Bill the plan. Bill the extra work. Never confuse the two.
Pool billing has a shape most invoicing tools get wrong: a predictable monthly service charge, plus unpredictable approved work, for the same customer, in the same month. POOLIO models them separately and collects on both.
- Recurring service plans generate monthly invoices automatically
- Autopay charges a saved card when the invoice is created
- Approved extra work bills separately with its approval attached
- Aging buckets, statements, and a scheduled follow-up loop
Billing engine
How money moves through POOLIO
- Step 1
The plan defines the charge
Amount, cadence, and inclusions live on the customer's service plan. The invoice for a period is generated from it, once, deterministically.
- Step 2
Completed work adds to it
Approved repairs and change orders bill from captured labor and parts. Completed-not-billed work sits in a queue until someone bills it.
- Step 3
Customers pay by link
Every invoice carries a tokenized payment page. Card payments run through Stripe and reconcile back to the invoice automatically.
- Step 4
Autopay runs off-session
Enrolled customers have a saved payment method charged when the monthly invoice is generated, with deterministic idempotency so a retry cannot double-charge.
- Step 5
Failures are recoverable
Declines are recorded with attempt history and resolved through an owner-controlled retry, not a silent automatic loop.
- Step 6
Past due gets worked
Aging buckets, a collections view, and a follow-up loop that sends reminders on a cadence with the payment link included.
Operational outcomes
What tightens up
Predictable monthly revenue
Service invoices generate on schedule instead of depending on someone's first-of-the-month ritual.
Extra work actually billed
Approved and completed work appears in a billing queue with the labor and parts already captured.
Shorter aging
Reminders go out on a schedule with a payment link, in the owner's voice, without a nightly chore.
POOLIO organizes the work and the follow-up. Results depend on your pricing, your route, and how your team uses the system — POOLIO does not guarantee revenue outcomes.
Who it is for
Billing situations POOLIO handles
Flat monthly plus chemicals
A recurring plan for the service and separate billable items for anything beyond it.
Repairs mid-month
A repair invoice with the customer's approval attached, independent of the service charge.
Customers who never update their card
Declines surface with attempt history and an owner-controlled retry path.
Property managers wanting a summary
Read-only statements covering invoices, payments, and balance.
Buyer checklist
Billing checklist
- Is recurring billing separate from card-on-file autopay?
- Can the same period be billed twice by accident?
- Does approved extra work bill with its approval attached?
- Are declined autopay charges retried only with owner approval?
- Are test and live payment modes strictly isolated?
- Is there an aging view and an automatic reminder cadence?
FAQ
Frequently asked questions
How does recurring monthly billing work in POOLIO?
Each customer on recurring service has a service plan that defines the amount and cadence. POOLIO generates the monthly service invoice for the period on schedule, and an admin can generate a due invoice early when needed. Generation is idempotent, so a period cannot be double-billed.
Is autopay the same thing as a subscription?
No, and POOLIO keeps them separate deliberately. The recurring plan decides what to bill; autopay is a saved payment method that gets charged when the invoice exists. That separation is what lets monthly service and approved extra work stay distinct instead of being fused into one subscription charge.
What happens when an autopay charge fails?
The failure is recorded against the invoice with the attempt history, the invoice stays unpaid, and the owner gets a controlled retry rather than an automatic loop. Recovery actions are owner-initiated and mode-aware so live and test payments never mix.
How does past-due follow-up work?
Unpaid invoices fall into aging buckets and enter a follow-up loop that sends reminders on a schedule with your payment link attached, in your own voice, over email or text. The job runs daily and is idempotent, so a customer does not get the same reminder twice.
Can customers see a statement of everything they owe?
Yes. POOLIO produces read-only customer statements accessible from a tokenized link, summarizing invoices, payments, and outstanding balance.
Model your billing in the demo
Bring your plan pricing and a recent repair. We will show both billed correctly, side by side.