Pool service software and CRM
RegiaPro is pool service software for people who open, look after and close other people’s pools: the CRM remembers who’s waiting for their opening and who needs a follow-up, the business side prepares season quotes, contracts and invoices. The “Pools” option is already selected in the steps below.
Built for more than 50 trades: this one is already set up for yours
Site visit booked
mileage and tolls already worked out
Today in RegiaPro
Example with made-up data
14
Enquiries
+4 this month
6
Site visits
this week
5
Quotes accepted
+2 this month
Site visit booked for Thursday at 9:30
5 min ago
Quote sent for the bathroom
yesterday
Deposit received
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for pool service software and CRM are switched on. Turn on what you really need: we’ll pick the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
A pool technician’s season starts before the water does: in February the villas call, in March the holiday farms opening at Easter, in April the hotels in a hurry. Then come the regular visits, the calls about cloudy water, and in autumn the closing with the last instalment to collect. RegiaPro pool service software keeps each pool on a record with its price, its payments and its photos, and opens on your phone even at the poolside. It costs from €19.90 a month.
What you’ll find inside RegiaPro: from site visit to invoice
One program for enquiries, quotes, jobs and payments. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The site visit
It is a stage of the job, with its own date; the travel cost is worked out on the real route.
The costs of each job -
Maintenance contracts
The draft invoice for each period gets ready on its own. From the Pro plan.
Fees and renewals -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Pool service software: villas, holiday farms, hotels and apartment blocks
Pool maintenance means working for very different clients, with the same pool to keep crystal clear and expectations that vary. RegiaPro keeps track of each of them, whether you work alone or with a helper.
Villa and private home pools
The owner wants the water ready when they arrive in June and not to think about it again until October. Trust is what counts: gate keys, the plant room code, times you can call round without disturbing anyone. It all goes in the notes on their record.
Holiday farm and holiday let pools
They open early and close late, and a cloudy pool on arrivals Saturday is a serious problem. They often want the invoice made out to the company and pay for the season in several instalments.
Hotel and aparthotel pools
Longer opening hours, more swimmers, more frequent checks. The contact person changes from year to year: the record shows who called you, and the “Who you invoice” box holds the details of the paying company.
Apartment blocks with a pool
The residents’ meeting decides and the property manager signs. The season proposal has to be clear and easy to compare, because it will be read out alongside a competitor’s.
Where the pool season gets stuck
At the pool you know what to do. Everything else gets tangled in messages: who asked for their opening on 20 April, who still hasn’t paid the second instalment, which client mentioned the noisy pump. The business side holds documents and money, the CRM side people and dates.
Pool opening: a CRM for the enquiries that all arrive in March
“Pool opening” is one of the searches that climbs at the end of winter, when owners take off the cover and find green water. For you, those are the weeks when the phone rings most.
One record for every pool
Name, phone, email, town and where the contact came from: the chemicals supplier, a pool builder, a hotel that recommended you. You upload photos of the pool and the plant room once the record is saved, and they stay there for every year you work for that client.
The site visit to the plant room
Set the record to “Negotiating” and pick the visit day as the follow-up date: that morning the client appears on the Dashboard among those to contact. In the notes you write what you found: sand or cartridge filter, pump, cover condition, pool size, treatment system.
The pool owner who hasn’t replied yet
Once the season quote is sent, the record switches to “Quote sent” and the client comes back to the top after three days, then seven, fourteen and thirty. On the “Tasks” page you find the text ready: WhatsApp opens, you send it, and you record the outcome with “Done, I wrote”, “They replied” or “No answer”.
Green water in July
A thunderstorm, two hot days and not enough chlorine: the call comes on Friday evening. Even an emergency call-out for a client with no contract deserves its own record, with the amount, the day and the payment, so at the end of summer you know what these unplanned visits earned you.
How much pool maintenance costs: the season quote as a PDF
Owners look up how much pool maintenance costs before calling you. Your quote answers with a single figure for the season, and a breakdown of what it includes.
One figure for the pool’s season
On the record you enter the total you’ve worked out; the quote lays it out as a PDF with your brand, sequential numbering and the template you wrote. If you’re on the standard VAT scheme, RegiaPro separates the VAT out of the total and the figure agreed with the client stays the same.
Opening, visits and chemicals in the note
In the quote note, printed under the amount, you list the parts of the season: opening with cleaning and shock treatment, number of weekly visits and what you do each time, chemicals included or extra, winter closing. The reader sees straight away where their money goes.
Weekly visits or every ten days: two proposals, two numbers
Weekly visits or every ten days, chemicals included or charged as used: you prepare a quote for each version from the same record, each with its own number. The client chooses, and you leave the amount of the accepted proposal on the record.
The price list for pool jobs attached to the email
If you have a price list for one-off jobs, filter cleaning, sand change, skimmer repair, you put it in the Files to attach section and, when you write to the client from “Send Email”, add it to the message: the sending stays in their history.
In-ground pool maintenance: a holiday farm’s season, month by month
Below, a whole season run with RegiaPro. The holiday farm, the people, the dates and the figures are invented for the example: they show how the work goes, they aren’t market prices.
The example: a 12x6 pool with a salt chlorinator
The Le Querce holiday farm has a 12 by 6 metre in-ground pool, sand filter and salt chlorinator. It opens to guests on 1 May and closes at the end of September. The owner, Elena Guidi, is looking for someone to open the pool, call once a week and close it for the winter.
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February: the holiday farm calls
On 18 February Elena calls you on the chemicals supplier’s recommendation. You create the record with source “supplier” and set it to “Negotiating”, with 2 March as the day to get back to her and do the visit. In the “Who you invoice” box you link the farming company, with VAT number and SDI code.
Follow-ups and messages -
March: the cover comes off and the quote goes out
On 2 March you lift the cover: green water, filter sand to change, a broken return jet. You photograph everything and upload it to the record. On 6 March you enter €2,920 and send the quote; in the note: opening with sand change €480, 22 weekly visits at €65, chemicals at a flat rate €620, winter closing €390.
The quote from your template -
Late March to April: contract, deposit and pool opening
On 20 March Elena accepts. With the Pro plan you print the contract from your template, with visit frequency, chemicals included, what happens if the pool stays closed due to bad weather and how repairs outside the contract are paid. She signs, and the holiday farm pays €900 by bank transfer: you record it as the deposit. The job becomes “Confirmed” dated 14 April, the opening day. In the important note you write “order the filter sand”: on 7 April you find it among your tasks.
The contract, from the Pro plan -
May to September: chlorine and pH in the notes
At each visit you add a line to the record’s notes: day, chlorine, pH, chemicals added, what you noticed. When you have the water tested at a lab, you upload the PDF report among the attachments. At the end of May, July and August three instalments of €505 arrive: you log them as they come in as parts of the balance.
Invoices and payments in the plans -
July: cloudy water after the hailstorm
On 12 July Elena writes to you at seven in the evening. You call round the next day, do a shock treatment and clean the filter. The job is covered by the contract: you add a line to the notes, attach a photo of the pool back to crystal clear and send Elena the WhatsApp message chosen from your saved texts.
The contract, from the Pro plan -
October: winter cover, last instalment and invoice
On 6 October you close the pool and put the cover on. The last €505 instalment arrives on the 20th: the record is paid in full. On the same record you enter €780 of chemicals and sand as out-of-pocket costs, and as a collaborator the helper for opening and closing, €160. With Pro you prepare the season invoice made out to the farming company.
Invoices and payments in the plans -
November: Le Querce’s 2027 season record
On 10 November you open a new record, “2027 season”, with Elena as the contact and a follow-up on 1 February. In the notes you copy what you found at closing, so in February you pick up from there. In February her name reappears among the clients to contact, before anyone else gets in first.
Follow-ups and messages
Le Querce’s season (example with invented data)
| Month | At the pool | On the record | Money |
|---|---|---|---|
| February | First phone call | Record, “Who you invoice”, follow-up for the visit | — |
| March | Site visit | Photos, €2,920 quote | €900 deposit |
| April | Opening on the 14th | Contract signed, job confirmed, reminder | — |
| May-September | 22 weekly visits | Water readings log in the notes, lab reports attached | Three instalments of €505 |
| July | Cloudy water after the hail | Line in the notes, photo, WhatsApp message | Covered by the contract |
| October | Winter closing | Out-of-pocket costs €780, helper €160, invoice | Last instalment of €505 |
| November | — | 2027 season record | €1,980 left before tax and hours |
Pool maintenance contract: what to put in it and how you get paid
Anyone looking for a pool maintenance contract wants to know what’s included. In RegiaPro you write the contract template once, in your own words; each client then gets their copy with names and figures already filled in.
Visits at the poolside
How often you call, in which months, what you do each time: checking the readings, cleaning the floor and skimmers, backwashing the filter. Writing it down saves you the phone call from someone who thought edge cleaning was included.
Chlorine, flocculant and chemicals
Included at a flat rate or charged separately. If they’re separate, state how you let the client know and when you bill them. You note what chemicals cost for that pool on the record, so you know whether the flat rate still pays.
Pump, chlorinator and cover: repairs and breakdowns
A pump that seizes, a chlorinator to replace, a torn cover: these are usually paid separately, with their own quote. In the contract you write how quickly you respond and how the cost is approved.
Season instalments and signing the pool contract
Season total, deposit and balance come from the software into the placeholders; you describe the instalments in the text yourself. The contract, included from the Pro plan, comes out as a PDF: it’s printed, signed by both parties and the copy stays attached to the client’s record.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Winterising and closing the pool: end-of-season takings and the spring follow-up
Winterising and closing the pool are among the most frequent autumn searches. For the pool technician it’s time to settle the accounts and prepare for next season.
Closing the pool as a job in its own right
Clients with an above-ground pool, or who don’t want the full contract, ask you only for the closing: lowering the level, draining the pipes, putting on the cover. It’s a job with its own record, its own price and its own day on the calendar, linked to Google Calendar or iCloud if you use them.
Season instalments still outstanding
On each season’s record you see how much has come in and how much is left; in the job list you can tell who has paid the deposit and who is paid in full. Before putting the cover on, you already know who to send the payment reminder to.
The year’s costs, pool by pool
The Report takes off each pool’s chemicals and helpers, travel and business costs such as the van, the robotic cleaner and the testing kit, which you log on the Costs page. You find out which out-of-area client is eating up the profit in kilometres.
The follow-up to reopen the pool next year
For every happy client you open the new season’s record straight away and pick a day in February to get back to them. On that day their name appears at the top of the Dashboard, with the message to send.
RegiaPro’s job list with test data from another trade: at the top, the months with how many jobs and how many euros; below, each client with date, town, amount and payment status.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro costs for pool maintenance businesses
Public prices. A pool technician usually needs one of two plans, and the trial before the season.
Start for pool openings and closings: €19.90 a month
€199 paying annually. Unlimited clients, follow-ups, WhatsApp messages to send and up to ten quotes a month: comfortable for pool technicians who mostly do openings and closings on call.
Pro for seasonal pool contracts: €34.90 a month
€349 a year. It adds seasonal contracts as PDFs, invoices to companies with yearly numbering and season quotes with no monthly cap. It’s the plan for those with regular clients from April to October.
Studio for XML invoicing to hotels and holiday farms: €59.90 a month
€599 choosing the year. It adds XML preparation for Italian e-invoicing, the annual summary for your accountant and guided setup with support on WhatsApp.
Two weeks to try it before the openings
No credit card, with everything in Full, 20 records and 2 quotes: enough to put in a spring’s enquiries. Access opens by itself as soon as you confirm your email. The line-by-line comparison of the plans is on the pricing page.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
Pool maintenance software: three types of program compared
We read the pages Google suggests to anyone searching for software to manage or maintain pools on 14 September 2026. Most of them speak to people who run a pool facility, not to those who maintain it.
| Swimming facility management software | Apps for checks and jobs | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Swimming centres and pools with classes, members and admissions | Pool operators and maintenance companies with staff | Pool technicians who find and look after their own clients |
| Focus | Memberships, bookings, access control, class timetable | Water readings, logs, maintenance rounds, job reports | Enquiries, season quotes, contracts, deposits, instalments, invoices, follow-ups |
| Price | Not stated on the pages we read | €9.99 a month for an app’s basic version, no figure on the other page | From €19.90 a month, published |
| The client | The swimmer or class member | The facility that runs the pool | The owner who pays you for the season |
It’s useful for a pool technician if
- at the end of winter you get more opening requests than you can handle;
- you sell whole seasons and get paid in several instalments;
- you want to know what each pool earns you, after chemicals, helpers and kilometres.
Logging in for the first time, pool technicians find
- the job list by month and by status;
- quote templates and, from Pro, contract and invoice templates to adapt to your seasons;
- WhatsApp messages, the Costs page and the Report.
Frequently asked questions from pool maintenance businesses
How do I prepare a quote for a whole season?
On the client’s record you enter the season total and generate the PDF quote, with a note listing the parts: opening, visits and their frequency, chemicals, winter closing. If the client wants a second version, you generate another from the same record with a new number.
Where do I keep the water readings from each visit?
In the record’s notes, one line per visit with day, chlorine, pH and chemicals added. You upload lab reports as PDFs and photos of the pool among the attachments: they stay with that client and you can reread them on your phone before going into the plant room.
The client is a company: who do I make the invoice out to?
Open the “Who you invoice” box and enter the farming company or the hotel, with VAT number and SDI address. The invoice, from Pro, takes those details and its sequential number; with Studio there’s also the XML to send to the SdI.
How do I record a season paid in several instalments?
At the start you log the deposit, with date and method. You split the rest into instalments, for example end of May, July, August and October, and log them as they arrive. The record shows what’s outstanding, and the Report counts only money already received.
How do I remember to call clients back for next year’s opening?
In autumn you open the new season’s record for each of them and pick a day in February as the follow-up date. That morning the client appears on the Dashboard, and from the “Tasks” page you send them the ready-made message on WhatsApp.
Can I see how much I spend on chemicals for each pool?
Yes: on each season’s record you log the out-of-pocket costs, with a note such as “chlorine, flocculant, sand”. The Report takes them off that client’s takings. The robot, testing kit and van go on the Costs page instead, split by category and by month.
Does an emergency call about green water deserve its own record?
If the client has no contract, yes: a record with amount, day and payment, even for a two-hour job. If it’s covered by the contract, a line in the season notes with a photo of the fixed pool is enough.
Can I use it at the poolside?
It opens in your phone’s browser, with nothing to install. You read the gate code, add the visit’s readings and reply to the client. With Google Calendar or iCloud linked, confirmed openings and closings also show up in your phone calendar.
Page written on 14 September 2026. We tested every feature mentioned on RegiaPro before putting it in writing; the Le Querce holiday farm, Elena and the season figures are invented, and the software table comes from public pages consulted that day. To report anything that doesn’t match, the address is info@regiapro.it.
Pool service software: try it before the openings
Enter this spring’s enquiries and follow a real season from site visit to closing: you’ll soon see whether instalments, follow-ups and invoices take evening work off your hands. During the fourteen-day trial Full is switched on; then you choose the plan.
Trades that work alongside you: cleaning business software, software for gardeners, grounds maintenance software. All the other businesses are gathered under “who it’s for”.