Pool Equipment Quote Generator

Professional Equipment Quoting: A Complete Guide

Creating accurate, professional equipment quotes is essential for pool service businesses. A well-structured quote demonstrates expertise, builds customer confidence, and protects both parties by establishing clear expectations for equipment specifications, pricing, warranties, and timelines. Whether you're quoting a simple pump replacement or a complete equipment pad overhaul, following best practices ensures profitability while maintaining competitive pricing.

When to Replace vs. Repair Pool Equipment

The decision to replace rather than repair equipment isn't always obvious. Several factors influence this choice: equipment age, repair cost relative to replacement cost, energy efficiency gains, warranty coverage, and the likelihood of additional failures.

For pumps, the general rule is to replace when repair costs exceed 50% of replacement cost or when the pump is over 8-10 years old. Variable speed pumps offer energy savings of $300-800 annually compared to single-speed pumps, making replacement economically justifiable even when repairs are possible. A 10-year-old single-speed pump nearing failure is an excellent candidate for variable speed replacement—the energy savings pay for the upgrade within 2-4 years.

Filters typically last 15-25 years depending on type. Sand filters are the most durable, often running 20+ years. Cartridge filters last 10-15 years before the tank develops cracks or the manifold fails. DE filters fall in between. Replace filters when tank cracks appear, when manifolds crack (irreparable), or when the filter can no longer maintain adequate flow due to internal damage.

Heaters are expensive to replace ($1500-5000+ installed) but critical for pool enjoyment. Gas heaters last 7-12 years in most climates, heat pumps 10-15 years, and electric resistance heaters 8-12 years. Repair heat exchangers if the heater is under 5 years old and the repair costs under $800. Replace when heat exchangers fail on heaters over 7 years old, when control boards repeatedly fail (indicating broader electrical problems), or when efficiency has degraded significantly (common in older units).

Proper Equipment Sizing: Critical for Performance

Undersized equipment fails to adequately serve the pool. Oversized equipment wastes energy, costs more upfront, and can cause operational problems. Proper sizing requires understanding pool volume, plumbing size, and desired performance.

Pump Sizing

Pump size depends on pool volume, plumbing diameter, equipment configuration, and desired turnover rate. The industry standard is to turn over the entire pool volume in 8 hours. For a 20,000-gallon pool, this requires 2,500 gallons per hour (20,000 ÷ 8 = 2,500 GPH) or about 42 GPM.

However, plumbing friction matters enormously. A 1.5 HP pump with 1.5" plumbing might flow 50 GPM, but the same pump with 2" plumbing flows 65 GPM. Always consider total dynamic head (TDH)—the resistance the pump must overcome including filter, heater, elevation changes, and pipe friction.

Variable speed pumps solve many sizing challenges because they adjust speed to match demand. A Pentair IntelliFlo or Hayward TriStar VS can replace nearly any residential single-speed pump and be programmed for optimal flow at minimal energy cost.

Common mistake: Replacing a 1.5 HP single-speed with a 1.5 HP variable speed and assuming equivalent performance. Variable speed pumps at lower speeds produce less flow. You must program appropriate speeds (often 2200-2800 RPM for normal filtration) to achieve desired flow.

Filter Sizing

Filter size is determined by surface area (for cartridge and DE filters) or diameter (for sand filters). The rule: 1 square foot of filter area per 10,000 gallons of pool water is the absolute minimum. Better performance requires 1.5-2 square feet per 10,000 gallons.

A 20,000-gallon pool needs at minimum a 2 sq ft filter (bare minimum), but ideally 3-4 sq ft. For cartridge filters, this means a 100 sq ft cartridge filter (which actually provides about 3x the area of a comparably sized sand filter). For sand filters, a 24" diameter filter (3.1 sq ft) would be minimum, with 30" diameter (4.9 sq ft) providing better performance.

Undersized filters require more frequent cleaning, provide poor water clarity, and strain the pump. Oversized filters cost more but require less frequent maintenance and provide superior water quality.

Heater Sizing

Heater sizing depends on pool volume, desired temperature rise, acceptable heating time, and climate. The formula: BTU required = Pool gallons × 8.33 (lbs per gallon) × desired temp rise ÷ heating hours.

For a 20,000-gallon pool needing to heat from 60°F to 80°F (20° rise) in 24 hours: 20,000 × 8.33 × 20 ÷ 24 = 138,875 BTU required. Round up to a 150,000 BTU heater.

However, most customers want faster heating—ideally 8-12 hours. The same pool heated in 10 hours requires 333,000 BTU. This explains why 300,000-400,000 BTU heaters are common for standard residential pools.

Heat pumps are sized differently because they're less powerful. A 100,000 BTU heat pump is considered large, yet it heats much slower than a 300,000 BTU gas heater. Heat pumps are best for maintaining temperature rather than rapid heating, and work efficiently only in moderate temperatures (above 50-55°F ambient).

Variable Speed Pump ROI: The Math That Sells Upgrades

Variable speed pumps cost $800-1500 compared to $300-600 for single-speed pumps, but the energy savings are substantial and verifiable. Understanding and communicating this ROI helps customers justify the upgrade.

A typical single-speed 1.5 HP pump draws about 1800 watts and runs 8 hours daily (standard programming). Annual consumption: 1.8 kW × 8 hours × 365 days = 5,256 kWh. At $0.12/kWh (national average, though many areas are higher), that's $631 annually in pump electricity.

A variable speed pump running equivalent flow (2200-2400 RPM for most filtration) draws about 400-500 watts. Running 8 hours daily: 0.45 kW × 8 hours × 365 days = 1,314 kWh, costing $158 annually. Annual savings: $473.

The upgrade premium ($900 additional cost for VS vs single-speed) pays for itself in about 1.9 years. Over the 10-year expected life of the pump, the customer saves over $4,000 in electricity while enjoying quieter operation and programmable speeds.

In high-electricity-cost areas (California, Hawaii, Northeast), the payback period can be under 12 months, making variable speed pumps almost a no-brainer financial decision.

Brand Comparisons: Pentair vs. Hayward vs. Jandy

The three major pool equipment manufacturers—Pentair, Hayward, and Jandy (Zodiac)—offer comparable quality but have different strengths, weaknesses, and dealer networks.

Pentair

Pentair is often considered the premium brand. Their IntelliFlo variable speed pumps are industry-leading with excellent reliability and efficiency. Pentair's Clean & Clear cartridge filters are well-designed and serviceable. Their MasterTemp heaters are reliable and efficient.

Strengths: Superior variable speed pumps, excellent warranty support, widely available parts, strong automation platform (IntelliCenter, EasyTouch).

Weaknesses: Premium pricing (often 10-15% more than competitors), some proprietary parts can be expensive.

Hayward

Hayward offers excellent value and reliability. Their TriStar VS pumps compete well with Pentair's IntelliFlo. Hayward's ProSeries sand filters are extremely durable. Their H-Series heaters are reliable workhorses.

Strengths: Competitive pricing, excellent parts availability, strong cartridge filter line, good automation (OmniLogic), dominant in salt systems (AquaRite).

Weaknesses: Customer service can be inconsistent, some components feel slightly less premium than Pentair equivalents.

Jandy (Zodiac)

Jandy focuses on innovation and premium features. Their variable speed pumps are excellent. Jandy's JXi heaters combine gas heating and heat pump technology in a hybrid design.

Strengths: Innovative designs, excellent automation (iAqualink), strong dealer support network, premium build quality.

Weaknesses: Higher price point, slightly less widespread parts availability in some regions, smaller market share.

Recommendation Strategy

For quotes, consider offering good/better/best options using different brands or product lines. Example pump quote: Good = Hayward Super Pump VS ($850), Better = Pentair SuperFlo VS ($1050), Best = Pentair IntelliFlo VSF ($1350). This gives customers choice while demonstrating your expertise across brands.

Warranty Considerations: Manufacturer vs. Installer

Understanding warranties protects both you and your customer from unexpected costs and disputes.

Manufacturer Warranties

Most equipment carries manufacturer warranties: pumps typically 1-3 years, filters 1-2 years, heaters 1-5 years depending on component (heat exchangers often have longer warranties than electronic controls).

Manufacturer warranties cover defects in materials and workmanship. They do NOT cover damage from improper installation, chemical damage, freeze damage, or neglect. Warranty claims require proof of purchase, installation by a licensed professional (for some brands), proper water chemistry maintenance, and adherence to installation specifications.

Important: Many manufacturer warranties are pro-rated. A heat exchanger with a "5-year warranty" might be fully covered year 1, 80% year 2, 60% year 3, etc. Always read the warranty terms and communicate limitations to customers.

Labor Warranties

Your labor warranty (typically 30-90 days) covers your workmanship. If a connection you made leaks within the warranty period, you fix it at no charge. If the equipment itself fails due to a manufacturing defect, the manufacturer covers the part but typically NOT the labor to replace it.

This creates a gray area: when a brand-new heater fails after 6 months, the manufacturer sends a free replacement, but the customer faces $400 in labor to install it. Some service companies offer extended labor warranties (1 year) as a value-add or for an additional fee. Others negotiate labor reimbursement with manufacturers for early failures.

Permitting Requirements by Equipment Type

Permit requirements vary by jurisdiction but generally follow these patterns:

Pumps: Most areas don't require permits for like-for-like pump replacement. However, variable speed pump rebates (offered by many utilities) may require permit documentation.

Filters: Rarely require permits for replacement in the same location.

Heaters: Nearly always require permits, especially gas heaters. Gas line work requires licensed gas contractors in most jurisdictions. Electrical connections for heat pumps and electric heaters require electrical permits. Permit fees typically range $50-200 depending on location and equipment value.

Automation: Electrical permits typically required for new installations; sometimes not for replacements.

Complete Equipment Pads: Usually require permits for any gas or major electrical work.

Always check local requirements and factor permit costs into quotes. Attempting to skip required permits can result in fines, insurance complications, and difficulty selling the property.

Pricing Markup: Finding the Balance

Service companies must mark up equipment to cover overhead, warranty support, expertise, and profit. Typical markups range from 30% to 100% depending on equipment type, market, and competition.

Common markup structures:

• Standard equipment (pumps, filters): 40-60% markup on wholesale cost.
• High-value equipment (heaters, automation): 30-50% markup (lower percentage but higher dollar margin).
• Specialty equipment or hard-to-source items: 50-100% markup justified by scarcity and expertise.

Example: Wholesale cost for a Pentair IntelliFlo VSF pump is $850. Retail pricing: $850 × 1.50 = $1275. Your customer price: $1275 installed including labor. If you charge 4 hours labor at $75/hour ($300), the breakdown is $975 for the pump (15% markup) plus $300 labor, or you could structure it as $700 equipment + $575 labor—same total, different presentation.

Customer-purchased equipment creates problems: You have no control over equipment quality, no warranty recourse, no profit on the equipment, and full liability for labor. Many successful service companies refuse to install customer-purchased equipment or charge premium labor rates (50-100% more) to compensate for lost equipment profit and increased risk.

Good/Better/Best Quoting Strategy

Offering three options increases close rates and average sale values. The psychology is powerful: customers presented with a single option often delay deciding, while customers presented with three options usually choose one (often the middle option).

Example Pump Replacement Quote

Good Option: $1,450

• Hayward Super Pump VS (variable speed)
• 1-year manufacturer warranty
• 30-day labor warranty
• Energy savings: ~$400/year vs. single-speed

Better Option: $1,850

• Pentair SuperFlo VS (variable speed)
• 2-year manufacturer warranty
• 90-day labor warranty
• Energy savings: ~$450/year
• Quieter operation than Good option

Best Option: $2,350

• Pentair IntelliFlo VSF (variable speed with integrated automation)
• 3-year manufacturer warranty
• 1-year labor warranty
• Energy savings: ~$500/year
• Smartphone control capability
• Superior filtration modes
• Whisper-quiet operation

This structure appeals to different customer priorities. Budget-conscious customers choose Good. Value-focused customers choose Better (the "Goldilocks" option—not too cheap, not too expensive). Feature-seeking customers choose Best.

Interestingly, offering three options often increases total revenue even when most customers choose Good or Better, because some customers who would have declined a single mid-priced option will choose the Good option, while others who would have accepted a mid-priced option will upgrade to Best.

Installation Timeline and Scheduling

Accurate timeline estimates demonstrate professionalism and manage customer expectations.

Pump replacement: 2-4 hours for straightforward replacement in accessible location. Add time for pad modifications, electrical upgrades, or plumbing changes.

Filter replacement: 2-4 hours depending on type and whether plumbing modifications are needed. Cartridge filters are generally quickest to replace.

Heater installation: 4-8 hours including gas line or electrical work, permits, and inspection. Heat pumps typically take longer than gas heaters due to electrical requirements.

Complete equipment pad: 1-3 days depending on scope. Day 1 typically includes demolition and rough-in. Day 2 includes equipment setting and connection. Day 3 includes final connections, startup, and testing.

Include lead times for equipment acquisition and permit approval in your overall timeline. A heat pump might be in stock locally, or might require 2-3 weeks for factory shipment if it's an unusual size or specification.

Customer Education: Explaining Value

Many customers focus solely on upfront cost without understanding total cost of ownership or the value of professional installation.

Energy Costs Over Equipment Life

A single-speed pump costing $400 installed seems cheaper than a variable speed pump at $1,400 installed—until you calculate 10 years of operation. The single-speed pump: $400 + ($630/year electricity × 10 years) = $6,700 total cost. The variable speed pump: $1,400 + ($160/year electricity × 10 years) = $3,000 total cost. The "expensive" option saves $3,700 over its lifetime.

Professional Installation Value

Professional installation ensures proper sizing, correct electrical connections, leak-free plumbing, proper bonding and grounding, warranty validity, and permit compliance. DIY or handyman installation often results in leaks, electrical hazards, warranty voidance, and code violations that cost far more to remedy than the initial savings.

Exclusions and Limitations

Professional quotes include exclusions to prevent scope creep and disputes.

Common exclusions:

• Electrical panel upgrades (if required, quoted separately)
• Gas line extension beyond X feet
• Concrete cutting or repair
• Hidden plumbing damage discovered during installation
• Pool resurfacing or tile work
• Tree trimming or landscaping for equipment access

Clearly state what IS included: equipment, standard installation labor, connection to existing plumbing/electrical within X feet, startup and testing, debris removal, and basic instruction.