QuickBooks expenses with the receipt attached.
Switch on expense sync and each recorded receipt goes to QuickBooks Online as a Purchase with its photo. The vendor is matched by name or created, and nothing syncs until you turn it on.
Pool service inventory management for every truck and shelf.
See what's on each truck, van and shelf, and what's running low. Snap the supply-house receipt at the counter, check the lines, and the items go onto the truck. Turn on QuickBooks expense sync and the purchase lands in your books too.
Included in the core plan · from $45/month with 50 properties included
Stock and locations
What's on every truck. And what's running low.
Set up trucks, vans, office storage, warehouse bays and a retail store as locations, and split each one into bins. Every item carries a quantity, a unit, a cost and a minimum, so low stock shows before the tech runs out.
Five kinds of location
- TruckEach with its crew, and its own fuel log
- VanThe repair van and its parts
- Office storageThe shelf behind the front desk
- Warehouse bayWhere the trucks restock
- Retail storeIf you run a storefront, it restocks trucks too
Bins in every location
Chem locker, parts bin, top shelf. Name them the way your trucks are actually packed.
Low and out, worked out
An item turns low at its minimum and out at zero. Add it to the shopping list and the amount tops it back up to twice the minimum.
Stock that moves
Transfer from the warehouse to a truck, or truck to truck. Both locations log the move.
Reserved for a job
Parts bought for a customer show on the truck as theirs, with how many are still free for other pools.
Receipt scanning
Snap the receipt at the counter. The stock lands on the truck.
The tech takes a photo in the Pool Runs app. Pool Runs reads the vendor, the date and each line, the tech checks them, and the purchase is recorded before the receipt ends up in the door pocket.
Matched to your catalog
Two spellings, one item.
A printed 4/CS GAL MURIATIC ACID is matched to Muriatic acid 1 gal in your parts and chemicals list. The tech confirms it, so stock counts as one item whichever way a vendor spells it.
Not every line is stock
Deposits stay off the truck.
Uncheck a jug deposit, a core charge or a delivery fee. It stays in purchase history and still goes to QuickBooks when expense sync is on.
Read off the photo
Every line, checked against the total.
Vendor, date and each line come off the photo. If the lines don't add up to the printed total, the app says so before anything is saved.
Cases become counts
A case of 4 stocks 4 jugs.
When the receipt prints a pack size, the tech confirms it and the truck is counted in what's inside. A case of 4 lands as 4 jugs at $9.74 each.
Closes the shopping list
Already on the list? Link it.
If the office already put 2 O-rings on the shopping list for Linda Henderson, the tech links the line. Her list item closes out instead of the purchase being counted twice.
The books and the yard
Purchases land in QuickBooks. Every change has a name on it.
Receipts can go to QuickBooks as expenses, parts installed on a job come off the truck, fill-ups keep their miles, and every move is logged with who made it.
Installed parts come off the truck.
When a part from the truck is marked installed at a stop, the truck's count drops with it. Undo the install and the count goes back.
An activity log with a name on every change.
Every receipt, transfer, count change and fill-up is logged on the location with who did it and when.
Fuel fill-ups with miles per gallon.
Log gallons, total and odometer from the phone, or scan the pump slip. A reading below the last one is refused, so the MPG stays honest.
Costs for the office. Counts for the crew.
Separate permissions to view, log, manage and scan receipts. Costs and the receipt history show only to people allowed to see financials.
Questions
Pool service inventory FAQ. The short answers.
What is pool service inventory management?
It's knowing what chemicals and parts you have and where they are: on which truck, in which bin, in the shop or the warehouse. For a pool company it also means capturing what gets bought at the supply house during the day, so stock counts and purchase records don't depend on a pile of receipts in the truck door.
Is inventory included in the Pool Runs core plan?
Yes. Inventory, receipt scanning and QuickBooks expense sync are part of the core plan, from $45/month with 50 properties included. Everyone on your team is covered, with no per-user fees. See the pricing page for the details.
Can I track chemicals and parts on each truck?
Yes. Set up each truck, van, office shelf, warehouse bay and retail store as a location, split them into bins, and track every item with its quantity, unit and cost. Give an item a minimum and it shows as low when it gets there and out at zero. You can move stock between locations and assign crew to each truck.
How does receipt scanning work?
A technician takes a photo of the receipt in the Pool Runs app, or the office uploads a photo or PDF on the web. Pool Runs reads the vendor, the date and the line items, and suggests a match from your parts and chemicals list wherever it finds one. The tech checks the lines and records the receipt. Stock lines go onto the truck, counted by the item, so a case of 4 lands as 4. A deposit, core charge or delivery fee can be unchecked and still counts as purchase history.
Does inventory sync with QuickBooks?
Yes, when you turn it on. Each recorded receipt is sent to QuickBooks Online as a Purchase with the photo of the receipt attached. Pool Runs matches the vendor by name and creates it if it's new, and the payment type follows the account you set for paying suppliers. Fuel fill-ups can sync the same way to their own expense account. Both are off until you switch them on.
Can technicians see what things cost?
Only if you let them. Inventory has its own permissions for viewing, logging stock, managing locations and scanning receipts. Costs and the receipt history show only to people allowed to see financials, so a technician can record their own supply-house purchases without seeing the costs on your stock or your past receipts.
Get started
Know what's on the truck before it leaves the yard.
Inventory, receipt scanning and QuickBooks expense sync come with the core plan, from $45/month with 50 properties included and no per-user fees.