---
title: Pen and Paper vs Pool Brain
description: Pen and Paper vs Pool Brain. A detailed review and feature comparison (over 160 features) of using pen and paper versus a leading pool company software platform.
image: https://poolcompanysoftware.poolbrain.com/hubfs/pen%20and%20paper%20vs%20Pool%20Brain%20v1.png
---
[](https://www.poolbrain.com/)
[see all features](https://www.poolbrain.com/features/)
[schedule a demo](https://calendly.com/d/zxj-6g2-9d4)
# Pen & Paper vs Pool Brain
Pool Service Software Comparison
### You can stop using the binders and school supplies Mr. Morris
But seriously...
We know building a pool business takes a lot of work and change can seem hard... but continuing to work more hours for less money than your competitors is not going to get you where you want to go. The key to improving your income, free time and peace of mind is to use modern pool software to automate your tasks and solve industry specific problems. Pool Brain was built by pool industry experts to solve the needs of pool companies at scale. It has all the modern features you need to grow your business and compete in today's constantly changing environment.
The feature comparison chart below clearly shows the benefits of Pool Brain vs outdated pen and paper methods.
The few things pen and paper CAN do on this chart are done much more slowly and often with double entry required later. Data is at much greater risk of being lost, much harder to recall when needed and companies that don't have modern software systems are generally worth less when being acquired. There are a million reasons to switch to Pool Brain from pen and paper and below just happen to be 150 of them :)
| Scheduling | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Optimize Routes** Auto-optimize driving order on web and mobile app with one tap | | |
| **Real Time Progress Indicators** Statuses & progress bars on map and route list update in real-time as techs complete route stops & jobs without needing to manually refresh any data | | |
| **One-time & Permanent Moves** Easily cover the unexpected with drag & drop or a few clicks | | |
| **Drag & Drop Map Markers** Drag and drop map markers directly from map to any route to change schedule | | |
| **Show Nearest Routed Properties** Displays the nearest ( X ) routed properties to any other property (know where to schedule a newly activated property in seconds) | | |
| **Routes Keep Their Saved Order** Properties stay put on routes when techs are terminated or reassigned so you don't have to rebuild them. Remove or assign a tech on any route with a couple clicks | | |
| **Filter Clean Auto-Scheduling ** Filter clean jobs are auto-created based on last cleaned date or any schedule and template you choose. Last cleaned date is auto-updated when filter clean process is completed during any job type. | **jobs are auto-created** | |
| **Salt Cell Clean Auto-Scheduling** Salt Cell clean jobs are auto-created based on last cleaned date or any schedule and template you choose. Last cleaned date is auto-updated when salt cell clean process is completed during any job type. | | |
| **Multiple Visits Per Week** Ability to schedule a customer for multiple days per week with one-click | | |
| **Every ( X ) Weeks** Set any custom route schedule frequency for any number of weeks | | |
| **Multi-Day Scheduling View** 1 day, 2 day or 5 day (week) views on scheduling map | | |
| **Advanced View Filtering** On scheduling page, filter routes/jobs shown by any combination of technician, job type (route stop, one time job, filter clean, salt cell clean), customer tag and job status (not started, in progress, no access, completed, closed) | | |
| **Save Custom Views** Filtered views on scheduling/alerts pages can be customized, set as default and/or saved per user for quick access at any time | | |
| **Auto-notify Customers When Route Day Changes** Email customers automatically when route day is changed either permanently or temporarily (different templates/time settings for each and day changes are tracked automatically by system) | | |
| **Quotes (estimates)** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Send Quotes To Customers Via Web ** Create & send quotes via web dashboard | | |
| **Send Quotes To Customers Via Mobile App** Create & send quotes via mobile app | | |
| **Quote Templates** Create quotes via web dashboard or mobile app using quote templates | | |
| **Auto-Send Quotes To Multiple Contacts Per Customer ** Set any number of contacts for each customer to auto-receive quotes. Great for property management companies, landlord/tenant setups, or Airbnb hosts. | | |
| **Add Pictures To Quote Line Items** One click or tap to add pictures to any quote line item | | |
| **Add PDFs To Quote Line Items One click or tap to add PDF documents to any quote line item** | | |
| **Add Custom Labels To Quotes** Add labels to any line item with a click (recommended, optional, required, important, etc) | | |
| **Customer Can Approve Quote Directly** Customers can approve or deny quotes with a click directly on the quote that was sent | | |
| **Quotes Become Jobs Automatically** Once a quote is approved by customer or office staff, a job will be auto-created to perform the work | | |
| **Notification Controls** Auto-send details to any email address(es) when customer approves or denies a quote | | |
| **Know When Customer Views Quote** Indicator shows when customer has viewed a quote with date/time info | | |
| **Auto-Send Quote Reminders Workflows** Auto-email different custom messages for any open quote based on how many days old the quote is (can create as many reminders you want for any frequency/settings you want) | | |
| **Jobs (work orders)** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Job Templates ** Save specific job settings to templates so you can create common job types easily on demand | | |
| **Jobs & Route Stops Categorized Separately** One time Jobs & Route Stops (maintenance work) are clearly marked and categorized throughout web and app | | |
| **Custom Preset Time Windows ** Customizable time windows can be saved in settings and selected on jobs in one click | | |
| **View & Send Scheduling Notifications ** Customizable time windows can be saved in settings and selected on jobs in one click | | |
| **Duration Is Automatically Updated ** Job times are auto-updated based on services added to the job. If the duration for service A is 1 hr and service B is 2.5 hr, then the job duration auto updates to 3.5 hr. | | |
| **Jobs Become Invoices Automatically ** Invoice is automatically created when job is closed if any products/services exist on the job | | |
| **Guided Workflows** Correct actions are always performed in the required order and at the correct times no matter which technician services the property. Training time/cost, customer complaints, canceled accounts and bad reviews are drastically reduced. | | |
| **Log Chemical Reading & Dosing Info** Chemical reading and dosing data can be recorded on both one time jobs and route stops (maintenance work) | | |
| **Automatic Chemical Dosing** Desired reading targets can be saved in settings. After readings are entered in app, chemical dosing amounts are auto-filled into the proper fields with no action required by technician. | | |
| **Billing** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Built In Billing** Quickbooks Online / 3rd party program **not required** to perform billing actions | | |
| **Create Invoices** Invoices can be automatically or manually created inside the program | | |
| **Create Payments** Payments can be automatically or manually created inside the program (check, cash, credit card, ACH) | | |
| **Process Refunds** Refunds can be processed inside the program | | |
| **Set Prices By Service Level / Type** With two clicks (service level & type), both workflow and pricing is automatically setup for any customer based on your settings but can be changed for any custom situation | | |
| **Flat Rate Billing (in advance or arrears)** Charge a single flat rate each month for maintenance services | | |
| **Per Visit Billing (in advance or arrears)** Charge an amount each month based on the number of route stops actually performed (arrears) or number of route stops scheduled (in advance) | | |
| **Charge Extra For Chemicals** Option to automatically include additional charges for chemicals used | | |
| **"Pay Now" Option On Invoices** Customers can pay any invoice you send with a click & enter credit card or ACH details | | |
| **Auto-Create Monthly Invoices** Automatically create all your monthly invoices for route stops with no manual work required | | |
| **Auto-Charge Credit Card / ACH ** Automatically charge the payment method on file and if payment is successful, a paid invoice receipt will be sent. Automatic retries if card is declined. | | |
| **Automatic Surcharging for Credit Card Processing Fees** Automatically charge a processing fee for customers who pay with a credit card according to local legal restrictions (no manual setup and varies for each service location automatically). | | |
| **Retry Auto-Charge after Decline** Automatically attempt to charge the same payment method for a set number of days if auto-payment is declined | | |
| **Auto-Email Invoices / Invoice Receipts** Customers receive monthly invoices automatically after they are auto-created and auto-paid. If auto-pay is not active or declines, customers will receive an invoice instead. | | |
| **Auto-Send Invoices To Multiple Contacts Per Customer ** Set any number of contacts for each customer to auto-receive invoices. Great for property management companies, landlord/tenant setups, or Airbnb hosts. | | |
| **Know When Customer Views Invoice** Indicator shows when customer has viewed an invoice with date/time info | | |
| **Auto-email Invoice Reminders** Auto-email reminders for any open quote based on how many days old the quote is (can create as many reminders you want for any frequency/settings you want) | | |
| **Recurring Discounts** Create start up specials, customer referral credits, easy pro-rating or any other discounts to be automatically added to monthly invoices for a preset number of months | | |
| **Auto-Apply Payments / Acct Credits to Next Invoice** Option to auto-apply any existing payment or credit balance to the next created invoice(s) for a customer | | |
| **Control Tax Rates ** Create tax names/rates and set default for company and customer property level | | |
| **Set Billing Terms Per Customer** Different Terms settings (time until invoice is past due) can be changed for each specific customer | | |
| **Auto-Create Deposits in QuickBooks Online** | | |
| **QuickBooks Online Invoice Syncing (Bi-directional)** Invoices are synced between the two programs | **auto-sync (2 way)** | |
| **Quickbooks Online Payments/Refunds Syncing (Bi-directional)** Payments and refunds are synced between the two programs | **auto-sync (2 way)** | |
| **Products & Services** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Products** Create and manage products to be added to quotes, jobs and invoices | | |
| **Services** Create and manage services to be added to quotes, jobs and invoices | | |
| **Bundles** Create bundles to group multiple products and services together so they can be added to quotes/invoices with 1 click (option to hide individual prices and only display a flat rate for the bundle) | | |
| **Save Photos to Products/Services** Photos can be saved to specific products/services and then automatically added to line items on quotes | | |
| **Save PDFs to Products/Services** PDF documents can be saved to specific products/services and then automatically added to line items on quotes | | |
| **Categories** Create categories to organize products, services & bundles however you like | | |
| **Sub-Categories** Create subcategories to organize products, services & bundles within multiple tiers | | |
| **Quickbooks Online Import for Products/Services** Existing products and services in QBO can be imported into the program | | |
| **Quickbooks Online Syncing for Products/Services (Bi-directional)** When products and services are created or edited in the program, they sync to QBO and vice versa | **auto-sync (2 way)** | |
| **Quickbooks Online Import for Categories** Existing categories and subcategories in QBO can be imported into the program | | |
| **Quickbooks Online Syncing for Categories (Bi-directional)** When categories and subcategories are created or edited in the program, they sync to QBO and vice versa | **auto-sync (2 way)** | |
| **Purchase Orders** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Order Products** Create a purchase order, choose the branch you want to order from, search the catalog, add an item, set the shipping method and click place order. | | |
| **Track Shipping** View shipping status at a glance and click for details such as tracking number and which items are in each shipment. | | |
| **Receive Purchased Items Directly Into Inventory For Trucks Or Locations** Once products ordered are received, you can update the purchase order and your Pool Brain inventory to reflect this. | | |
| **Check Branch Inventory** | | |
| **Create Products On The Fly Using Auto-Filled Heritage Info** Product name, description, item number, manufacturer part number, cost, and photos will auto-fill the corresponding fields. | | |
| **Activity History** View details for all actions taken on the purchase order | | |
| **Reports** Track which POs are needing review, pending delivery, partially delivered, or fully received. | | |
| **Inventory** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Inventory Locations** Add products or tools to any inventory location or truck to track date received, quantity on hand, cost paid, whether the item is a "stock item", and photos of the item. | | |
| **Advanced Inventory Unit Management** Add or edit stock units and consumption units on products. Manage unit conversion amounts. This is used for accurate inventory deductions and transfers, especially with chemical products that get used incrementally in the field. | | |
| **Auto-Deduct Chemicals from Truck Inventory When Used on Route Stops** As technicians use chemicals on route stops, they're automatically deducted from their truck inventory in real time. No additional action or input is needed for inventory deduction to occur. | | |
| **Auto-Deduct Parts from Truck Inventory When Used on Jobs** When a one time Job is completed in the app, technicians will be prompted to confirm which parts were used on the Job and in which quantities. Their truck inventory will be auto-updated based on what is entered if a matching item exists in their truck inventory. | | |
| **Sync Bulk Order Cost from Heritage to Stock Unit Cost Accurately** When syncing costs with Heritage Pool Supply, bulk purchase units (case, pallet, etc) auto-calculate to the individual stock unit cost on the product. | | |
| **Chemical Dosing Unit Changes** The consumption unit is always the linked chemical default dosing unit (smallest unit of measure). | | |
| **Customers** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Import Customers via Quickbooks Online** Existing customers in QBO can be imported into the program | | |
| **Customer Details** Notes, contacts, gate code, access info and dog info can be stored and managed | | |
| **Multiple Addresses** Create multiple property addresses belonging to the same customer | | |
| **Proof of Service Emails** Customizable emails are automatically sent when a route stop is completed (if enabled) | | |
| **Configure Proof of Service Emails Per Customer** Proof of service emails can be turned off or have the recipient changed for single customers or different properties belonging to the same customer | | |
| **Send Emails From Your Own Domain** Send emails from your own email address / website domain with DKIM setup instead of from a generic email like notify@poolbrain.com | | |
| **Automatic Swim Wait Message** System automatically includes a custom "wait to swim" message in proof of service email if specific chemicals are used on a route stop | | |
| **Auto-Notify Customers When Route Day Changes** System automatically sends customer an email if their route day changes | | |
| **Customer Feedback** Customers can leave 1 tap feedback in proof of service emails or customer portal | | |
| **Customer Portal ** Customers can login to view their past job and route stop details on demand | | |
| **Customer Statuses** View customers by status category (active-routed, active-no route, inactive, and leads) Status is automatically assigned and tracked | | |
| **Quickbooks Online Syncing (Bi-directional)** Changes made to customer info in the program sync to QBO and vice versa | **auto-sync (2 way)** | |
| **Customer Portal** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **View payments, refunds, invoices, and which payments are applied to which invoices** | | |
| **Pay Invoices Without Leaving The Portal** | | |
| **Add New Payment Methods or Update Existing Ones** | | |
| **Manage Auto-Pay for any Payment Method or Property** | | |
| **View Details for Quotes that have been previously Approved or Denied** | | |
| **View Open Quotes Awaiting Approval** | | |
| ****Approve a Quote, Deny a Quote, or Ask a Question without leaving the Portal**** | | |
| **Review Job History for Jobs that are** "Completed", "Closed", or "No Access" status**** | | |
| **Review Route Stop History for **Route stops in "Completed" or "No Access" status**** | | |
| ****Leave feedback directly on the Job**** | | |
| **Default & Customer-Specific permissions** | | |
| **Chemistry** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Auto-Dose Chems Using Range Target Methods** Set custom dose targets, calculations run automatically using built-in Orenda calculator, dose amounts auto-fill into fields | | |
| **Auto-Dose Chems Using LSI Methods** Configure dosing conditions & steps the same way you'd train your tech to do it , calculations automatically run using built-in Orenda calculator, dose amounts auto-fill into fields | | |
| **Auto-Dose Chlorine Tabs (Powered by AI)** Proprietary AI model trained to auto-enter the correct amount of chlorine tabs each visit while considering weather conditions, job & chem history, pool volume, and more. | | |
| **Automatic pH Floor Control** Set a custom pH Floor reading & Pool Brain will automatically limit dose amounts so pH will never drop below the level you set | | |
| **View Auto-Dose Source & Know If Tech Changed It** See what auto-calculated Pool Brain dose amounts were, whether tech changed them, & what they were changed to. | | |
| **View Reading Source & Know If Tech Changed It** See if readings were entered wirelessly through a connected device, whether tech changed them, & what they were changed to | | |
| **Auto-Dose Methods Display on Route Stops** Full history on each job of which auto-dose method was used with settings details or whether auto-dose couldn't be completed and why. | | |
| **LSI History Graph** View full history of both the arrival and adjusted LSI values on every visit over time | | |
| Multiple Bodies of Water | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Custom Names** Choose a custom name for each body of water | | |
| **Custom Colors** Choose a custom color for each body of water for easy reference | | |
| **Track Gallons** Save gallons/volume for specific bodies of water | | |
| **Categorize by Type** Choose a body of water type such as "pool, spa, fountain, etc" | | |
| **Manage Equipment** Track and manage equipment settings by body of water | | |
| **Manage Guided Workflows** Create separate guided workflows per body of water for technician to complete in mobile app (not just checklist items) and trigger some of these workflows based on the equipment for that body of water | | |
| **Individual Pricing ** Option to set price charged to customer by body of water (separate line items on invoice) | | |
| **Track Chemical Usage** Chemical usage can be viewed based on specific body of water | | |
| **Track Chemical Cost** Chemicals usage and cost can be viewed based on specific body of water | | |
| **Track Technician Pay** Auto-calculate and track technician pay amounts by body of water | | |
| **Color-coded Labels** Bodies of water are clearly labeled and color coded throughout the web dashboard and app for alerts, reports, jobs/route stop lists and more | | |
| **Tabbed Interface** Bodies of water are displayed and accessed via 1 click tab interface for easy management | | |
| **Equipment Management** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Equipment Tracking** Save equipment details for any body of water using app or web | | |
| **Equipment Notes** Save equipment notes using app or web | | |
| **Equipment Pictures** Save equipment photos using app or web | | |
| **Equipment Types** Select & track preset equipment "Types" such as cartridge, DE, Sand, Variable Speed, Single Speed, etc | | |
| **Equipment Icons Bar** At a glance icons display the specific equipment selected for any body of water | | |
| **Auto-Update Workflows** Job/Route Stop guided workflows change automatically based on the equipment selected for a body of water | | |
| **Alerts & Issue Reporting Dashboard** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Alerts Dashboard** When alerts and issue reports are generated, they appear in an organized to do list based on priority level and date/time so your team always knows what to work on next. Office staff can review and dismiss the alerts solo or as a team. | | |
| **Multiple PriorityTiers** Set one of 4 distinct priority tiers for any alert. | | |
| **Alerts Auto-Sorted By Priority Level + Time** Alerts automatically display in order based on priority group (most urgent at top) + time triggered within the priority group (oldest at top) . | | |
| ****Know If A Team Member Is Working An Alert**** Designed for teams. Automatically know if a team member is already handling an alert so you don't double up on work. | | |
| **Triggered Alerts Grouped By Job** If multiple alerts are triggered on a job, they will all display on that job in the alerts page, the job itself, and can be managed from that job. | | |
| **Customizable Alerts** System triggers alerts automatically based on your settings. Customize which alerts you want to see and when. Use the default alerts or create your own. | | |
| **Trigger Alerts based on Service Levels** System triggers alerts automatically based on the service level assigned to the property | | |
| **Trigger Alerts based on Equipment Type** System triggers alerts automatically based on which equipment exists for the body of water | | |
| **Categorized Issue Reports** Technicians can report issues to the office from the field using preset categories (water level low, algae, system down, no power, no access, weather, repair needed, etc). Choose if notes are required, photos are required or both. | | |
| **Create Custom Issue Reports ** Create custom issue report categories. Set notes & photos requirements, custom icons, priority levels, & whether to include in customer facing messages automatically. | | |
| **Chemical Alerts** Get alerted if any chemical is out of range (too high or low) by any amount you set | | |
| **Flow / PSI Alerts** PSI at zero (pump down), PSI too high (clogging filter, deadhead, etc), PSI trending down (clogging impeller or other issue) | | |
| **Clogged Impeller Auto-Detection** Monitors PSI trends over time to auto-notify you when an impeller is likely clogging long before it impacts pool condition. | | |
| **Time Alerts** Not enough time on site, too much time on site & late start | | |
| **Cost and Leak Alerts** Chem cost too high on single visit, salt trending down / CYA trending down (leak confirmation as they do not break down or evaporate) | | |
| **Context At A Glance ** Alerts have unique icons and color codes so you know the story at a glance. They also have numbers above them to show how many visits in a row the alert has triggered. | | |
| **Service Levels** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Service Levels** Create default settings based on tiers of service (e.g. Full Service, Chems Only, Hot Tub Service, VIP, etc). Select a service level for any body of water to update workflow items, required chem readings, billing price & tech pay settings with a single click. **Greatly reduces office staff training, errors and time spent.** | | |
| **Billing Price** Automatically turn on/off the "charge for chems" toggle based on service level and type selected. Automatically set what the monthly or per visit price should be | | |
| **Technician Pay** Automatically set technician pay based on service level and type selected (system also checks the role assigned to technician so you can pay techs different rates if you wish) | | |
| **Guided Workflows** Create service levels that automatically set the required order that items/actions must be completed on any body of water. What happens, when it happens, how often it happens, whether a photo is required, if/when it should be stopped, you name it. | | |
| **Before & After Picture Requirements** Automatically set whether before and after pics are required/not required based on service level selected. (before pics are required at beginning of job so before pics are REALLY before pics) | | |
| **Custom Chem Reading Requirements & Frequency** Automatically set which chemical readings are required to be entered in the app and how often (For example.... you could require chlorine, ph alkalinity every visit but CYA every 6 visit and Phosphates ever 12 visits) | | |
| **Backwashing Requirements** Automatically set how often sand/DE filters should be backwashed based on service level (always customizable for each body of water) | | |
| **Filter Clean Requirements** Automatically set how often cartridge/DE filters should be cleaned by tech on a route stop based on service level (if you charge extra or have different techs do this, you can have additional jobs created automatically instead with pre-filled settings) | | |
| **Salt Cell Clean Requirements** Automatically set how often salt cells should be cleaned by tech on a route stop based on service level (if you charge extra or have different techs do this, you can have additional jobs created automatically instead with pre-filled settings) | | |
| **Pump Priming Requirements (PSI logging)** Automatically set whether tech is required to prime pump & record PSI as one of the last things they do before they leave the property based on service level. This gives consistent PSI readings and automatic office alerts if a pump is down, priming poorly or has an impeller that is clogging. | | |
| **Alerts** Set alerts to only trigger when actions are taken on specific service levels. For example, a "Not Enough Time On Site" alert that triggers if tech spent less than 15 minutes for a "Complete Care" service level and one that triggers if the tech spent less than 4minutes on a "Chems Only" service level. | | |
| **Technicians** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Effortless Setup (no usernames/passwords)** Enter tech's name / phone number and you're done. Tech is created and automatically texted a link to download app. They connect it just by entering their phone number. No usernames or passwords. | | |
| **Issue Reports** When a technician needs to report something to the office, it can be done directly from the app with notes and photos | | |
| **Guided Workflows ** Tasks must be completed in the required order. They can't be skipped, forgotten or cheated and training is drastically reduced. Correct actions are performed at the correct times no matter which technician services a property. | | |
| **Create Trucks & Assign To Technicians** Assign trucks to techs to track who is driving the vehicle and responsible for the inventory & tools on the vehicle. Inventory will auto-deduct from a technician's assigned truck as they complete jobs. | | |
| **Create Tools & Assign To Technicians** Create tools in Pool Brain and add them to trucks or locations to track where they're at, how much they cost, their general condition, & more. | | |
| **Technician Pay** Auto-calculate "per route stop completed" technician payroll. Set different pay levels for different techs, properties, bodies of water, service levels and types. | | |
| **Technician Bonus Pay for Covering Routes** Auto-calculate a bonus amount when a tech completes a route stop for a different technician. | | |
| **Technician Commissions ** Automatically track job commission pay and sales commission pay from quote to job to invoice. | | |
| **Technician Scorecards** Customer feedback, stats, chem use/costs, pay and trends are tracked & displayed for each tech | | |
| **Technician Photos** Add a picture of the tech to display in job lists, route map/route cards, proof of service email and more | | |
| **Mobile App** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Native App For iOS (iPhone) & Android** App installs natively to the device and is not a "web app" | | |
| **App Works With No Cell Signal (even for logging in)** App designed so techs can login and complete work under any signal conditions | | |
| **No User Names Or Passwords** App is linked to the tech after entering their phone number once. Prevents login credentials from being shared or compromised (more secure), setup is fast & app works without signal in all cases. | | |
| **Unlimited Photos** Take **unlimited** photos on any job/route stop in app | | |
| **Add Photos From Gallery (Permission Controlled)** If they have permission, techs can add photos to jobs & quotes using photos in their gallery (OFF by default). | | |
| **Create & Send Quotes from App** Create and send quotes directly from the mobile app | | |
| **Issue Reports ** When a technician needs to report something to the office, it can be done directly from the app with notes and photos | | |
| **View Customer Details** | | |
| **View All Jobs & Route Stops On Map** | | |
| **Manage Jobs From App** Create & edit jobs. View all job history for all customers. | | |
| **Manage Invoices From App** Create, edit & send invoices. View invoice history for any customer on-demand. | | |
| **Manage Scheduling From App** View & adjust job schedules from app for all technicians and customers (permission controlled) | | |
| **Optimize Driving Order** 1 tap auto-optimization to rearrange order of stops for the day | | |
| **Prevent Technician From Changing Order** If desired, 1 click will lockout a technician from being able to change the route order in app | | |
| **Save Chemical Readings** | | |
| **Save Chemical Dosings** | | |
| **Chemical Reading / Dosing History Graph** View chem reading & dosing history on a graph for each body of water for any date range you want | | |
| **Chemical Auto-Dosing** Desired reading targets can be saved in settings. After readings are entered in app, chemical dosing amounts are auto-filled into the proper fields with no action required by technician. | | |
| **Readings & Dosing Entries Can't Be Forgotten or Skipped** Readings are required based on service level settings. Technician can see at a glance if they have or haven't confirmed dosing amounts yet. App won't let them complete the job without either recording which chems were used or confirming no chems were used that visit (1 tap). | | |
| **Guided Workflows ** Correct actions are always performed at the correct times no matter which technician services the property. Training time/cost, customer complaints, canceled accounts and bad reviews are drastically reduced. | | |
| **Checklist Items Can't Be Skipped, Forgotten or Cheated** If tech skips/forgets a required item, app forces them to complete the item. Option to require tech to take a new photo proving item was completed. | | |
| **Technician Must Start Job To Complete Work** When tech arrives at a property, they must start the job/route stop before they are able to complete any work. This ensures start and finish times are always accurate. *(If tech can't access property, they can mark it as "no access" in one tap)* | | |
| **Gallonage Calculator ** Built in calculator guides tech on which measurements to enter and then auto-calculates and saves gallonage to the account | | |
| **Reports** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Customer Report** | | |
| **Jobs Report** | | |
| **Quotes Report** | | |
| **Invoice Report** | | |
| **Payment Report** | | |
| **Technician Pay - Per Route Stop Report** | | |
| **Technician Pay - Commission Report (Jobs & Sales)** | | |
| **Technician Time Report** | | |
| **Chemical Usage & Costs Report** | | |
| **Chemical Pricing Report** | | |
| **LSI History Graph ** View historical LSI arrival & adjusted values for any body of water. | | |
| **Route Profit Breakdown ** See properties that are profitable, low profit and losing money. Average profit per property, profit $, profit %, invoiced amount, chem spend, and technician pay associated with each property. | | |
| **Job Activity Logs** Shows timestamped activity for all actions taken in mobile app by technician for all jobs & route stops with supporting pics and notes for each entry | | |
| **User Activity Logs** View timestamped activity logs for all actions taken by users on specific invoices, quotes, scheduling moves, etc | | |
| **Integrations** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Quickbooks® Online** 2 way automatic sync with Quickbooks Online. When you change information in either program, it will automatically update in the other. | **2-way real-time sync** | |
| **Orenda Calculator™ (LSI)** Auto-dose (tech takes no action and dose amounts are auto-entered) chemicals in the app using Orenda's calculations or calculate on the fly with Orenda's Calculator built right in. Both LSI and target dosing methods are supported. | | |
| **LaMotte Spin Touch® - Wireless Readings** Send chemistry readings from Spin Touch to Pool Brain app in one tap and know if tech changes anything | | |
| **LaMotte Spin Touch® - Color Coded Readings** On Job & Route Stop history, readings are color coded so you can see at a glance whether the tech entered it, Spin Touch sent it, or sent from Spin Touch and then edited by tech or office staff | | |
| **LaMotte Spin Touch® - Readings Edit History** Hover over the readings to view a full history of how they were entered in app and if they were edited by technician or office staff *(who and when)* | | |
| **WaterGuru** Ability to connect a WaterGuru device and automatically receive remotely monitored data directly in the platform. | | |
| **Heritage Pool Supply** Product costs are auto-updated nightly if your cost with Heritage changes & bulk order units auto-convert to the correct stock unit cost. Product price will also auto-update based on the markup % you have set. | | |
| **Open API** Extensive API that enables any company to query their data and create their own integrations if they choose. | | |
| **Multi Brand Structure / Multi-Company Access** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Multi-Company User Access - Corporate Control Account** Choose an account to control which users can access and switch between all accounts you own from a single login . For use by large companies who operate multiple branches such as private equity aggregators. | | |
| **Multi-Company User Access Controls - User Level Permissions** Users with "multi-company access" activated can have individually customizable permissions to control what they can see and do on your accounts. | | |
| ****Master API Structure**** Query API using a single key to target all companies in an organization at once, or individually as needed. | | |
| **Getting Started, Support & Experience** | [****](https://www.poolbrain.com/) |  |
| --- | --- | --- |
| **Free Onboarding & Customer Support** | | |
| **Startup Trial Or Special** | **30 day free trial** | |
| **Price Comparison Based on 3 technicians servicing 80 pools a month each** [use pricing calculator](https://www.poolbrain.com/pricing) | **$245 / mo (active tech pricing)** | **$1,750 / mo per tech (time wasted, lost profits)** |
| **Founded by industry experts who built a large pool company from the ground up** Operated by a team with 135+ combined years of pool industry experience | | |
### If you've outgrown Pen and Paper, it's time to switch to Pool Brain
Pool Brain is a modern "all in one" solution built by industry experts to give you more time, more money and less stress. Schedule a demo today and see how.
[Schedule a Demo](https://calendly.com/d/zxj-6g2-9d4)
[](https://www.poolbrain.com/)
[Features](https://www.poolbrain.com/features/)
[Pricing](https://www.poolbrain.com/pricing/)
[Schedule a Demo](https://calendly.com/d/zxj-6g2-9d4)
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\* comparison grid last updated July 18, 2026