The automatic after-visit email
After each completed visit, customers get an automatic service report email — photos, chemicals, notes, and water chemistry readings from the visit, each section configurable. Service report settings live at Service Reports (reached from the Email section), and every sent report shows up in the tracked Email inbox.
Configure what customers see
The Service Reports page has a toggle for each section of the report, with a live "Service Report Preview" that updates as you change them:
- Tasks completed on the visit
- Chemicals applied and quantities
- Parts used
- Water chemistry readings
- Photos
- Technician notes
- Arrival & departure times — shows when the technician arrived and left. This one is off by default.
- Portal link — a link to the customer's portal dashboard at the bottom of the report.
- "Let customers leave a tip" — the opt-in tip link (see Tips below).
These section toggles are the defaults applied to new jobs. A Branding card at the top of the page previews your logo and brand color with a "Manage branding" link — the report email carries your branding. Settings apply when you click Save Changes (the Tipping and Zelle toggles are the exception — those apply immediately).
If Pay by Zelle is turned on in Invoice Configuration, a "Show on service reports" toggle there can also put your Zelle QR code and link on report emails — see recording manual payments.
Personal message, Cc yourself, and review links
- Email Message — an Intro Message (up to 500 characters, shown at the top of every report) and a Footer Message shown above "Powered by Pool Founder".
- Copy Yourself — the "Cc me on service reports" toggle copies you on every report email sent to customers. A Cc address field appears when it's on; leave it blank to use your account email. Customers see the address in the email's Cc line.
- Review Links — add links to your review profiles and customers see buttons in their report emails prompting them to leave a review. Each link picks a platform — Google, Facebook, Yelp, Nextdoor, Thumbtack, or Other (Other takes a custom label) — plus the URL. Add as many as you like with Add Review Link.
Check or resend a report for a visit
Two paths to the same buttons:
- 1From the job: open the job's page → "Completion History". Each completed visit that had a report sent shows a "View Sent Email" button — it opens the exact email the customer received. Every visit also has a "Send Report" button to send or re-send the report.
- 2From the completion: Completed Stops → open the visit — the same "Send Report" button is on the completion detail page.
Sent report emails also appear in the Email inbox (Communication group) with delivery and open tracking, so you can confirm a customer actually received and opened their report. Customer email notifications can be toggled per customer, which controls what each customer receives.
Customer feedback
Reports can include a feedback link — a thumbs up/down the customer taps right from the email. Responses collect on the Feedback page (Customers group in the sidebar), with trends over time, so you hear about an unhappy customer before they call — see Job feedback.
Tips
- Tipping is opt-in and off by default — turn it on with the "Let customers leave a tip" toggle on the Service Reports page.
- When on, service report emails include a tip link. Tips are card-only.
- Tips are listed on the Tips page (Billing group in the sidebar), where you track them and pay them out to your technicians — see Tips and gratuities.
Frequently asked questions
Are the technician's arrival and departure times shown to customers?
Only if you turn that on — the "Arrival & departure times" toggle on the Service Reports page is off by default.
How do I know whether a report was actually emailed for a visit?
Open the job's page → Completion History. Visits that had a report sent show a "View Sent Email" button opening the exact email the customer received, and sent reports also appear in the Email inbox with delivery and open tracking.
Can customers tip in cash through the report?
No — tips through the service report link are card-only. The feature is opt-in and off by default, and tips collect on the Tips page where you pay them out to techs.