Pool money comes in monthly while chemicals and gas go out every day. This tracker keeps every payment and expense together, tags costs to a job, and shows profit, chemicals as a share of income, and what to set aside for taxes.
Every step is laid out before you buy, so you can see how profit per job works with screenshots from the real file. It also works hand in hand with our pool service quote calculator.
What the Pool Service Income, Expense & Mileage Tracker does
- Income split into deposits and payments
- Expenses in pool categories like chemicals, parts and repairs, tagged to a job
- Job Costs: income, chemicals, parts, other costs and profit for up to 200 jobs
- Mileage log with an estimated deduction at your standard rate
- Dashboard for any month: income, expenses, profit, miles and chemicals % of income
- Year Summary with 12 months, expenses by category and a quarterly estimated tax helper
- Tax set-aside at the percent you choose
What's inside
9 tabs: Start Here, Dashboard, Year Summary, Job Costs, Income, Expenses, Mileage, Lists, Settings.
Who it's for
Route owners who want clean numbers every month and no surprises at tax time.
What you get
Two spreadsheet files (.xlsx): one filled with examples so you can see exactly how it works, and a blank copy ready for your business. For Microsoft Excel and Google Sheets. No macros, no subscription.
The formulas are locked, so a stray keystroke can't break them. You only type in the yellow cells.
What you need to use it
- Microsoft Excel 2010 or newer, on Windows or Mac, including Microsoft 365
- Or Google Sheets in any web browser, free with a Google account
- A laptop or desktop works best for setup. Phones and tablets are fine for checking numbers and quick entries.
- No macros, add-ins or internet connection needed once it's downloaded. Apple Numbers isn't supported.
This is a record-keeping tool, not tax advice. The set-aside and quarterly helper are estimates. Check with your tax professional before you file.
Questions
Can I see what chemicals cost me?
Yes. The Dashboard shows chemicals and parts as a share of income for any month, and the Year Summary shows it for the year.
Is there a blank version?
Yes. Every download has two files: one filled with examples so you can see how everything works, and a blank copy ready for your own business. Your rates and settings come filled in as a starting point, so change them to match yours.
Can I change the formulas?
The gray formula cells are locked so they can't be erased by accident. If you really want to change one, open Review in Excel and choose Unprotect Sheet. There's no password.
Does it work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. The math works the same. Locks don't carry over, so just type in the yellow cells.
How do Free Lifetime Updates work?
Whenever we release a new version, you can download it free from your account, forever. We'll email you when there's something new.
