The repair pipeline, from cracked lid to cleared invoice.
Repair revenue leaks at the seams: an issue never quoted, an approval never recorded, a part never billed, a finished job never invoiced. POOLIO makes the pipeline one continuous record with a state you can look up.
- Field issues convert into estimates or work orders
- Tokenized approvals with timestamp and signature
- Work orders with parts, labor, and change orders
- Completed-not-billed queue with duplicate prevention
Pipeline
Six states, no gaps
- Step 1
Issue reported
A tech flags a problem at the stop with photos and notes. The office sees it in an alert feed the same day.
- Step 2
Estimate sent
Build the quote from the pricebook, send a tokenized link, and let follow-up handle the customers who go quiet.
- Step 3
Approved
The approval is recorded against the estimate with a timestamp, so what was authorized is never a matter of recollection.
- Step 4
Work order scheduled
Approved work becomes a work order in the unscheduled bin, then gets a tech, a date, and a duration on the dispatch board.
- Step 5
Parts and labor captured
Parts move through purchase, receiving, and installation with internal cost tracked; techs log labor in the field.
- Step 6
Billed
Completed work with authorized costs is reconciled into an invoice and paid by card link — separately from monthly service.
Operational outcomes
Where repair companies lose money — and what closes it
Requests never quoted
Missed-money workflows scan conversations for requested work that never became an estimate.
Work never invoiced
A completed-not-billed queue makes finished jobs impossible to forget quietly.
Scope creep absorbed
Change orders require their own approval before the extra cost becomes billable.
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
Repair work POOLIO is shaped for
Equipment replacement
Pumps, filters, heaters, and salt cells with parts cost, labor, and an approval trail.
Diagnostics
A short scheduled visit that produces an estimate rather than an immediate fix.
Multi-visit jobs
Work orders that stay open across visits with labor accumulating against them.
Warranty and rework
History on the body of water shows what was installed, when, and by whom.
Buyer checklist
Repair pipeline checklist
- Can a tech's field report become an estimate without retyping?
- Are approvals recorded with a timestamp you could show a customer?
- Do change orders require separate authorization?
- Are parts costs tracked separately from customer price?
- Is there a queue of completed work that has not been billed?
- Can the same work be invoiced twice by mistake?
FAQ
Frequently asked questions
How does a field issue become a repair job?
A tech reports an issue at the stop with notes and photos. It lands in the office alert feed, and from there it can be converted directly into an estimate or a work order without retyping the details or losing the photos.
How do customers approve repairs?
Estimates are sent as a tokenized approval link. The customer reviews the scope and price and approves it, and the approval is recorded with a timestamp so scope disputes have an answer.
What happens if the scope changes mid-job?
Change orders exist for exactly that. Additional work gets its own tokenized approval, and only authorized costs become billable — so a tech discovering a second failed part does not turn into an unbillable surprise or an unauthorized charge.
Does POOLIO track parts for repairs?
Yes. Parts come from an owner-scoped catalog, attach to work orders, appear on a mobile shopping list for the tech, and carry purchase, receiving, and installation states with internal cost separate from what the customer is billed.
How does completed repair work get invoiced?
Completed work orders with captured labor and parts appear in a completed-not-billed queue and are reconciled into an invoice, with duplicate prevention so the same work cannot be billed twice.
Run one repair end to end
Bring a recent repair job and we will move it through estimate, approval, work order, and invoice live.