Big jobs that take weeks without losing the thread.
Pool builds, full renovations, heater-and-automation packages — anything that spans phases, crews, and weeks. Convert from an approved estimate, break it into phases with their own billing milestones, track change orders, and run it to completion without the whole thing slipping through the cracks.
No credit card required · 14-day free trial · Cancel anytime
Everything you get with Projects
Built by people who've actually run the truck. Every benefit below came from a pool service owner who asked for it.
Phased from day one
Break a rebuild into dig, plumb, plaster, start-up. Each phase has its own start date, tasks, tech, and status. You see the whole job without losing the sequence.
Approved estimate becomes a project
One click turns a signed estimate into a project with phases and line items pre-loaded. Big jobs start structured instead of as a pile of notes.
Billing milestones built in
Deposit on approval, draw on each phase, final on completion. Milestones live on the project and invoice when their phase closes. No forgetting to bill the plaster draw.
Change orders, without the paperwork
Customer wants to upgrade the automation mid-build? Add a change order, get a signature, and the contract total updates. Every change is signed and dated.
Progress you can actually show
Percent complete rolls up from phase status. When the customer asks "where are we?" you pull up one screen instead of calling the lead tech.
Tasks for the long tail
Permits, inspections, equipment orders — all the side-quests of a build live as project tasks with due dates and owners. Nothing slips because someone forgot.
Multi-crew schedule
Plumbers Monday, gunite crew Wednesday, plaster next week. Each phase drops onto the main calendar under the right crew so nobody pulls up to a site that isn't ready.
One record, start to finish
Draft → approved → in progress → completed → invoiced. Estimate, work orders, tasks, photos, change orders, invoices — all under one project number.
The difference, in plain English
Running a pool company before and after Projects.
How big jobs go sideways
- A 40-day rebuild tracked in a group text
- Forgetting to bill the plaster draw until a month later
- Change orders that never get signed, then disputed
- Customer calling for a status and you have no idea
- Permits and inspections falling through because nobody owns them
- Crews showing up on the wrong day for the wrong phase
With PoolSurf
- Every project phased, scheduled, and progress-tracked
- Billing milestones fire the invoice when each phase closes
- Change orders signed on the driveway, not lost in a text
- One screen shows the customer where the job really stands
- Tasks keep permits, inspections, and orders owned
- Crews only see the phase they're on — no wrong-day mix-ups
How it works
Three steps from "we should try this" to running it across the whole crew.
Convert or build
Promote an approved estimate to a project, or start one from scratch. Set the phases, the crew, and the billing milestones.
Run the phases
Each phase gets its own schedule, techs, tasks, and status. Change orders slot in when the scope shifts.
Close and invoice
Phase closes, milestone fires, invoice drafts. When every phase is done, the project is paid and archived.
Frequently asked questions
The stuff pool service owners usually ask about Projects.
How are projects different from work orders?
Work orders are for single-visit or short repairs. Projects are for multi-phase, multi-week builds and renovations with their own billing milestones, change orders, and crews. Same system, different pace.
Can I convert an approved estimate into a project?
One click. Line items, customer, site, and signed total all carry over. You pick how to break it into phases and you're running.
Do change orders need a new signature?
Yes. Any change order goes out with its own public link for the customer to sign. Once signed, the contract total updates and the work is authorized.
How does billing work across phases?
Set milestones on the project — deposit, per-phase draws, final. When a phase closes, its milestone is ready to invoice. You approve, it goes out.
Can I assign different techs to different phases?
Absolutely. Each phase has its own crew. Plumbers on phase one, plaster crew on phase three, automation tech on start-up. The schedule reflects who's on what, when.
Works great alongside
PoolSurf is one platform. Every feature reinforces the next.
Ready to stop drowning
in paperwork?
Join the pool companies who switched to PoolSurf and finally took their Fridays back. Fourteen days free. No credit card. Cancel anytime.
No credit card required · Free 14-day trial