PoolProof is pool service software for routing, scheduling and billing with AI dispatching. Plans start at $249/month billed annually with 5 users included.
Researched and fact-checked by Bartu Cavusoglu · Updated October 26, 2026
PoolProof is pool service software that combines routing, scheduling, billing, customer communication, quoting and work order management. It is sold to pool service companies and is delivered through a web application and a mobile app for field technicians.
The company positions the product around doing the work rather than only recording it. Its homepage says most software tracks what has already happened, while PoolProof tries to prevent problems before they occur through automated routing, dispatching and customer support.
PoolProof is built by The Operator Group, which says it is not venture-backed and that its team did not come from the pool service industry. It states that each feature began as a conversation with a pool service owner.
Owners set up service areas, service plans and customers. A service plan is assigned to each body of water and defines billing, required tasks and periodic maintenance, so settings do not have to be repeated for each customer. A single location can hold several bodies of water, each with its own plan.
Routes are built and optimized to reduce drive time between stops. The Digital Dispatcher then watches those routes, monitors weather, manages absences and recommends changes. Technicians complete stops in the mobile app, and progress updates appear in real time for the office.
After service, customers can receive completion emails with notes, photos and recommendations. Invoices are generated automatically for recurring services and work orders, and payments are collected when a payment method is on file.
The AI features are the Digital Dispatcher and the Service Agent. The Service Agent answers customer questions at any hour, gathers information, schedules service visits and escalates to staff when a person is needed. A shared inbox gives the whole team visibility into texts, emails and Facebook messages.
For field work, process workflows define tasks before, during or after service, with free-text, multiple-choice or yes/no responses, required photos and video capture. Reading requirements, filter PSI recording and equipment-based workflows help technicians follow the same standard at every stop. Automated chemical dosing instructions are calculated for them.
Quoting supports attachments, customer approval, management approval thresholds, discounts and pre-payment, with approved quotes converting to work orders. Email marketing adds segmented campaigns, a drag-and-drop template editor and whitelabeled sending domains. A product catalog tracks inventory per service area.
PoolProof is pool service software for routing, scheduling, billing, customer communication, quoting and work orders. It includes AI-based digital team members, such as a Digital Dispatcher and a Service Agent, to automate office tasks.
PoolProof costs $249 per month when billed annually ($2,988 per year) or $299 per month when billed monthly ($3,588 per year). Both options include 5 users, and additional users cost $50.00 per month each.
The sources do not mention a free trial or free plan. The site directs visitors to schedule a demo.
It is built for growing pool service companies that want to automate dispatching, billing and customer communication. Owners, office staff, dispatchers and technicians all have features designed for them.
The only named integration is QuickBooks, which the pricing page says syncs invoices, refunds, credits and payments. The About page lists a QuickBooks Online integration as upcoming, so confirm availability with the vendor.
Yes. The customer portal lets customers view past invoices, make payments, update credit cards and schedule services. Self-serve signup also lets new residential customers enroll and sign a contract on their own.
A shared inbox collects texts, emails and Facebook messages so the whole team can see each conversation. The Service Agent also answers questions across channels including SMS, WhatsApp and email, and hands off to staff when needed.
PoolProof is built by The Operator Group, and the site is copyrighted by PoolProof Inc. The company says it is not venture-backed and did not come from the pool service industry.