Pool Service Invoicing & Payment Software
PoolCamp automates billing so you spend zero time chasing payments. Charge cards on file after each service, send professional invoices, and sync everything with QuickBooks.
Automatic Invoicing
Invoices are generated and sent automatically after service completion — no manual work required. When a technician marks a job as complete in the mobile app, PoolCamp creates the invoice, applies the correct service rate, adds any additional line items for chemicals used, parts installed, or repairs performed, and emails it to the customer. Monthly-billed customers receive a single invoice at the end of each billing cycle that details every visit performed during the period. Customizable invoice templates include your branding, payment terms, and tax configuration so every invoice looks professional and accurate.
- Invoices generated and sent automatically when techs complete jobs
- Line items for recurring service, chemicals, parts, and ad-hoc repairs
- Monthly batch invoicing with detailed visit breakdowns
- Customizable templates with your branding and payment terms
Card-on-File Payments
Securely store customer credit cards and auto-charge after every service — so you get paid without ever having to ask. PoolCamp's card-on-file system, powered by Stripe, lets you store cards in a PCI-compliant vault and charge them automatically when invoices are generated. For recurring service customers, this means true autopay — invoices are created, charged, and marked as paid without any human intervention. For one-off jobs, customers receive an invoice with a pay-now button that lets them settle the balance from their phone in seconds. Average days-to-payment for PoolCamp users drops from 23 days to under 2.
- Securely store credit cards with Stripe's PCI-compliant vault
- Autopay for recurring customers — invoices charged automatically
- One-click payment links for customers to pay from any device
- Average days-to-payment drops from 23 days to under 2
Payment Reminders
Automatic reminders for unpaid invoices eliminate the awkward follow-up calls and ensure you collect what you're owed. PoolCamp sends professional email reminders on a schedule you define — the day an invoice is due, then 3 days overdue, 7 days overdue, and 14 days overdue. Each reminder includes a direct link to pay online. Aging reports in your dashboard highlight overdue accounts before they become write-offs, and you can escalate to phone follow-up for chronically late payers. Friendly, professional reminder copy preserves customer relationships while protecting your cash flow.
- Automatic reminders on a customizable escalation schedule
- Each reminder includes a one-click payment link
- Aging reports highlight overdue accounts before they become problems
- Professional, friendly tone that preserves customer relationships
QuickBooks Sync
Two-way sync with QuickBooks Online keeps your books accurate without double data entry. When an invoice is created in PoolCamp, it appears in QuickBooks instantly. When a payment is recorded — whether via autopay, online payment, or manual entry — QuickBooks is updated automatically. Customer records, line items, tax codes, and payment history all sync bidirectionally, so changes made in either system are reflected in the other. Your accountant or bookkeeper gets clean, accurate financials without any extra effort from your team, and you never have to reconcile two separate sets of records again.
- Real-time bidirectional sync with QuickBooks Online
- Invoices, payments, and customer records flow automatically
- No double data entry — changes sync in either direction
- Clean financials for your accountant with zero extra work
Frequently Asked Questions
When a technician completes a service visit and marks it done in the mobile app, PoolCamp automatically generates an invoice with the correct service rate and any additional line items — chemicals added, parts used, or repairs performed. The invoice is sent to the customer via email and made available in the customer portal. For monthly-billed customers, PoolCamp batches all visits into a single end-of-month invoice with a detailed breakdown. You can customize invoice templates with your logo, colors, payment terms, and tax configuration.
PoolCamp supports all major credit and debit cards (Visa, Mastercard, American Express, Discover) through Stripe, as well as ACH bank transfers for lower processing fees on larger payments. Customers can pay via the one-click link on their invoice from any device. Technicians can also record cash or check payments in the mobile app. All card processing is PCI-compliant and secured through Stripe's infrastructure, so sensitive payment data never touches your servers.
Yes. PoolCamp offers a real-time, two-way sync with QuickBooks Online. Invoices, payments, customer records, line items, and tax codes are synced automatically in both directions. When you create an invoice in PoolCamp, it appears in QuickBooks within seconds. When a payment is recorded, QuickBooks is updated instantly. This eliminates double data entry and ensures your financial records are always accurate, up to date, and ready for tax time.
You configure a reminder schedule — for example, the day an invoice is due, then 3 days overdue, 7 days overdue, and 14 days overdue. PoolCamp sends professional email reminders at each interval with a direct link for the customer to pay online in one click. You can customize the reminder message, tone, and frequency. Aging reports in your dashboard highlight accounts that are falling behind, and you can pause reminders for specific customers if needed.
Yes. PoolCamp's invoices can be fully customized with your company logo, brand colors, payment terms, tax rates, and footer notes. You can configure different service line items, pricing tiers, discount codes, and late fees for different customer types. Invoice numbering follows your preferred format, and every invoice can be downloaded as a PDF from both the office dashboard and the customer portal. Your invoices look professional and consistent, reinforcing your brand with every billing cycle.
Related Features
PoolCamp is an all-in-one platform. See how other features work together to streamline your pool service business.
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