How 614 Pools Scaled Business with Pool Office Manager Software

Growing Pains in the Pool Business

In the early days of 614 Pools, founder Mike Leone struggled to balance college with managing 614 Pools, so he hired friends to assist him with the business. However, tracking their work with traditional binders proved inadequate as 614 Pools grew. Countless customer service inquiries were coming in with clients seeking updates on pool maintenance, paperwork was piling up, scheduling was disorganized, and they needed to get paid.

“I remember there was a point when we started where I'd get all my guys’ work orders together one day, and then schedule jobs or send invoices the following day, and it would take so long. A lot always changed throughout the day and I needed something more in real-time when it came to scheduling and invoicing. It was really hard to do this with just, like, tablets and excel or paper binders,” explained Mike.

The Main Challenge: Insufficient Software Options

614 Pools needed a solution to help streamline their operations and adapt to the ever-changing demands of their expanding business, and the pool industry itself. One that could handle scheduling, invoicing, and streamline customer interactions. 

“There were a lot of software solutions available that were able to do some basics, but our focus was on growth and customer service,” explained Mike. 

“At the time, I could not find software that would actually send a digital door hanger for proof-of-service, or appointment reminders or things that would actually create less work for us. So while there were software solutions, there weren’t any holistic ones that would help my business scale, and that’s where Pool Office Manager came into play.”

The Solution: Pool Office Manager (POM) Software

Constantly seeking ways to reduce unnecessary steps and increase efficiency, Mike worked with developers to create POM software. 

“I didn’t want to build it,” said Mike. “But I wanted something that actually worked for us, and I needed to do it if we wanted to grow.” 

His employees were the first to adopt, test and use POM on the job. 

“When I started out as a tech 7 years ago, we tested the software when it was first getting started, and we only had the basic features,” explained DJ, Service Manager at 614 Pools. “It was really helpful then, but I've seen a lot of the changes and new features that have been implemented into the software and it’s so much better now.” 

The early stages of the software only had basic features. Now, POM has a full feature set– including location-based scheduling, route optimizations, checklists, integrated invoicing, digital door hangers, and more.  

“Looking back to being a Service Manager without the software, I don't think I would like my job very much. I know some people who do everything on Google calendar and write everything down on pen and paper for technicians, and it’s a hassle,” explained DJ. “POM is all-inclusive. It has everything that you really need to get your company away from pen and paper.”

The Results & Benefits

“POM really took us to the next level. It changed the way we did things. And it was built to grow and scale so we were able to take on way more customers, and keep the staff. We had all the great benefits of growing,” said Mike. “That's really when I'd say the influx point in our growth occurred–when we had the software that was able to support what we wanted to do.”

614 Pools were able to see quick results after testing and implementing POM–one being the digital door hangers and better customer communication.

"Once we started sending customers an email with a digital door hanger, showing them a picture proof of the service. That was a game changer, because being proactive with customers is crucial for us,” explained Mike. “I can now email 40 customers in the time it would take to return 10 phone calls, so I’m saving a ton of time. 

The primary goal of POM was to simplify processes, provide checklists for employees, and ensure efficiency. This was achieved by empowering employees to take charge of their responsibilities without constant intervention from the office. The software created a system of accountability, reducing the need for follow-up calls with techs.

“The best part about the app is just the ease of it. It's so simple to use. We could throw a new hire on it, give them a quick rundown and as long they have their checklists and everything set up correctly, it’s really simple for them to do and follow along.” explained Quentin, Warehouse Manager at 614 Pools. “I know I wouldn’t be as good at my job without the software. I would have no idea how much of which chemicals to add if I had to calculate it all on my own.”

Invoicing was another challenge for 614 Pools. After implementing autopay through the POM, there have been fewer outstanding invoices, more cash flow, and the average days to receive payment decreased from 24 to 1.5 days, saving the time typically spent chasing payments. 

Additional features like automatic reminders for late invoices, saving credit cards on file, and the option to charge a credit card fee for processing helped streamline the invoicing process even further. As a result, Mike now spends only an hour per week on invoicing, something that previously took days to get through. 

“We can do anything that's office related from our phone while we're out on service. We can send reports, we can bill, we can invoice, and we can even quote while we’re on the job site. It’s pretty cool, and it's fast,” explained DJ. “You don't have to write anything with pen and paper, and it's easily traceable and trackable in the app.” 

POM handles a lot of old, manual day-to-day tasks and management at 614 Pools, which freed Mike up to focus on strategic growth.

Growth & Excellence as a Pool Business 

614 Pools has been able to achieve the efficiency, accountability, and customer satisfaction they were looking for with POM software. Also reaching over $1 million a year in services, they have also set a new standard for excellence in pool service management. An impressive average annual growth rate of 33% over the past five years attests to the power of POM.

"POM software got us to that passive growth. It’s how I've been able to run the company,” said Mike. “My plan is to continue to try to grow 30% again next year.”

Summary of Results from POM:

• Everything for the service technicians is accessible via phone when their out on the jobs
  
• It’s easier than ever to service pools, schedule appointments, send invoices, pay invoices, build quotes, track inventory, track jobs, count chemicals, send service reports and contact customers. 
  
• 614 Pools has achieved an average annual growth rate of 33% the past 5 years
  
• Mike can now email 40 customers in the time it would take to return 10 phone calls
  
• 614 Pools is on track to make $1.4 million this year 
  
• Average days to receive payment decreased from 24 to 1.5 days