Before you start
- Your download is a zip with two files. Double-click it to open it. Start with the one marked with examples to see how everything works, then use the blank one for your business.
- Open the file in Microsoft Excel. Using Google Sheets? Upload it to Google Drive, then open it with Google Sheets.
- Start on the Start Here tab. It has the same steps, right inside the file.
- The sample data is there so you can see how everything works. Type over it with your own when you're ready.
Here's how to set up your route once, then keep visits and billing straight in a few minutes a week.
1Set up (one time, about 10 minutes)
- Open Settings. Add your business name and check the missed-visit days.
- Open Pools. Add each pool with a unique account name, service day, frequency, monthly rate and status.
2Run the route
- Print a day from Route.
- Log each stop on Visits with readings and chemical cost.
- Log each payment on Payments.
3Check the Dashboard
- The Dashboard shows recurring revenue, money still owed and missed visits for the month on Settings.
What the messages mean
The tool watches your numbers and tells you in plain words when something needs a look. Here's every message you might see.
What to do: Get it on the schedule.
What to do: Send a reminder.
What to do: Pick it from the list.
Using Google Sheets or your phone
- To use Google Sheets, upload the file to Google Drive, then right-click it and choose Open with, then Google Sheets.
- Dropdowns, colors, and every calculation work the same in Google Sheets.
- On a phone, the Google Sheets and Excel apps work for quick changes. For setup and printing, a computer is easier.
- Want to start fresh? Type over the yellow example cells. Don't delete rows, since other tabs may be reading them.
Ready when you are
Everything above comes with our pool route and billing tracker for $14, updates included. Or get it as part of the full pool service toolkit.
Common questions
Does it send invoices?
No. It shows who owes for the month. Send invoices the way you usually do.
Quick reference from the Start Here tab
Welcome
A pool route runs on two things: every pool serviced on its day, and every account paid every month. This tracker keeps your pools, routes, visits and payments in one place, and shows who was missed and who still owes.
Where To Start
Open 'Settings'. Add your business name and check the missed-visit and reading warnings.
Open 'Pools'. Add each pool with a unique account name, its service day, frequency, monthly rate and status.
Log each service on 'Visits': date, account, readings and what the chemicals cost.
Log each payment on 'Payments'. Use 'For month' when someone pays ahead or late.
Print a day from 'Route' and take it with you.
Check the 'Dashboard' each week for missed visits and money still owed.
Which Cells To Edit
Yellow cells with blue text are yours to fill in. Italic yellow cells marked (optional) can stay empty. Gray cells calculate on their own and are locked.
Need to change a formula? In Excel go to Review, then Unprotect Sheet. In Google Sheets use Data, then Protect sheets and ranges. No password needed.
What The Results Mean
Visit status: On schedule, Missed visit (no visit within your Settings days) or No visits yet. Only Active pools are checked.
Billing status: Paid, Part paid or Unpaid for the month on Settings. Active pools are billed their monthly rate from the month they start.
Monthly recurring revenue: the monthly rates of all Active pools added up.
Average chemical cost per visit: chemical cost this month ÷ visits this month. Use it to price new pools.
How To Clear The Examples And Reuse It
Easiest: open the Blank file. Or select the yellow cells on Pools, Visits and Payments and press Delete. Keep your Settings and Lists.
Room for 300 pools, 3,000 visits and 1,500 payments. Start a new file each year, or keep going: the month on Settings picks what you see.
Good To Know
Paused vs Cancelled: both stop billing and missed-visit warnings. Paused means they'll be back, like a winter break.
Paid vs billed: billed is what Active pools owe this month. Paid counts payments for this month, using 'For month' when you fill it in.
Account names must be unique. If one client has two pools, give each its own account, like 'Hale pool' and 'Hale spa'.
Readings here are for your records. Use the Pool Chemical Dosing Calculator to work out what to add.
Share box: the "Share with other EasyWorkTools tools" box on the Dashboard lists the numbers this file gives to or gets from the other Pool Service tools. Copy them by hand. The labels match exactly, so it's clear where each one goes.
Getting Updates
Every update is free. When a new version is ready we email you, and you can download it any time.
Moving to a new version: copy the yellow cells from each sheet into the same sheets of the new file.
Using Google Sheets? Upload this file to Google Drive and open it with Google Sheets (or File, then Import, then Upload). The math works the same.
Your License
This file is licensed to one business, including everyone who works there. Please don't share, resell or post it online.
© 2026 EasyWorkTools. All rights reserved. easyworktools.com
Every tab
This file has 8 tabs, in this order:
- Start Here
- Dashboard
- Pools
- Route
- Visits
- Payments
- Lists
- Settings