Invoices built from the work, paid from a text.
An invoice should be a byproduct of work already recorded, not a form someone retypes at night. In POOLIO the service plan, the completed work order, the parts used, and the approved change order all feed the invoice — and the customer pays it from a link.
- Line items sourced from plans, labor, parts, and approvals
- Tokenized payment page for card payment
- Automatic Stripe reconciliation with a deterministic return path
- Duplicate prevention on generated and reconciled invoices
Invoice lifecycle
From completed work to reconciled payment
- Step 1
Assemble
Monthly service comes from the plan; repair work comes from captured labor, parts, and approved change orders. Pricebook items fill anything else.
- Step 2
Review and adjust
Admins can edit an unpaid invoice before it goes out, with the underlying work still linked to each line.
- Step 3
Send
The customer receives a tokenized invoice link by text or email from your company identity, with the balance and pay button front and center.
- Step 4
Collect safely
Payments run through Stripe with strict separation between test and live modes, and idempotency keys that make a retried request safe.
- Step 5
Reconcile
A signed webhook plus a deterministic success path mark the invoice paid, so a customer who paid never sees an unpaid balance.
- Step 6
Audit
Attempt history, payment records, and statements give the office a trail when a customer questions a charge.
Operational outcomes
Where the time goes back
No end-of-month invoicing night
Recurring invoices generate on schedule; repair invoices are assembled from work already captured.
Faster payment
A payment link in a text removes the check-in-the-mail delay for most residential customers.
No phantom unpaid invoices
Reconciliation is deterministic rather than dependent on the customer landing back on a success page.
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
Invoice types pool companies send
Monthly service
Same amount, same day, generated from the plan without human involvement.
Repair and equipment
Labor plus parts, with the customer's approval and the work order attached.
One-time cleans
Green pool recovery or a single visit billed on its own, with pricebook items.
Adjustments
Corrections handled without breaking the payment record or the accounting sync.
Buyer checklist
Invoicing checklist
- Do invoice lines trace back to recorded work?
- Can customers pay by card from a link on their phone?
- Does the invoice mark itself paid without manual matching?
- Are duplicate invoices for the same work prevented?
- Can unpaid invoices be corrected by an admin?
- Do invoices and payments reach your accounting system?
FAQ
Frequently asked questions
How do customers pay a POOLIO invoice?
Each invoice has a tokenized payment page the customer can open from a text or email. Card payments run through Stripe, and the payment reconciles back to the invoice through a signed webhook plus a deterministic server-side return path, so the invoice does not stay marked unpaid after a successful charge.
Can I edit an invoice after sending it?
Admins can edit unpaid invoices. Paid invoices are not silently rewritten; corrections are handled so the payment record and the invoice stay consistent.
Where do invoice line items come from?
From real work: the recurring service plan for monthly service, and captured labor, parts, and approved change orders for repair work. Line items can also be added manually from the pricebook.
Does POOLIO prevent duplicate invoices for the same work?
Yes. Completed work is reconciled into billing with duplicate prevention, and recurring service invoices are generated idempotently per period, so re-running a generation job does not create a second invoice.
Can invoices sync to QuickBooks Online?
Yes, through the QuickBooks integration. Invoices queue into a sync outbox, are checked for mapping readiness before sending, and payments are posted with exact-once tracking.
Send a test invoice in the demo
We will build one from a real job and show the customer's payment experience end to end.