Water treatment service software · softeners · RO · UV · wells

Water treatment service software
that remembers every system you’ve installed.

Softener, reverse osmosis, UV and iron filter — each with its raw-water test, install dates and a link to its manual. Filter changes schedule themselves, and every service call lands in QuickBooks Online.

No credit card4.9/5 on CapterraQuickBooks Online syncWorks offline
RO TDS 312 PPM · HIGH FILTERS · MEMBRANE · UV ✓ TDS 18 PPM · LOGGED SALT UV MORGAN · RO + SOFTENER RAW HARDNESS 22 gpg RO MEMBRANE RO MANUAL Open ↗ 2023 · due NEW 09/26 Tested · swapped · logged
What is the best software for a small water treatment dealer?

For water treatment dealers and service companies of 1–20 technicians, Repair-CRM keeps every installed system as its own asset under the customer — softeners, RO units, UV systems, iron filters, well pumps — with custom fields for the raw-water test (hardness, iron, TDS), grain capacity, membrane and lamp install dates, cartridge sizes, and links to the manufacturers’ manuals. Filter changes and annual services recur automatically, technicians record readings and photos on the phone, and each visit becomes an itemized QuickBooks Online invoice. $19–$179/month flat, rated 4.9/5 on Capterra.

Last updated: September 2026 · Describes the current shipping product.

What’s different about water treatment service

The installed base is the business

A water treatment dealer sells a system once and services it for a decade. The software has to remember what was installed, why it was sized that way, and what’s due next.

The reality of the trade
What Repair-CRM does about it
The sale is the start, not the end.Every softener and RO system you install is ten years of filter changes, lamp swaps and service calls.
Each installed system is an asset under the customer, with its install date and full service history — the installed base becomes scheduled, recurring work.
The water decides the equipment.Hardness, iron and TDS from the original test decide the softener size, the settings and what wears out first.
Store the raw-water test as custom fields — 22 gpg hardness, 0.8 ppm iron, 312 ppm TDS — so every technician sees why the system was set up the way it was.
Consumables run on their own clocks.Pre-filters, RO membranes, UV lamps and resin all wear out on different schedules.
Recurring jobs for filter changes and annual service, plus install-date fields for membranes and lamps, so the next change is scheduled rather than remembered.
Every control valve is different.Regeneration settings and error codes live in manuals nobody carries into the basement.
Link each system’s manual and datasheet to the asset; valve settings, part numbers and error codes are one tap away on site.

The whole job, one flow

From a bad-taste call to QuickBooks invoice

A customer says the RO water tastes off. The call is dragged onto Friday, the technician opens the system’s record — membrane installed 2023, cartridge sizes, manual link — tests TDS at the faucet, replaces the cartridges and membrane, swaps the UV lamp that was due, and the invoice lands itemized in QuickBooks Online.

Repair-CRM · Scheduling
Unscheduled
WO/001772
Morgan residence
Friday · Tech 1
09:00WO/001768 · Filters — Reyes
10:00
11:00
12:00
✓ Saved — sent to Tech 1
WO/001772Morgan residence
RO water tastes off
Jobs · Tech 1
WO/001772 — Morgan residence
Today 11:00–12:00 · 5 Cedar Ln
RO taste · TDS check · UV due
SCHEDULED ON THE WAY WORK RUNNING
📷 3 photos✍ Signed
Finalize → Create QuickBooks Invoice
QuickBooks Online
Invoices
#1041 · Reyes residence$89.00
#1042 · Oak Street Dental$260.00
INVOICE #1043Morgan residence
RO filters + membrane + UV lamp
$349.00
✓
Synced from Repair-CRM · customer & items matched
Illustrative example

One house, three systems, one visit

How a four-technician water treatment dealer handles a service call on systems it installed three years ago — and why a good install record makes it a one-visit fix.

  1. 2023
    The install is recorded properly. A softener, an under-sink RO and a UV system at the Morgan house; the raw-water test — 22 gpg hardness, 0.8 ppm iron — and every install date go on the records.In Repair-CRM: three assets under one customer, water test as custom fields
  2. Thu
    The call: the RO water tastes off. The office drags a service visit onto Friday; the records already show the UV lamp is due this month.In Repair-CRM: service call on the customer; install dates on file
  3. 11:05
    TDS at the RO faucet: 312 ppm. Far too high for RO water — the 2023 membrane is spent. The part numbers are in the manual linked on the system.In Repair-CRM: RO manual link as a custom field
  4. 11:30
    Cartridges, membrane and the UV lamp in one visit. The van had all three, because the sizes and due dates were on file.In Repair-CRM: cartridge-size and install-date fields
  5. 11:50
    TDS 18 ppm, softener checked. Readings and photos go on the systems’ records, the install dates are updated, and the customer signs.In Repair-CRM: readings, photos, signature
  6. 11:51
    Invoice in QuickBooks Online. One tap on Finalize — and the next filter change is already scheduled for March.In Repair-CRM: itemized QBO invoice + recurring filter job
qb
Invoice #1043 · Morgan residenceRO + UV service
Service call$89.00
RO pre-filter set (sediment + carbon)$48.00
RO membrane, 50 GPD$92.00
UV lamp replacement$120.00
Total$349.00
✓ Synced from Repair-CRM · customer & items matched
3systems, each with its own record
1visit — the parts were already in the van
0invoices retyped in QuickBooks

Illustrative example: the company, customer, readings and prices are invented to show the workflow; prices are typical US ranges, not quotes.

Custom fields

What to store on every water treatment system

Repair-CRM lets you add your own fields to each asset — values, dates, notes or links. These are the ones a water treatment technician wants to see before opening the cabinet.

FieldExampleWhy it pays off
Raw-water test22 gpg hardness · 0.8 ppm iron · 312 ppm TDSExplains the sizing and settings — and what will wear out first
System & capacitySoftener, 48,000 grainRegeneration settings and salt use start from the right size
Control valveModel on file · manual linkSettings and error codes one tap away in the basement
Cartridge sizes10-inch sediment + carbonThe van carries the right cartridges
RO membrane installed2023 · 50 GPDThe replacement is scheduled before the taste complaint
UV lamp installedSeptember 2025UV lamps are commonly replaced every 12 months
OwnershipOwned · or rental #R-114Rental units are serviced — and billed — differently

Examples only — add, rename or remove fields to match how your company works. Replacement intervals vary by manufacturer and water quality.

QuickBooks Online

Water treatment service software for QuickBooks Online

Service calls, filter sets, membranes, UV lamps, resin, salt and labor live in QuickBooks Online as products and services — Repair-CRM syncs them both ways, so every filter change and service call lands as an itemized invoice at your prices.

  • Two-way customer & product sync — your QuickBooks Online records become the job catalog
  • One-click invoices — a finalized job becomes an itemized QBO invoice, hours and parts included
  • Listed on the Intuit QuickBooks App Store — see exactly how the sync works →

When we're not the right pick

  • You run QuickBooks Desktop. Our sync is QuickBooks Online only — see the alternatives in our honest comparison.
  • Rentals and deliveries are your core business. If you run hundreds of monthly rental billings and delivery routes, a dealer platform built around recurring billing, such as WaterFlex or Unco, fits better.
  • You run 20+ technicians. Small-team focus, deliberately.

FAQ

Water treatment service software — common questions

What does water treatment service software do?
It keeps a record of every system you’ve installed, schedules filter changes and annual service, puts the water test, parts and manuals on the technician’s phone, and turns each visit into an invoice. Repair-CRM adds custom fields per system and real-time QuickBooks Online sync.
Can I store water test results on each system?
Yes. Custom fields hold whatever your team tests — hardness in grains per gallon, iron, TDS, pH — along with capacity, install dates and cartridge sizes, so every technician sees the original conditions the system was sized for.
How often should RO filters and UV lamps be replaced?
It depends on the manufacturer and the water, but common intervals are every 6–12 months for sediment and carbon pre-filters, every 2–5 years for an RO membrane, and every 12 months for a UV lamp. Set each as a recurring job and keep the install dates on the system.
Can I link manuals and datasheets to each system?
Yes — a custom field can be a link, so each softener, RO or UV unit points straight to its manual or datasheet, with valve settings and part numbers one tap away on site.
Does it work for well systems and commercial water treatment?
Yes. Any piece of equipment can be an asset with its own fields — well pumps, pressure tanks, iron filters, commercial softeners — and service agreements generate their visits automatically.
How much does water treatment service software cost?
Repair-CRM: $19/month (1 user), $89/month (2–5 users), $119/month (6–10), $179/month (11–20) — flat, no contract, unlimited customers and systems on every plan. 14-day free trial, no credit card. Pricing as of September 2026.

Turn your installed base into scheduled service

Import your customers from QuickBooks, add one home’s systems with their water test and manual links, and run a real service call. Free for 14 days.

Start 14-Day Free Trial → See pricing

No credit card · 4.9/5 on Capterra · QuickBooks App Store listed · From $19/month

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