Pool Care

Pool service accounting software support for invoices

Billing support for chemical checks, repairs, and recurring service

Learn more about Sophiie's AI office manager.

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Missed call from Sarah ChenNew booking confirmed for 1pmVoicemail transcribedWebsite form: bathroom downlightsInvoice #1042 marked paidDeposit received from Amy WuText reply sent to Toby Mercer

Quote request: switchboard upgradeText: are you free Thursday?After-hours call answeredFollow-up sent to Raj PatelCallback scheduled for 9amMissed call returned in 30sAppointment reminder sent

Emma Davies: power out in kitchenNew job card createdMarco Reyes: needs a quoteReminder sent to Tom BradleyPriya Sharma: hot water faultQuote approved: $2,400Review request sent to Dana Lee

Invoices from service visits

Create invoices from completed pool jobs, including regular maintenance, chemical checks, equipment repairs, and parts.

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Recurring account visibility

Keep customer records, service history, upcoming visits, and billing context together for repeat pool service customers.

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Xero sync

Send invoice data into Xero and keep payment status visible in Sophiie when your integration is connected.

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Payment reminders

Use automated reminders for overdue invoices so monthly route billing does not require manual chasing.

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Service notes beside invoices

Keep notes, photos, job status, and parts context available before invoicing a customer.

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How it works

Set up Sophiie once, then let the work flow

Set service and invoice rules
Add recurring service types, payment terms, GST, invoice branding, parts notes, and Xero connection settings.
Complete the route job record
Update service notes, parts, photos, and job status after maintenance, repairs, or equipment checks.
Generate the invoice
Create the invoice from Sophiie, review line items, and send it to the customer.
Track payment follow-up
Monitor invoice status, sync with Xero, and let reminders prompt customers when payment is overdue.

Pool service billing is tied to repeat work

Pool service companies often bill from route work: weekly or fortnightly maintenance, chemical balancing, filter cleaning, pump checks, green pool recovery, and equipment repairs. If the job record is unclear, invoicing gets delayed or misses parts and labour.

Sophiie helps by connecting job records, customer history, invoices, payment reminders, and Xero sync. It is not replacing your accounting system. It improves the step between completed service and clean billing.

Keep service notes close to the invoice

A pool customer may ask why a part was added or what was done during a visit. With Sophiie, notes, photos, job status, and service history can stay connected to the customer and invoice workflow.

That is useful for recurring customers, property managers, and seasonal catch-up work where the customer may not be present during the visit.

Improve cash flow without adding admin

Once invoices are sent, payment status and reminders help the owner see what still needs attention. Xero sync reduces double entry where connected, while Sophiie keeps the customer and job context available.

For a route-based pool service business, that means fewer unpaid invoices slipping behind the next round of visits.

Services & features