By Terry Nicholas, Shamrock Pool Services
Not all swimming pools cost the same to maintain. Pool size alone does not determine the time, chemicals, and labor required. Equipment performance, surrounding vegetation, airborne contaminants, pool design, bather load, property condition, and travel time all affect service costs.
Successful pool companies must evaluate each account individually and price it according to its actual maintenance requirements.
1. Understand Your Operating Costs
- Facility costs: Rent, utilities, warehouse space, yard space, phones, and internet.
- Chemicals and supplies: Chlorine, acid, dry chemicals, testing supplies & reagents, and facility maintenance.
- Insurance: General liability, commercial auto, and workers’ compensation.
- Vehicles: Fuel, repairs, tires, maintenance, depreciation, and replacement cost.
- Employees: Wages, payroll taxes, benefits, training, paid leave, and nonproductive time.
- Tools and equipment: Testing instruments, poles, vacuums, carts, brushes, and repair tools.
- Technology and administration: Software, accounting, payroll, licensing, marketing, and bookkeeping.
For example, a company with $5,100 in monthly overhead and 1,000 monthly service visits must recover an average of $5.10 per visit for overhead alone. Labor, chemicals, fuel, and profit must be added separately. These figures are illustrative. Every company should calculate its own costs.
2. Calculate the True Cost of Labor
An employee’s hourly wage is not the total cost of employing that technician. A $22 hourly wage becomes $27.50 when payroll taxes and other employment expenses add 25%.
Driving, loading chemicals, purchasing supplies, documenting work, training, and callbacks also consume paid time. Companies must calculate labor costs based on productive hours, not simply hours paid. Otherwise, service prices may be too low to cover actual operating expenses.
3. Evaluate Each Pool Before Quoting
- Equipment and filtration: Pump and filter sizing, circulation, plumbing, skimmers, and sanitation systems.
- Vegetation and debris: Trees, shrubs, pollen, leaves, dust, and seasonal conditions.
- Airborne contaminants: Pools near busy highways or commercial airports may accumulate additional grime and residue.
- Pool design: Poorly positioned skimmers, return jets, hydraulic restrictions, and circulation dead spots can increase cleaning requirements. Check weir doors and directional fittings.
- Bather load: Frequent guests, vacation rentals, and heavy use introduce more sunscreen, oils, sweat, and organic contaminants.
These conditions can increase labor, chemical consumption, and equipment maintenance.
4. Inspect the Property
Look for neglected landscaping, excessive debris, difficult equipment access, and signs of poor maintenance.
A neglected pool may require an initial cleanup, algae treatment, filter service, or equipment repairs before routine service begins. Clearly separate one-time cleanup charges from recurring maintenance fees.
Evaluate whether the property is a suitable account and whether the price reflects the work involved.
5. Account for Travel and Route Density
Travel time is a business expense. Long distances, traffic, guard-gate delays, and restricted equipment access reduce the number of pools a technician can service each day.
Improve profitability by grouping customers geographically, establishing service-area boundaries, using route-management software, and pricing remote accounts appropriately.
More efficient routes reduce labor costs, fuel consumption, and vehicle wear.
6. Track Actual Costs and Review Prices
Use service software and accurate records to track cleaning time, chemical usage, travel, equipment problems, and callbacks.
Compare actual results with the original estimate. Adjust pricing when service requirements change, and communicate changes clearly in accordance with the service agreement.
7. Use a Standardized Inspection Checklist Before Quoting
- Pool size and water volume.
- Pump, filter, and circulation performance.
- Skimmer and return-jet placement.
- Vegetation, pollen, dust, and debris.
- Bather load and seasonal usage.
- Water condition and existing maintenance needs.
- Equipment access and property condition.
- Estimated cleaning time and chemical consumption.
- Travel time and route efficiency.
- Total cost and required profit margin.
When conditions are uncertain, consider an initial inspection or separately priced cleanup before establishing the regular service rate.
Conclusion: Price for Profitability
A successful pool service company must cover labor, employee benefits, chemicals, insurance, rent, vehicles, tools, software, and travel while maintaining adequate profit.
The best pricing comes from inspecting each pool, estimating its actual requirements, calculating fully burdened labor and overhead, and accounting for environmental and design-related challenges.
The goal is not to be the cheapest provider. It is to price accurately, deliver dependable service, compensate employees fairly, and build a financially sustainable business.
