Questions to Ask Before Buying Pool Service Software
Choosing pool service software is one of the most important decisions you will make for your business. The right software can save you hours each week, help you capture more leads, and make your operations run smoother. The wrong choice can cost you thousands in wasted subscription fees, lost productivity, and the pain of switching platforms later.
The problem is that most pool service software companies make big promises on their websites, but the reality often does not match the marketing. Hidden fees, long-term contracts, missing features, and poor support can turn what seemed like a good deal into a costly mistake.
This guide provides the essential questions you should ask any software vendor before committing. By getting clear answers upfront, you can avoid surprises and choose software that truly fits your business needs.
Pricing Questions
Pricing is often more complicated than the number you see on the website. Many pool service software companies advertise low starting prices but charge extra for features you actually need. Ask these questions to understand the true cost.
What is the total monthly cost for my business size?
Get a specific quote based on your number of pools, technicians, and routes. Some software charges per pool, others per user, and some have flat monthly fees. A $49/month plan might cost $200/month once you add your actual pool count. Ask for the all-in price, not just the starting tier.
Are there setup fees or onboarding costs?
Some platforms charge hundreds or even thousands for initial setup, data migration, or training. Others include onboarding free. Ask specifically about implementation fees, data import costs, and whether training is included or extra.
What happens if I need to cancel?
Understand the cancellation process before you sign up. Can you cancel anytime, or are there penalties? Will you lose access to your data immediately? Some vendors make it difficult to leave by holding your customer data hostage or requiring written notice weeks in advance.
Do prices increase after the first year?
Many software companies offer promotional pricing that jumps significantly after year one. Ask if the quoted price is locked in or if you should expect increases. Get any pricing guarantees in writing.
Is there a free trial?
A legitimate free trial lets you test the software with your actual workflow before committing money. Be wary of trials that require credit card information or auto-convert to paid plans. The best trials give you full access for 14-30 days with no payment required.
Feature Questions
Not all pool service software is created equal. Some platforms are built specifically for the pool industry while others are generic field service tools. Make sure the software has the features your pool business actually needs.
Does it have chemical tracking and dosage calculators?
Pool-specific software should help you track chemical readings and calculate proper dosages. Generic field service platforms often lack this functionality, forcing you to use separate apps or spreadsheets. Ask to see the chemical tracking features in a demo.
Is route optimization included or extra?
Route optimization can save significant time and fuel costs, but some platforms charge extra for this feature or only include it in higher-priced tiers. Ask if intelligent route planning is included at your price level or if it requires an upgrade.
Can customers see their service history?
Customer portals that show service history, chemical readings, and photos can reduce phone calls and build trust. Ask if customers get their own login, what they can see, and whether this feature costs extra.
Does the mobile app work offline?
Pool technicians often work in backyards with poor cell signal. If the app requires constant internet connection, your techs will struggle to log services, take photos, or access customer information. Test offline functionality yourself during any trial period.
Are both iOS and Android supported equally?
Some software companies focus development on one platform, leaving the other buggy or missing features. If your team uses both iPhone and Android devices, verify that both apps receive equal attention and updates. Check recent app store reviews for each platform.
Data and Integration Questions
Your customer data is one of your most valuable business assets. Make sure you can get your data in and out of any platform, and that it works with the other tools you use.
Can I import my existing customer data?
If you are switching from another platform or spreadsheets, you need to bring your customer information with you. Ask what formats they accept (CSV, Excel, direct import from other software), whether they help with the migration, and how long the process takes.
Can I export my data if I switch?
This is critical. Some software companies make it nearly impossible to leave by not providing data export options. Ask specifically what data you can export (customers, service history, chemical readings, photos) and in what formats. Get this in writing.
Does it integrate with QuickBooks or Xero?
If you use accounting software, you want invoices and payments to sync automatically. Ask if the integration is native or requires third-party tools like Zapier. Native integrations are usually more reliable. Also ask if there are additional fees for accounting integrations.
Does it work with water testing equipment?
Some pool software integrates with digital water testing devices from LaMotte, Taylor, or other manufacturers. This can save time by automatically logging readings. If you use or plan to use digital testing equipment, verify compatibility before buying.
Support Questions
Even the best software will have questions and issues. The quality of customer support can make or break your experience with a platform.
What kind of customer support is included?
Understand exactly what support you get with your subscription. Some companies offer unlimited support while others limit you to a certain number of tickets per month or charge for support beyond basic tiers.
Is there phone support or just email?
When something breaks during a busy service day, waiting 24-48 hours for an email response is not acceptable. Ask if phone support is available, during what hours, and whether it is included or costs extra. Live chat can be a good middle ground.
Are there training resources available?
Look for video tutorials, documentation, and ideally live training sessions. Ask if onboarding training is included, how long it takes, and whether you can get additional training for new employees later.
How long does implementation take?
Some software you can start using the same day. Others require weeks of setup and configuration. Ask for a realistic timeline from signup to fully operational, especially if you need to migrate data from another system.
Contract Questions
The terms of your agreement matter just as much as the features. Protect yourself by understanding exactly what you are agreeing to.
Is there a long-term contract required?
Some software companies lock you into annual or multi-year contracts. Others let you pay month-to-month with no commitment. Annual contracts often offer discounts, but make sure you are confident in the software before committing. Ask if monthly billing is available even if annual is cheaper.
What is the cancellation policy?
Get specifics on how to cancel, how much notice is required, and what happens to your access after cancellation. Some contracts auto-renew and require 30-60 days notice to cancel. Know these terms before you need them.
Do I own my data?
This should be a yes. Your customer information, service history, and business data should belong to you, not the software company. Ask specifically about data ownership and get it confirmed in writing. Be wary of any company that is vague about this.
We believe in transparency. Here is how PoolDial handles the questions we recommend you ask every vendor.
Simple Per-Pool Pricing
$2/pool/month. No setup fees, no hidden charges. Price stays the same year after year.
No Contracts
Cancel anytime with no penalties. Monthly billing, no annual commitment required.
Your Data is Yours
Full data export anytime. We help you import and will help you export if you ever leave.
AI Receptionist Included
24/7 call answering at no extra cost. Captures leads while you service pools.
Full Offline Support
iOS and Android apps work offline. Sync when you have signal again.
Route Optimization Included
Smart route planning at the base price. No premium tier required.
Software Evaluation Checklist
Use this checklist when evaluating any pool service software. Print it out or save it for reference during demos and trials.
Pricing & Contracts
- Got total monthly cost for my pool count
- Confirmed no hidden setup fees
- Understand cancellation policy
- Asked about price increases after year one
- Know contract length requirements
- Tested free trial (no credit card)
Features & Functionality
- Chemical tracking and dosage calculators
- Route optimization included
- Customer portal for service history
- Mobile app works offline
- Both iOS and Android work well
- Invoicing and payment processing
Data & Integrations
- Can import my existing customer data
- Can export all data if I leave
- QuickBooks/Xero integration available
- Water testing equipment compatible
- I own my data (confirmed in writing)
Support & Implementation
- Phone support available (not just email)
- Training resources and videos
- Onboarding assistance included
- Know implementation timeline
- Support hours work for my schedule
Frequently Asked Questions
How long should I trial software before buying?
Aim for at least 2 weeks of active use during your trial. Test the software during actual work days, not just when you have free time. Make sure to try the mobile app in the field, process a few invoices, and test any integrations you need. If a trial is too short to properly evaluate, ask if they can extend it.
Should I choose pool-specific software or general field service tools?
Pool-specific software like PoolDial is usually better for dedicated pool service businesses because it includes features like chemical tracking, water test logging, and pool equipment databases out of the box. General field service tools like Jobber or Housecall Pro can work but require more setup and may lack pool-specific functionality. If you only do pool service, go pool-specific.
Is per-pool pricing or flat monthly pricing better?
It depends on your route size. Per-pool pricing ($1-2/pool/month) favors larger operations with many pools. Flat monthly pricing ($49-99/month) can be better for smaller routes. Do the math with your actual pool count. A 30-pool route at $2/pool costs $60/month, which might be cheaper than a $99 flat rate.
What if the software does not have a feature I need?
Ask about their product roadmap and whether the feature is planned. Some companies are responsive to feature requests while others have rigid development plans. Also ask if there are workarounds or integrations that can provide the functionality you need. Do not buy software expecting a promised future feature.
How do I switch from my current software?
First, export all your data from your current platform. Then work with the new software's support team to import your customer information, service history, and routes. Most migrations take 1-2 weeks. Run both systems in parallel for a short period to make sure nothing is lost. Ask your new vendor about migration assistance before signing up.