01Customers — profiles, tags & bulk actions
The customer profile
Open any customer from the 👥 Customers tab. Their profile is the hub for everything about that account:
- Contact & plan — name, address, phone, email, service plan (their monthly price), route day, gate code.
- Pool profile — shape, dimensions or exact volume, pool type, salt system, spa. Volume drives the dosing calculator, so fill it in.
- Equipment inventory — pump, filter, heater, salt cell, cleaner, lights, with install dates and warranty expirations.
- Customer notes — permanent notes every tech sees: gate codes, dog warnings, access quirks.
- History — invoices, visits, chemistry trends (last 12 visits), work orders, and repair quotes for this customer.
Bulk actions
On the Customers tab, use the checkboxes (or Select all) and act on many at once:
- 👤 Assign Tech — move a group of customers to a tech.
- 📅 Change Route Day — reshuffle schedules in one move.
- 🧾 Send Invoice — bill everyone selected; leave the amount blank to bill each their own plan price.
- ⭐ Send Review Request — email a review ask to happy customers.
- 🏷️ Add Tag — label groups (e.g., Saltwater, Commercial, VIP) for filtering later.
Customer portal access
Give a customer their portal login from their profile: send an email invite (they set their own password) or set a temporary password and share it directly. There's also a one-tap Send Portal Invites to All Customers in Admin for onboarding your whole book at once.
02Routes — scheduling, optimizing & the live map
- Assign stops — each customer gets a tech, a route day, and a stop order (Admin → Assign Customer to Tech, or bulk actions).
- Techs see their day — the Route tab shows their stops in order on a map with progress counters and an estimated finish time.
- 🧭 Optimize — one tap reorders the day's stops for the shortest total drive.
- Copy This Week's Routes — duplicates the current week's schedule to next week so recurring weeks take zero effort.
- 🗺️ Live Routes Today — your dispatch map. Every active tech appears as a moving marker (blue for service techs, orange for repair techs), with their current stop and last update time. Markers gray out if a tech hasn't updated in 15+ minutes. Techs control sharing with the GPS pill in their header; it's on during work hours by default.
- Route completion alerts — get notified as techs finish their days; skipped stops arrive with the tech's reason.
03Invoicing & billing customers
Ways an invoice gets created
- Manually — Admin → Create Invoice, or from a customer profile. Monthly Service auto-fills their plan price; One-Time Charge is freeform.
- In bulk — select customers → Send Invoice. Blank amount = each billed their own plan.
- From a visit — auto-invoice can fill the seasonal price when a tech completes a stop.
- From a repair — completing a repair job generates the invoice with any deposit already subtracted.
Getting paid
- Invoices email to the customer under your brand with a Pay Now link.
- Customers can pay in full, pay a custom/partial amount, pay by card or bank transfer (ACH), or turn on AutoPay so their saved card or bank account is charged monthly.
- Paid invoices mark themselves automatically and notify you. For cash or check, use Mark Paid on the invoice and record the method.
- Deleting an invoice asks for confirmation — and warns you if it was already paid.
04Online payments (Stripe Connect)
Online payments run on Stripe, the same processor behind millions of businesses. You connect your own Stripe account once; after that, money flows directly to you.
Setup
- Account portal → Accept Customer Invoice Payments → Connect Stripe Account.
- Complete Stripe's onboarding: business details, identity, bank account. Choose Individual or Company to match how you file taxes — LLCs should choose Company and use their EIN so tax forms (like the 1099-K) report against the business.
- Finish until the card shows Connected. Partially finished onboarding still can't take payments — complete every requirement Stripe lists.
What your customers see
- Connected: a full payment sheet — card, Apple Pay, Google Pay — on every invoice, quote deposit, and their portal balance.
- Not connected yet: a polite note that online payment isn't available and to pay you directly, with your phone and email shown. Nothing breaks; you mark those invoices paid manually.
The money
| Question | Answer |
|---|
| Where does it go? | Straight to your Stripe account, then your bank on Stripe's payout schedule. |
| How fast? | First payout ~1 week (standard for new Stripe accounts), then a rolling daily/2-day cycle. |
| What do I keep? | 99%. AquaFlow Pro retains 1% per transaction, and Stripe's standard card fee applies as with any processor. |
| Where do I see it? | Stripe emails you a login to your own Stripe dashboard — every charge and payout is there, plus a link from your Account page. |
05Repair quotes & the price book
Set up your price book once
Account portal → Price Book. Load the default repair items (pump motors, salt cells, labor rates and more) with one tap, then adjust prices or add your own. Every quote pulls from here so pricing stays consistent across your whole team.
The quote lifecycle
- A problem is found. A tech taps Report Issue from a route stop (or a repair tech files a New Report) with photos and a description. You're notified.
- You build the quote. Customer profile → + New Repair Quote: title, description, photos, line items from the price book (or custom rows), optional tax, an optional deposit percentage, an assigned tech, and a valid-until date.
- Send to Customer. They receive a branded email with the problem, photos, itemized pricing, and Approve / Decline buttons — no app or login needed.
- They approve. A simple web page collects a typed signature and, if you required one, the deposit by card. You're notified the moment it happens.
- Convert to Work Order. One tap schedules the job and assigns a tech. The button changes to View Work Order so you can't double-create.
- Job completed → invoice. The final invoice generates automatically with the deposit already subtracted, and the customer gets a completion email.
Built-in follow-upIf a customer hasn't responded after 3 days, the app sends one polite reminder automatically. Quotes past their valid-until date mark themselves expired.
06Work orders & recurring maintenance
- Types — parts request, repair, estimate, commercial check-in, pool opening/closing, and more.
- Scheduling — assign a tech, date, time window, and priority. It appears on their board immediately.
- Recurring — set filter cleans every 90 days, equipment inspections every 180, annual openings/closings, or a custom interval. Completing one automatically schedules the next.
- Notes, two kinds — internal notes (team only) and customer-visible notes.
- Statuses — Scheduled → In Progress → Completed, plus Waiting for Parts and Cancelled. Filter the board by any of them.
07Customer service requests (online booking)
Customers can request service from their portal — service type, preferred date, time window, and notes. Each request lands in your Service Requests inbox (with a pending-count badge) and pings your notification bell and email.
- Schedule — pick a tech and date; a work order is created, the request links to it, and the customer gets a confirmation email.
- Decline — optionally give a reason; the customer is emailed politely.
- Customers see their request history with Pending / Scheduled / Declined status in their portal.
08Team — techs, roles & pay
| Role | What they see |
|---|
| Owner / Admin | Everything — all tabs plus the Admin section and account portal. |
| Service Technician | Their route, visit logging, chemistry tools, messages, calendar, parts requests, earnings. No admin access. |
| 🔧 Repair Technician | A dedicated orange-themed mode: assigned repair jobs, their quotes, field reports, and a 14-day schedule. No routes or chemistry duties. |
| Customer | Their own portal only — their pool, invoices, messages. |
Create logins in Admin → 👥 Create Login. Set a commission rate per tech if they sell. Pay structures (hourly or per-job/per-stop) feed the payroll report. Techs appear in your team roster with role badges — wrench for repair techs.
09Commissions
Reward techs for selling repairs and upsells. Three layers of rates, most specific wins:
- Category defaults — e.g., Equipment 10%, Labor 15%, Chemicals 5%, Parts 8%.
- Item overrides — a specific price-book item can carry its own rate.
- Tech overrides — a specific tech can earn a different rate per category.
- Earning — when a customer approves a quote, commission is calculated per line item for the assigned tech. Techs can also flag an upsell during a route visit to earn on that sale.
- Tracking — the Commissions view shows monthly totals, pending vs. paid, and a per-tech breakdown with a full log and CSV export.
- Paying out — Mark as Paid per tech settles their pending balance and notifies them. Techs see their own earnings card (this month / pending / paid) in their app.
10Expenses & profit / loss
- Log anything — fuel, chemicals, parts, labor, equipment, insurance, marketing, office, other. Attach a tech, customer, or work order when relevant.
- Quick log from the field — after saving a visit, techs get a one-tap expense prompt (⛽ 🧪 🔩 📝) for costs at that stop.
- Chemical costs are automatic — every chemical logged on a visit is costed from your inventory's cost-per-unit and rolled into the numbers, including a per-customer chemical cost report that flags unprofitable accounts.
- P&L — pick any month: revenue from paid invoices (by plan), expenses by category (with visit chemicals layered in), net profit, margin, and the change vs. last month.
- Monthly summary email — on the 1st, you get last month's P&L in your inbox automatically.
- Export — CSV for your accountant, filtered however you like.
11Chemical inventory & parts requests
- 🧴 Chemical Inventory — track each chemical's quantity, unit, cost per unit (this powers cost tracking everywhere), and a low-stock threshold. Export CSV.
- 📦 Parts & Items Requests — techs request parts from the field with quantity, priority, and notes; you approve or reject and they're notified. Counters show pending, approved this week, and monthly volume.
12Daily tech checklists
Build a checklist of items a tech should load or tasks to do before their route — chemicals, parts, equipment, custom tasks, optionally tied to a specific customer. Send to one tech or all, save as reusable templates, and watch check-off progress in real time. History keeps prior days.
13Reports, analytics & emails to customers
- Analytics dashboard (account portal) — revenue, tech performance, overdue invoices, chemical usage.
- Visit logs — every visit across the company with photos and chemistry, exportable to CSV.
- Payroll report — per-stop pay computed from completed visits.
- Chemical usage & dosage-by-tech reports — monthly, exportable.
- Accounting report — monthly invoice/payment summary with status filters and CSV.
- Service report email — sent to the customer automatically after every completed visit: readings, chemicals added, services done, before/after photos, and a star-rating row.
- 📊 Monthly pool health reports — one tap sends every customer a branded monthly chemistry summary: grade, consistency score, chemicals used, next service.
- PDF service report — generate a polished PDF for any customer from their profile.
14Ratings & review protection
Every service report email includes a one-tap star row. What happens next depends on the score:
- 4–5 stars — the customer is invited straight to your Google review page. Happy customers become public reviews.
- 1–3 stars — the customer sees a thank-you and you get a private low-rating alert. Problems come to you first — not to Google.
Ratings from the email and the portal both feed your analytics.
15Broadcast messages
Message all customers (or a selected group) at once — weather delays, holiday schedules, price updates. Preview before sending, send now or schedule for later.
16Branding & your customer-facing app
- Logo & color — set once (see Getting Started); everything your customers touch carries your brand.
- Your branded link — share
getaquaflowpro.com/?company=your-company; the sign-in page shows your logo, name, and tagline.
- Install like an app — customers and techs can add it to their home screen; the icon and loading screen are yours.
- AquaFlow Pro never appears in emails to your customers — every message is from your company name.
17QuickBooks sync
Status: final certification with Intuit. The integration is built and will switch on for your account automatically once certification completes — no update or reinstall needed.
What it does when live: one Sync Now pushes your customers, invoices, and payments into QuickBooks Online so your books stay reconciled without double entry. It reads and writes only those records — no payroll, bank feeds, or anything else — and you can disconnect at any time, which revokes access on Intuit's side too.
18Your subscription, plans & trial
| Plan | Monthly | Annual | Limits |
|---|
| Solo | $79 | $790 | 30 pools · 1 tech |
| Professional | $199 | $1,990 | 200 pools · 8 techs |
| Business | $389 | $3,890 | 500 pools · 20 techs |
| Enterprise | Custom quote | Unlimited |
- Trial — 14 days of full access. Your card is saved at signup but not charged until day 14. Cancel anytime before then and you pay nothing. We remind you at 7 days, 3 days, and 1 day before it ends.
- Change plans — Account portal → Subscription. Upgrades/downgrades on an active subscription prorate automatically.
- Cancel — Account portal → Subscription → Cancel. Paid subscriptions keep access until the end of the billing period. Your data stays securely stored and is waiting if you reactivate.
- Reactivate — sign back in any time; pick a plan and you're running again in a minute.