifteen.
Pool service scheduling software
Weekly service means every customer needs a fixed day that holds all year. Smarfle lays the whole year out from one agreement, so your route exists in advance and the repairs that land on top of it get time of their own rather than being squeezed in.
Learn morePool service dispatch software
Your technicians are still entering the day's readings at seven in the evening because none of it went in at the poolside. Smarfle captures chemistry where it is measured and arranges the route so the driving between stops is as short as it can be.
Learn morePool service billing software
You service weekly and bill monthly, and the customer meets a number they were not expecting. Smarfle bills the agreement on its own date and keeps anything outside it as a separate charge, so the monthly amount is the one they agreed to.
Learn morePool service invoicing software
You put chlorine and acid in the water every week and bill for it far less often. Smarfle logs what went in at the stop and carries the chemical cost onto the invoice, and keeps a pump repair as its own line so it never vanishes inside a routine visit.
Learn moreThe growth side, built in
Pool service call tracking
Green-pool rescue calls spike after storms. Tracking captures the surge, and missed-call text-backs book cleanups while competitors' phones ring out.
Reviews and Google Business Profile
Weekly-service contracts start with a Google search. Review requests after cleanups and repairs build the rating that wins route density on your streets.
Website and lead follow-ups
Service-plan signups from your website feed recurring billing directly, and follow-ups upsell one-time cleans into weekly routes.
CRM plans that grow with your pool service business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient pool service business looks like
Pool service runs on repetition, and repetition is where attention slips. The stop nobody logged, the reading nobody wrote down, the month somebody forgot to bill.
Route management is done on paper or from memory
Running 50 or more weekly stops manually means missed pools, wasted drive time, and technicians who are not sure which properties to service. Paper route sheets get lost and create liability when service is disputed.
Chemical logs are inconsistent across technicians
When technicians record chemical readings differently or not at all, you cannot prove what was done at each visit. This becomes a serious problem when a client complains about water quality or equipment damage.
Recurring billing is tedious to manage monthly
Generating dozens of invoices each month for recurring service clients takes hours and is prone to errors. Late invoices mean late payments, and manual follow-up adds even more time to an already full schedule.
Every pool service call, handled your way
One number with four ways of answering it, switched by time of day, and every call logged whether or not anyone picked up.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a pool service route flows through Smarfle
A pool joins a route and then bills itself every month. These five steps set that up and keep it running.
- 1
Lead becomes a contracted account
A new customer signs up through the web form or over the phone. Custom fields capture pool size, equipment type, salt or chlorine, and the gate code.
- 2
Recurring weekly visits scheduled
Recurring work orders auto-generate the weekly route. Calendar shows the whole week at a glance.
- 3
Tech gets the day's route
Route optimization for multi-stop drives. Tech sees pool history, chemical readings from prior visits, gate codes, and dog warnings.
- 4
Service logged at the pool
Tech records chlorine, pH, alkalinity readings, tablets added, time tracking, and photos of the pool. Repair issues become a separate work order with parts from inventory.
- 5
Auto-bill monthly + alert on issues
Stripe Connect handles monthly recurring billing. When a repair work order is created mid-route, it auto-invoices separately. Review request goes out monthly.
Same flow for every pool service business, only the terminology and details change.
The pool service businesses Smarfle suits
Monthly plans and a route are what this is built around, so a business doing one-off repairs only will find it oversized.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a pool service business
The chemistry is the simple bit. Routing the week, charging the plan, and adding stops near the ones you already have is the business.
Weekly route scheduling
Build weekly routes and assign pools to technicians. Each stop appears on their schedule so nothing gets skipped and routes stay consistent.
Chemical log per visit
Technicians record chlorine, pH, and alkalinity readings in the work order during each visit. Every reading is time-stamped and stored permanently.
Equipment repair tracking
Log pump, filter, and heater repairs as separate work orders. Track parts, labor, and costs independently from recurring service billing.
Photos from every stop
The tech shoots the pad, the water, and anything broken while standing at the pool. Those frames stay on the visit beside the readings, which is what ends a water quality argument four months later.
Pool service CRM fields you define yourself
No contact record built for salespeople has anywhere to put gallonage. A pool account needs a gate code, the pad equipment, the gallonage, and what a hot month pours into the water on a rate that does not move. You build those fields yourself here, and they appear on every customer record.
A pool account is a pile of small facts, and the ones you invent yourself are usually the ones that matter.
Gallonage, surface type and gate code
Gallons, surface type, filter model and how a route tech gets through the gate are facts a pool account lives on. You create each as a field for the account and enter it per customer, where it is stored on the spot instead of buried inside a note.
Chemical spend against the monthly rate
Chlorine, acid, cartridges and any repair parts are booked to the stop with a cost per unit. Whatever came off your own truck stock carries its price along, and each account shows what remains after the rate that customer pays.
Route lists that stop mixing
Take on a second service area and it gets the techs assigned to it, the schedule they run and a local number of its own. Choose that area and your tech list stops including people who never drive out there.
Service notes emailed from the file
Write the chemical update or the closing reminder one time and let it draw the customer, the visit and the amount straight from their record. Glance at the completed version, then send without keying in an address or a reading.
Get more customers for your pool service business
Pool service lead generation
Every pool on your route bills every month for years. Smarfle finds the owners searching in neighborhoods you already drive through, which is the cheapest stop you will ever add. See the job and the ZIP before you pay for anything.
Flat pricing per accepted lead
Pool Service leads run about $18 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what do you need and what type of pool, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Questions pool route owners actually ask
Related industries
Other trades using Smarfle to run their book of business.
Switching to Smarfle from another pool service CRM?
A person does this rather than a help page, pulling properties and your monthly plan services out of an export and inviting each route technician on their own. We work from the US.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your pool service business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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