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Scheduling |
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| Optimize Routes Auto-optimize driving order on web and mobile app with one tap |
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| Real Time Progress Indicators Statuses on map and route card update in real-time as techs complete route stops & jobs |
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| One-time & Permanent Moves Easily cover the unexpected with drag & drop or a couple clicks |
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| Drag & Drop Map Markers Drag/drop map markers directly from map to any route to change schedule |
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| Show Nearest Routed Properties Displays the nearest ( X ) routed properties to any other property (know where to schedule a newly activated property in seconds) |
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| 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. |
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| Filter Clean Auto-Scheduling Filter clean jobs are auto-created based on any schedule and template you choose. Last cleaned date is auto-updated when job is completed. |
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| Salt Cell Clean Auto-Scheduling Salt Cell clean jobs are auto-created based on any schedule and template you choose. Last cleaned date is auto-updated when job is completed. |
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| Multiple Visits Per Week Ability to schedule a customer for multiple days per week with one-click |
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| Every ( X ) Weeks Set any custom route schedule frequency for any number of weeks |
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| Multi-Day Scheduling View 1 day, 2 day or 5 day (week) view |
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| Advanced View Filtering Filter routes/jobs shown by any combination of technician, job type (route stop, one time job, filter clean, salt cell clean) and job status (not started, in progress, no access, completed, closed) |
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Quotes (estimates) |
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| Send Quotes To Customers Via Web Create & send quotes via web dashboard |
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| Send Quotes To Customers Via Mobile App Create & send quotes via mobile app |
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| Add Pictures To Quotes One click or tap to add pictures to any quote line item |
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| Add Custom Labels To Quotes Add labels to any line item with a click (recommended, optional, required, important, etc) |
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| Customer Can Approve Quote Directly Customers can approve or deny quotes with a click directly on the quote that was sent |
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| Quotes Become Jobs Automatically Once a quote is approved, a job will be created automatically to perform the work |
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| Notification Controls Auto-send details to any email address(es) when customer approves or denies a quote |
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| Know When Customer Views Quote Indicator shows when customer has viewed a quote with date/time info |
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Jobs (work orders) |
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| Job Templates Save specific job settings to templates so you can create common job types easily |
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| Jobs & Route Stops Categorized Separately One time Jobs & Route Stops (maintenance work) are clearly marked and categorized throughout web and app |
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| Time Windows Customizable time windows can be selected on jobs so technician knows when to arrive |
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| Duration Is Automatically 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. |
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| Jobs Become Invoices Automatically Invoice is automatically created when job is closed if any products/services exist on the job |
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| Guided Workflows | ||
| Log Chemical Reading & Dosing Info Chemical reading and dosing data can be recorded on both one time jobs and route stops (maintenance work) |
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| Automatic Chemical Dosing If technician enters readings, dosing amounts are auto-calculated and filled in (can be changed if desired) |
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Billing |
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| Built In Billing Quickbooks Online / 3rd party program not required to perform any billing actions |
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| Create Invoices Invoices can be automatically or manually created inside the program |
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| Create Payments Payments can be automatically or manually created inside the program (check, cash, credit card, ACH) |
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| Process Refunds |
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| Set Prices By Service Level / Type With two clicks (service level & type), workflow and pricing is automatically setup for any customer based on your settings but can be changed for any custom situation |
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| Flat Rate Billing (in advance or arrears) Charge a single flat rate each month for maintenance services |
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| 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) |
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| Charge Extra For Chemicals Option to automatically include additional charges for chemicals used |
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| "Pay Now" Option On Invoices Customers can pay any invoice you send with a click & enter credit card or ACH details |
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| Auto-Create Monthly Invoices Automatically create all your monthly invoices for route stops with no manual work required |
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| 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. |
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| Retry Auto-Charge after Decline Automatically attempt to charge the same payment method for a set number of days if auto-payment is declined |
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| 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. |
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| Know When Customer Views Invoice Indicator shows when customer has viewed an invoice with date/time info |
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| Recurring Discounts Create start up specials, customer referral credits, easy pro-rating or any other discount to be automatically added to monthly invoices for a preset number of months |
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| 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 |
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| Control Tax Rates Create tax names/rates and set default for company and customer property level |
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| Set Billing Terms Per Customer Different terms (time until invoice is past due) can be changed for each customer |
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| QuickBooks Online Invoice Syncing Invoices are synced between the two programs |
auto-sync (2 way) | desktop version only |
| Quickbooks Online Payments/Refunds Syncing Payments and refunds are synced between the two programs |
auto-sync (2 way) | desktop version only |
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Products & Services |
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| Products Create and manage products to be added to quotes, jobs and invoices |
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| Services Create and manage services to be added to quotes, jobs and invoices |
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| Bundles Create bundles to group multiple products and services together with 1 click (option to hide individual prices and only display a flat rate for the bundle) |
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| Categories Create categories to organize products, services & bundles however you like |
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| Sub-Categories Create subcategories to organize products, services & bundles within multiple tiers |
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| Quickbooks Online Import for Products/Services Existing products and services in QBO can be imported into the program |
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| Quickbooks Online Syncing for Products/Services 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 |
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| Quickbooks Online Syncing for Categories When categories and subcategories are created or edited in the program, they sync to QBO and vice versa |
auto-sync (2 way) |
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Customers |
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| Import Customers via Quickbooks Online | ||
| Customer Details Notes, contacts, gate code, access info and dog info can be stored and managed |
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| Multiple Addresses Create multiple property addresses belonging to the same customer |
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| Proof of Service Emails Customizable emails are automatically sent when a route stop is completed (if enabled) |
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| 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 |
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| 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 |
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| Automatic Swim Wait Message System auto-includes a custom "wait to swim" message in proof of service email if any chemicals you specify are used on a route stop |
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| Customer Feedback Customers can leave 1 tap feedback in proof of service emails or customer portal |
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| Customer Portal Customers can login to view their past job and route stop details on demand |
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| Customer Statuses View customers by status category (active-routed, active-no route, inactive, and leads) Status is automatically assigned and tracked |
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Quickbooks Online Syncing |
auto-sync (2 way) |
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Multiple Bodies of Water |
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| Custom Names Choose a custom name for each body of water |
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| Custom Colors Choose a custom color for each body of water for easy reference |
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| Track Gallons Save gallons/volume for specific bodies of water |
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| Categorize by Type Choose a body of water type such as "pool, spa, fountain, etc" |
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| Manage Equipment Track and manage equipment settings by body of water |
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| Manage Workflows Create separate workflows per body of water for technician to complete in mobile app |
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| Individual Pricing Option to set price charged to customer by body of water (separate line items on invoice) |
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| Track Chemical Usage Chemical usage can be viewed on graphs and reports based on specific body of water |
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| Track Chemical Cost Chemicals usage and cost can be tracked by individual body of water |
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| Track Technician Pay Auto-calculate and track technician pay amounts by body of water |
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| Labels on Web Bodies of water are clearly labeled and color coded throughout the web dashboard for alerts, reports, jobs/route stop lists and more |
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| Labels in Mobile App Properties with multiple bodies are marked on main jobs list in app so techs know at a glance |
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| Tabbed Interface Bodies of water are displayed and accessed via 1 click tab interface for easy management |
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Equipment Tracking |
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| Equipment Tracking Save equipment details for any body of water using app or web |
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| Equipment Notes Save equipment notes using app or web |
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| Equipment Pictures Save equipment photos using app or web |
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| Equipment Types Select & track equipment "Types" such as cartridge, DE, Sand, Variable Speed, Single Speed, etc |
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| Equipment Icons Bar At a glance icons display the specific equipment for any body of water/property |
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| Auto-Update Workflows Job/Route Stop workflows change automatically based on the equipment selected for a body of water |
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Alerts & Issue Reporting |
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| 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. |
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| 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. You can trigger them based on service level or equipment type and choose individual priority levels. |
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| 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. |
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| Chemical Alerts Get alerted if any chemical is out of range (too high or low) by any amount you set |
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| Flow / PSI Alerts PSI at zero (pump down), PSI too high (clogging filter, deadhead, etc), PSI trending down (clogging impeller or other issue) |
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| Time Alerts Not enough time on site, too much time on site & late start |
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| Cost and Leak Alerts Chem cost too high on single visit, salt trending down / CYA trending down (leaking confirmation as they do not break down or evaporate) |
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| 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. |
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| Alert / Issue Report Emails Alerts can be emailed to one or more team members (optional) based on your settings for that alert |
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Service Levels |
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| 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. |
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| 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 |
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| 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) |
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| Guided Workflows Automatically set which items/actions are required by default 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. |
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| 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) |
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| 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) |
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| Backwashing Requirements Automatically set how often sand/DE filters should be backwashed based on service level (always customizable for each body of water) |
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| 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) |
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| 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) |
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| 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. |
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| 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 5 minutes on a "Chems Only" service level. |
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Technicians |
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| Effortless Setup 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. |
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| Issue Reports When a technician needs to report something to the office, it can be done directly from the app with notes and photos |
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| Guided Workflows Tasks 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. |
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| Technician Pay Auto-calculate "per pool" technician payroll. Set different pay levels for different techs, properties, bodies of water, service levels and types. |
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| Technician Commissions Automatically track job commission pay and sales commission pay from quote to job to invoice. |
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| Technician Scorecards Customer feedback, stats, chem use/costs, pay and trends are tracked & displayed for each tech |
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| Technician Photos Add a picture of the tech to display in job lists, route map/route cards, proof of service email and more |
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| Hide Customer Phone Numbers Choose which technicians can see customer phone numbers in app |
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| Hide Products and Services Choose which technicians can see & edit products/services on jobs in app |
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Mobile App |
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| Native App For iOS (iPhone) & Android |
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| App Works With No Cell Signal App designed so techs can complete work under any signal conditions |
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| No User Names Or Passwords App is linked to the tech after entering their phone number once. Prevents login credentials from being compromised, setup is fast & app works without signal even in all cases |
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| Unlimited Photos Take unlimited photos on any job/route stop |
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| Create & Send Quotes (Estimates) Create and send quotes directly from the app. Include title, line items, labels, photos and more |
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| Issue Reports When a technician needs to report something to the office, it can be done directly from the app with notes and photos |
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| View All Jobs & Route Stops On Map |
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| Optimize Driving Order 1 tap auto-optimization to rearrange order of stops for the day |
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| Prevent Technician From Changing Order If desired, 1 click will lockout a technician from being able to change the route order in app |
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| Save Chemical Readings |
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| Save Chemical Dosings |
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| Chemical Reading / Dosing History Graph View chem reading & dosing history on a graph for each body of water for any date range you want |
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| Chemical Auto-Dosing After readings are entered, chemical dosing amounts are auto-filled into the proper fields |
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| Dosing Entries Can't Be Forgotten or Skipped 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). |
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| Chemical Readings Can't Be Forgotten or Skipped Technician must enter whichever readings are set to be required for any body of water on that visit |
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| 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. |
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| Checklist Items Can't Be Skipped, Forgotten or Cheated If tech skips/forgets a required item, app forces them to complete the item or send a message to the office on why they can't complete it. Option to require tech to take a new photo proving item was completed. |
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| Technician Must Start Job To Complete Work When tech arrives at property, they must start the job/route stop before they can complete any work. This ensures start/finish times are always accurate. (if tech can't access property, they can mark it as "no access" in one tap) |
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| Gallonage Calculator Built in calculator guides tech on which measurements to enter and then auto-calculates and saves gallonage to the account |
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Reports |
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| Company Activity Dashboard Overview of jobs, quotes, invoices, payments, chemical costs/use, active customers, properties serviced, technician pay and route profit breakdown stats with drill down to manageable lists and Excel reports |
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| Customer Report | ||
| Jobs Report | ||
| Quotes Report |
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| Invoice Report |
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| Payment Report |
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| Technician Pay - Per Route Stop Report | ||
| Technician Pay - Commission Report (Jobs & Sales) | ||
| Technician Time Report | ||
| Chemical Usage & Costs Report | ||
| Chemical Pricing Report | ||
| 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. |
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| Interactive Graphs & Charts Enables your team to identify cause and effect at a glance and navigate easily |
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| 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 |
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| User Activity Logs See timestamped activity for actions taken by users in web dashboard |
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Integrations |
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| 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 | desktop version only |
| 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. |
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| LaMotte Spin Touch® Send chemistry readings from Spin Touch to Pool Brain app in one tap and know if technicians change anything. |
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| WaterGuru Ability to connect a WaterGuru device and automatically receive remotely monitored data directly in the platform. |
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| Heritage Pool Supply Product costs are auto-updated nightly if your cost with Heritage changes. Product price will also auto-update based on the markup % you have set. Additional integration features in-progress. |
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| Open API Extensive API that enables any company to query their data and create their own integrations if they choose. |
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Getting Started, Support & Experience |
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| Free Onboarding & Customer Support | ||
| Startup Trial Or Special | 30 day free trial | 30 day free trial |
| Price Comparison Based on 3 technicians servicing 80 pools a month each use pricing calculator |
$175 / mo (active tech pricing) |
$40 / mo (active user pricing) |
| Combined Pool Company Management Experience (number of years) Based on full time employees that have owned or managed a pool company |
55+ years | 0 years |