For Pool Builders and Service Companies
If you run a pool company with 5 to 25 employees managing custom builds and recurring weekly maintenance accounts, this page is written for you.
3x
follow-up touches TIM sends after every design consultation automatically
Same day
draw invoices go out when a milestone is marked complete, not 18 days later
$5,400
monthly cost of an office coordinator before benefits
Every one of these happens in pool companies with 5 to 25 employees. They are not poor sales skills. They are what happens when follow-up depends on a busy person remembering.
A homeowner couple came in for a design consultation on a Saturday. Your designer spent 2 hours with them. They left excited. Your salesperson sent a proposal on Monday. No follow-up on Thursday. No follow-up the next week. The couple signed with the pool company that called them on day 4 and again on day 9. Your proposal sat unopened. That was a $120,000 build and a potential 10-year maintenance relationship.
Your crew poured gunite on a Tuesday. That is milestone 2 of 6 on a $95,000 build. The draw invoice for that milestone is $22,000. Your office admin was managing 7 other active builds and 4 service complaints that week. She invoiced on a Friday 18 days later. The homeowner was confused about the timing. The draw sat in accounts payable for another 12 days before the check arrived. You floated $22,000 for 30 days on work already done.
You had 94 weekly maintenance accounts going into November. Annual renewals went out in December for the accounts expiring in January. You sent one email. Twelve accounts did not reply. Nobody followed up. By February, 8 of those accounts had signed with other companies. At $180 per month per account, that is $1,440 per month in lost recurring revenue. All 8 would have renewed with a second or third touch.
Pool companies running custom builds and recurring maintenance face two completely different revenue rhythms. Build revenue is milestone-based. Maintenance revenue is monthly. Both require consistent communication that one admin cannot reliably deliver across 90 accounts and 8 active builds.
Typical week breakdown for a pool company owner managing active builds and maintenance accounts
$120K
Average build lost to no follow-up
High-end custom pool builds range from $80,000 to $200,000. Homeowners comparison-shop. The company that follows up consistently converts. The one that sends one proposal and waits does not.
18 days
Average milestone invoice lag
Pool construction companies invoice an average of 12 to 18 days after a milestone is completed. On a $95,000 build with 6 draws, that is thousands of dollars floating unnecessarily across the project timeline.
$5,400
Monthly coordinator cost
A coordinator who manages proposal follow-up, draw invoicing, maintenance renewals, and tech scheduling costs $5,400 to $6,400 per month before benefits. TIM handles all four across every open deal and active account.
TIM is Digital Labor. A business operating system for US pool companies with 5 to 25 employees running custom builds and recurring maintenance. Both revenue streams run without you in the middle of every step.
Every design consultation gets a 3-touch follow-up sequence with the proposal attached.
Every construction milestone triggers a draw invoice the same day it is marked complete.
Every maintenance account gets a renewal outreach sequence 60 days before expiration.
Every service tech gets their daily route and pool-specific chemical notes before 7am.
Every completed build triggers a review request and a maintenance contract introduction automatically.
Every new inbound lead gets an acknowledgment and consultation scheduling sequence within 2 hours.
TIM is priced against the $5,400 per month salary of the coordinator it replaces, not against $20 per month software. Here is how all three options compare for a pool company.
| Category | Spreadsheet | Office Coordinator | TIM |
|---|---|---|---|
| Monthly cost | $0 + your time | $5,000-6,400 | Fraction of a hire |
| Proposal follow-up | When remembered | Calendar reminders | Automatic 3-touch sequence |
| Draw invoicing | Days or weeks late | Batched by admin | Same day as milestone completion |
| Maintenance renewal | One email then nothing | Manual outreach | 60-day automatic sequence |
| Tech daily brief | Text or phone call | Emailed the night before | Auto-brief with pool notes before 7am |
| Review collection | Rarely happens | Inconsistent | Every completed build and renewal |
Yes. TIM runs pool construction and maintenance service as separate workflows simultaneously. A 6-month custom build and 80 active weekly maintenance accounts each get their own communication sequences and invoicing triggers without manual management.
After a design consultation, TIM sends a follow-up sequence on day 3, day 7, and day 14 with the proposal attached. No lead goes cold because your salesperson got busy with an active build.
TIM triggers draw invoices automatically at each construction milestone. The invoice goes out the same day the milestone is marked complete, not a week later when your admin catches up.
Yes. TIM tracks every maintenance account, sends route briefs to your tech before each visit, and triggers annual contract renewal outreach 60 days before expiration.
TIM handles the proposal follow-up, the draw invoicing, the maintenance renewals, and the tech briefs so your pool business runs on a system that never forgets.
Meet your Tim