Pool quote builder
Shapes, sizes, finishes, equipment packages, access and spoil allowances priced from your own rates.
Pool builder software: quotes, build tracking & handover
Pool builders: from dig to first swim, tracked. Dig more, chase less.
Quotes priced from scratch in a spreadsheet, approvals chased by email, the excavator and concreter booked on a whiteboard and clients ringing every second day to ask when they can swim. We build pool builder systems that track every job from the first site visit to handover, then we host them and look after them.
Looking for pool builder software that handles quoting, approvals and build tracking?
A pool build is a small construction project with a dozen moving parts. There's the design and quote, soil tests and engineering, the certifier, excavation and spoil, steel or a shell delivery, concrete, plumbing, coping and tiling, equipment, fencing, the safety certificate and finally handover. One wet week or one rock shelf under the lawn and the whole schedule moves. Generic trade apps weren't made for that and most pool builders end up running it all on a whiteboard, a shared calendar and the boss's phone.
Wollopit builds custom pool builder software around how your business actually runs. Quotes come together from your own pricing in minutes. Approvals have owners and reminders. Rain pushes the right trades back and texts them. Variations get signed on site. Clients watch progress in their own portal and stage claims go out the day a stage is done. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from pool builders
Does your pool building business have these problems? Here's how we'd fix them.
Most pool builders we talk to build a great pool and run the office on memory and goodwill. It holds together fine until three jobs hit concrete in the same rainy week.
- The problemQuotes take a week to get outEvery design gets priced from scratch: excavation, steel or shell, coping, tiling, equipment and access, all in a spreadsheet only one person understands.How we fix itA quote builder using your own rates by shape, size, finish and equipment package, with access and spoil allowances, sent as a branded proposal they can sign online.
- The problemLeads go coldEnquiries come from the website, hipages, the display centre and the home show. Half of them never get a follow-up call.How we fix itOne lead pipeline with site visit bookings, follow-up reminders and a clear view of which quotes are still waiting on a yes.
- The problemApprovals stall quietlySoil test, engineering, certifier, easement checks and neighbour sign-offs. Something always sits in an inbox for three weeks.How we fix itAn approvals tracker on every job with who's waiting on what, due dates and reminders before anything goes stale.
- The problemRain wrecks the scheduleA wet week pushes the dig, which pushes steel, which pushes the concrete pour. Nobody updates the whiteboard and the concreter turns up to a mud pit.How we fix itStage scheduling that knows what depends on what. Push one stage and the trades after it move too, with a text to each of them.
- The problemSubbies double bookedThe excavator, steel fixer, concreter, tiler and fencer all work for other builders too. Confirmations live in text threads.How we fix itA simple subbie view with their upcoming jobs, site details and one-tap confirm, so you know who's actually turning up.
- The problemRock under the lawnThe digger hits rock or old fill, the client agrees on site and three months later disputes the extra cost.How we fix itVariations raised on a phone with photos and pricing, signed by the client before work continues and added to the next claim.
- The problemClients ringing every dayPool owners are excited and anxious. They want to know when the concrete's going in and why nobody's on site today.How we fix itA client portal with the stage they're at, the next step, progress photos and a realistic date for first swim.
- The problemProgress claims go out lateA stage finishes on Tuesday and the claim goes out the following Friday, if someone remembers.How we fix itStage claims raised the moment a stage is ticked off, matched to the contract schedule and synced to Xero or MYOB.
- The problemFencing and safety certificatesThe pool can't be used until the fence passes inspection. Certificates and inspection dates get lost in email.How we fix itA compliance checklist on every job with temporary fencing, inspections and certificates stored, so handover can't happen until it's all done.
- The problemMargins found out too lateYou only learn the job lost money when the last supplier invoice lands.How we fix itJob costing that tracks budget against actual as bills come in, with alerts when a job starts running over.
- The problemHandover is a scrambleWarranties, equipment manuals, chemical start-up notes and certificates get pulled together the night before.How we fix itA handover pack built automatically from the job: equipment, serial numbers, warranties, care guide and compliance docs in one link.
- The problemClients disappear after handoverThe pool is finished and so is the relationship. Someone else gets the servicing and the next upgrade.How we fix itHandover rolls straight into a service plan with reminders, so the recurring work and the referrals stay with you.
02What we build
Solutions
What we build for pool builders. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Lead pipeline
Website, hipages, display centre and home show enquiries in one place with follow-up reminders.
Online proposals & contracts
Branded proposals with designs attached, signed online with the deposit taken on the spot.
Approvals tracker
Soil tests, engineering, certifier, easements and council steps with owners and due dates.
Build stage scheduling
Every job's stages on one board, with dependent trades reshuffled when weather hits.
Subbie & trade portal
Upcoming jobs, site notes and one-tap confirms for excavators, concreters, tilers and fencers.
Variations on site
Photos, pricing and client sign-off from a phone before the extra work starts.
Client progress portal
Stage updates, photos, documents and the next step so clients stop ringing to ask.
Progress claims
Stage claims raised on completion and synced to Xero or MYOB.
Job costing
Budget against actual for every pool, with supplier bills matched as they arrive.
Compliance & safety docs
Fencing inspections, pool safety certificates and warranties stored per job.
Handover packs
Equipment, serial numbers, manuals, warranties and care guides in one link for the owner.
Service plans
Post-handover servicing, reminders and upgrade offers so the relationship keeps going.
A website that sells pools
Fast on mobile, with a gallery of your builds, design ideas and an enquiry form that feeds the pipeline.
03The systems
The big ones
Your whole pool business, on one system.
These are the systems pool builders ask us about most. Each one works on its own and they get properly clever when they're joined up.
Quoting & sales
A proper quote out the door while they're still keen.
Build quotes from your own rates instead of starting from a blank spreadsheet. Pick the shape, size, finish and equipment, add site allowances and send a branded proposal the client can sign online with a deposit.
- Your own rates by shape and size
- Concrete and fibreglass options
- Coping, tiling and finish choices
- Equipment and heating packages
- Access, crane and spoil allowances
- Design files attached to the proposal
- Online sign-off and deposit
- Lead pipeline with follow-ups
- Site visit bookings
- Win rate by lead source
Approvals & compliance
Approvals with an owner and a due date.
Every job gets its own approvals and compliance checklist. You see what's waiting on the certifier, the engineer or the client at a glance and nothing slips because someone was on leave.
- Soil test and engineering steps
- Certifier and council tracking
- Easement and neighbour sign-offs
- Reminders before things stall
- Temporary fencing checks
- Fence inspection bookings
- Pool safety certificates stored
- Handover locked until compliant
Build tracking
Pool builds tracked from dig to handover.
Every pool on one board with its stages, trades and dates. When rain hits, push a stage and everything after it moves, with the right trades texted automatically.
- Stage board for every job
- Dig, steel, concrete, plumbing, tiling, fencing
- Dependencies between stages
- Rain delays that reshuffle trades
- SMS to subbies on changes
- One-tap subbie confirms
- Site notes and access details
- Progress photos from site
- Shell and equipment deliveries tracked
- Weekly look-ahead for the crew
Client portal
Clients watch it happen instead of ringing you.
Each client gets a login showing their stage, what's next, photos from site and their documents. They see progress and payments in one place and you get your phone back.
- Current stage and what's next
- Progress photos from the crew
- Realistic first swim date
- Contract and drawings on file
- Variations to view and sign
- Claims and payments due
- Equipment and finish selections
- Messages kept with the job
Variations & claims
Get paid for every stage and every rock.
Variations get priced and signed on site before the extra work starts. Stage claims go out the moment a stage is ticked off and job costing shows whether the pool is still making money.
- Variations from a phone with photos
- Client sign-off before work continues
- Variations added to the next claim
- Claims matched to the contract schedule
- Raised on stage completion
- Synced to Xero or MYOB
- Overdue payment reminders
- Budget against actual per job
- Alerts when costs run over
Handover & service
A handover that turns into the next job.
The handover pack builds itself from the job: equipment, serial numbers, warranties, care guides and certificates in one link. Then the owner rolls into a service plan so the relationship keeps going.
- Equipment and serial numbers
- Warranties and manuals in one link
- Pool care and start-up guide
- Compliance certificates included
- Warranty expiry reminders
- Service plan sign-up at handover
- Service visit scheduling
- Upgrade offers for heating and covers
04How it changes
Before and after
A wet week mid-build, wolloped.
Here's how a week of rain across three jobs could change. Every pool builder runs differently, so we map yours first.
Before
- Rain hits and the whiteboard is already wrong
- Ring the excavator, steel fixer and concreter one by one
- The concreter still turns up to a mud pit
- Clients ring to ask why nobody's on site
- The claim for last week's stage never went out
- Friday night spent rebuilding the schedule
After
- Push the dig back two days on your phone
- Steel and concrete move with it automatically
- Every affected trade gets a text and confirms
- Client portals show the new dates
- Last week's stage claim went out when it was ticked off
- Friday night is yours again
05Services
Everything under one roof
Software, websites and systems for pool builders.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for pool builders
Built around how your pool building business actually runs: pool quote builder, lead pipeline and the admin in between, in one system you own.
Websites for pool builders
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Pool building business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for pool builders
Online proposals & contracts and approvals tracker: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and simPRO so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your pool building business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- simPRO
- ServiceM8
- Tradify
- Buildxact
- Pool Studio
- Stripe
- Square
- Google Calendar
- Google Drive
- Microsoft 365
- Dropbox
- DocuSign
- Twilio SMS
- Nearmap
- hipages
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your pool building business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the office, on site and with your crew, then work out what's really slowing your builds down.
- 02
Archi-tech
We plan it before writing code: your pricing, stages, approvals, trades, claims, client portal, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next pour.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things pool builders ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it quote from our own pricing?
Yes. We build the quote builder around your rates, your shapes and sizes, your finishes and your equipment packages, with allowances for access and spoil. You stay in control of the numbers.
What happens to the schedule when it rains?
You push the affected stage and the stages after it move too. The trades involved get a text with the new date and clients see the change in their portal.
Can clients sign variations on site?
Yes. You raise the variation on your phone with photos and pricing, the client signs it there and then and it gets added to their next progress claim.
Can it manage pool servicing after handover?
Yes. Handover can roll a client into a service plan with scheduled visits and reminders, so the relationship and the recurring revenue continue.
We already use simPRO or ServiceM8. Do we have to switch?
No. If a platform is doing its job we build around it and connect to it. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a pool builder system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like a client portal or quote builder can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Will our subbies actually use it?
We keep their side dead simple. Most of it works by text message with a one-tap confirm, so there's no app to download and nothing to learn.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most pool builders we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a pool building business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.