What Changed?
Previously, all upcoming billing lived on a single tabbed page. As your business grows and you manage both one-off work orders and recurring maintenance, that combined view gets cluttered. We have split it into two dedicated pages: one for work order billing and one for maintenance billing, each designed for the specific workflow it supports.
This update was one of the most common requests from pool service companies running more than 40 accounts. Owners told us they were spending too much time each week scanning a mixed list of charges just to figure out which work orders needed invoicing and which maintenance visits were still unbilled. The new layout eliminates that friction entirely.
The new pages are available now under Invoices in your sidebar navigation. Any bookmarks to the old Upcoming Billing page will automatically redirect.
Work Order Billing Page
The new Work Order Billing page shows all completed work orders that are ready to be invoiced. This is your focused view for one-off jobs: repairs, equipment installations, green-to-cleans, and any other work order that has been completed but not yet billed.
What You See at a Glance
- Completed work orders sorted by completion date.
- Customer name, service location, and job details for each work order.
- Total amount for each work order ready to invoice.
- Quick action to create an invoice directly from any work order.
- Filtering by technician so you can review completed work by crew member.
- A running total of all uninvoiced work order revenue at the top of the page.
This page answers the question every pool service owner asks at the end of the week: "What completed work have I not billed yet?" Instead of scanning through a combined list of work orders and maintenance charges, you see only the one-off jobs that need invoicing.
Ideal for End-of-Week Billing Runs
Many pool service companies batch their invoicing on a specific day, typically Friday afternoon or Monday morning. The dedicated work order billing page is built for that workflow. You open the page, see every completed job that has not been billed, and work through the list from top to bottom. There is no need to toggle between tabs or mentally filter out recurring maintenance charges while you are trying to invoice a pump replacement or a green-to-clean.
For companies that sync invoices to QuickBooks, this focused view also reduces the risk of accidentally skipping a completed job. According to the National Federation of Independent Business, late or missed invoicing is one of the top three cash flow problems for small service businesses. A dedicated page that surfaces every unbilled work order makes it significantly harder for revenue to slip through the cracks.
Maintenance Billing Page
The new Maintenance Billing page gives you a unified view of your recurring maintenance billing. It combines pending charges from completed maintenance visits with your monthly billing forecast so you can see the full picture of your maintenance revenue in one place.
Key Features
- Pending maintenance charges from completed visits that have not been invoiced.
- Monthly billing forecast showing scheduled maintenance revenue.
- A billing status column so you can quickly see what has been billed, what is pending, and what is coming up.
- Accurate server-calculated totals that reflect your full maintenance billing regardless of how much data you have scrolled through.
- Grouped views by customer or by route, so you can invoice in whichever order matches your workflow.
- Clear separation of charges that are ready to bill today versus charges that are still accumulating for the current billing period.
For pool service companies running 50 or more recurring maintenance accounts, this page provides the clarity you need to ensure nothing slips through the cracks. The combined view of actual charges and forecasted billing helps you plan cash flow and catch any maintenance visits that were completed but not yet invoiced.
Forecasting and Cash Flow Planning
Recurring maintenance is the financial backbone of most pool service companies, often representing 60 to 80 percent of total monthly revenue. Having a dedicated page that shows both what has been earned and what is projected for the rest of the month gives owners a real-time pulse on their recurring revenue. If a customer pauses service or a route changes, the forecast updates automatically so you always know where you stand.
This is especially useful at the beginning of each month when you are reviewing expected revenue against fixed expenses like payroll, chemical costs, and vehicle payments. Rather than exporting data to a spreadsheet, the maintenance billing page gives you that number directly.
Automatic Redirects from Old Pages
If you had bookmarked the old Upcoming Billing or Uninvoiced Work Orders pages, they will automatically redirect to the new Work Order Billing page. No broken links or dead ends. The new pages are also available in the sidebar navigation and through the Cmd+K command palette.
We know that many pool service owners have trained their team on specific workflows and bookmarked key pages in their browser. Changing URLs without redirects would break those habits. Every old billing URL now maps to the correct new page, so your existing workflow does not skip a beat.
Why We Made This Change
Work orders and maintenance billing have fundamentally different workflows. Work orders are one-time events that need to be invoiced after completion. Maintenance billing is recurring and often monthly, requiring a forecast view alongside completed charges.
Combining them on a single page forced you to mentally separate two different billing workflows. By splitting them into dedicated pages, each view is optimized for its specific use case. The work order page focuses on getting completed jobs invoiced quickly. The maintenance page focuses on giving you a clear picture of your recurring revenue.
This is especially valuable as your business scales. A company with 200 maintenance accounts and 30 active work orders needs to manage these billing streams differently, and now the software reflects that.
How Separated Billing Helps Your Business
Splitting work order and maintenance billing into separate views is not just a UI improvement. It has direct, measurable benefits for how pool service companies manage their finances. Here is why it matters.
Clarity for Owners
When work orders and maintenance charges are on the same screen, owners have to do extra mental work to figure out what type of revenue they are looking at. A $150 line item could be a monthly maintenance charge or a filter clean work order. Dedicated pages remove that ambiguity entirely. You know that everything on the work order billing page is a one-time job, and everything on the maintenance billing page is recurring revenue. This makes weekly billing reviews faster and less error-prone.
Easier Bookkeeping and Tax Preparation
Many pool service accountants and bookkeepers prefer to categorize work order income separately from recurring maintenance income. Work order revenue is variable and project-based, while maintenance revenue is predictable and recurring. Keeping these streams visually separated in your billing software makes it easier to reconcile with your accounting system. If you use QuickBooks or another accounting tool, having a clear view of each revenue type simplifies monthly reconciliation and reduces the chance of miscategorized transactions.
82%
of small service businesses report that separating revenue by type improves financial reporting accuracy
Source: SCORE Association, 2024
Faster Dispute Resolution
When a customer questions a charge on their invoice, the first thing you need to do is determine whether the charge relates to a one-off work order or a recurring maintenance visit. With separate billing pages, you can go directly to the right page, find the charge, and pull up the associated work order details or maintenance visit log. This cuts the time it takes to resolve billing disputes from minutes down to seconds.
This is particularly important for commercial accounts where property managers may need detailed breakdowns by service type. Having a dedicated view for each billing category means you can quickly generate or reference the exact information the customer is asking about without wading through unrelated charges.
Reduced Billing Errors
Billing mistakes cost small businesses both money and trust. According to a 2023 QuickBooks survey, 55 percent of small business owners have sent an incorrect invoice at least once. The most common cause is not a math error but a categorization error, such as billing the wrong service type or missing a completed job entirely. Dedicated billing views reduce this risk because each page presents a focused, purpose-built list. You invoice work orders from the work order page and maintenance from the maintenance page. There is no opportunity to accidentally mix them up.
Where to Find the New Pages
Both pages are accessible from multiple entry points in the dashboard:
- Sidebar navigation - Under the Invoices section, you will see "Work Orders" and "Maintenance" as separate links.
- Command palette - Press Cmd+K (or Ctrl+K on Windows) and search for "Work Order Billing" or "Maintenance Billing."
- Dashboard overview - The billing summary cards on the owner dashboard link directly to the relevant billing page.
We intentionally made the new pages available in every navigation path so that whether you navigate by clicking, searching, or using keyboard shortcuts, you end up in the right place without extra steps.
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Try Pool Founder free for 30 daysFrequently Asked Questions
Will my old Upcoming Billing bookmarks still work?
Yes. Any links to the old Upcoming Billing or Uninvoiced Work Orders pages automatically redirect to the new Work Order Billing page. Nothing breaks. Your team can continue using their existing bookmarks without any changes.
Can I still see work orders and maintenance billing on one page?
The two views are now separate pages optimized for their specific workflows. You can quickly switch between them using the sidebar links or the Cmd+K command palette. Most owners find the separated view saves time because they no longer have to mentally filter between billing types.
Are the billing totals on the maintenance page accurate if I have a lot of accounts?
Yes. The maintenance billing totals are calculated on the server, so they reflect your complete billing picture regardless of how much data has loaded on screen. This was a specific improvement we made alongside the page split. Even if you have 300 or more maintenance accounts, the totals are accurate and update in real time.
Does this change affect how invoices are created?
No. The invoice creation process is exactly the same. The only change is how you browse and find work that needs to be invoiced. The dedicated pages make it faster to identify unbilled work for each billing type.
How does this help with my QuickBooks integration?
If you sync invoices to QuickBooks, the separated billing views make it easier to ensure work order invoices and maintenance invoices are categorized correctly before they sync. Since each page only shows one type of billing, you can review and invoice in batches by category, which aligns with how most accountants prefer to see income categorized in their chart of accounts.
Will the maintenance billing page show future projected revenue?
Yes. The maintenance billing page includes a monthly billing forecast alongside your actual pending charges. This lets you see both what you have already earned from completed visits and what is scheduled for the rest of the billing period, giving you a complete picture of your recurring revenue for the month.
Can my office manager or bookkeeper use these pages without full admin access?
Yes. Both billing pages respect your existing role-based permissions. Any team member with billing access can view and create invoices from either page. You do not need to update any permissions after this change.