From your records to one queue you can trust.
LOADLESS is not a dashboard you have to read. It checks your records, decides who has to carry each item, prepares the work, and waits for you where it should.
The five stages
- 01
Capture
Every record your business already produces lands in one place: customers, pools, water tests, payments, visits, equipment install dates, quotes, work orders, tasks and chemical stock.
SignalTech logs a note: "Pump at 77 Harbor View is loud, probably bearings." - 02
Understand
LOADLESS reads the item in context: which pool, which customer, what equipment, how old it is, what was quoted last time, and what the customer pays per month.
ContextPentair WhisperFlo, 55 months old, nearing warning age. Customer on weekly service, $189/mo. - 03
Prioritize
Everything is sorted by who has to carry it: your decision, review, watch or done. Money and relationships rise to the top. Routine work goes to the crew.
PriorityA likely pump replacement outranks a routine review reply. The 3-star review stays on the list for later. - 04
Execute
LOADLESS prepares the work: the quote with your labor rate, the follow-up, the reorder, the recommendation and your part. Low-risk work can run on its own if you switch that on.
PreparedRepair quote drafted at your labor rate. Share link ready for the customer to approve on their phone. - 05
Verify
You approve or deny with a reason. The decision is written to the activity log, and the item leaves your list. The Load Score shows the load coming off.
RecordedYou approve. Quote marked sent. Logged. Load Score drops a point.
1. The pass
On each pass LOADLESS reads the records in your account: customers and pools, water tests, payments, visits, equipment and its install dates, quotes, work orders, tasks and chemical stock. It writes down what it checked, for example "6 pools checked on this pass" or "9 pieces of equipment aged against expected life", so you can see the work it did.
2. Who carries it
Every item gets one of four tags. Your decision means only you can decide: usually a customer relationship, a commitment or money. Review means routine, often for the crew. Watch means monitored, no action yet. Done means LOADLESS handled or checked it.
3. How far it may go
Separately, every item has an escalation tier that sets how far LOADLESS may go on its own. The tiers are the core of the product's safety model:
LOADLESS stops entirely and waits for you.
A customer relationship, a commitment or money is on the line.
- A payment 60+ days late: "Call personally. Do not send an automated text."
- A weekly customer with no visit logged in 14+ days
- A critical task past due, or a chemical below minimum stock
Nothing happens until you approve.
LOADLESS prepares the action and the reasoning. You say yes or no.
- A payment reminder at 30–59 days late
- Follow up on a quote waiting on the customer
- Reorder liquid chlorine below minimum stock
Handled, with the reasoning shown.
Routine work, usually routed to the crew, with the "why" attached.
- High algae risk on the latest test: make sure the route tech sees it
- Corrosive water flagged for the next visit
Handled; you're told afterwards.
No risk to a customer, a commitment or money.
- A payment 15–29 days late goes on watch
- A heater nearing its warning age goes on watch
One switch stops every background check and anything that would run on its own. A banner stays up until you resume.
Approvals, denials, pauses and anything run automatically are written down, with an "Auto:" prefix when LOADLESS acted.
"Not the right time", "Cost is too high", "Don't agree with the reasoning". Your reasons shape what it proposes next.
4. The approval queue
Proposals wait for your Approve or Deny. Each card shows the action in plain words, the category, the reasoning built from the rows that triggered it, the expected outcome and a risk level of Low, Medium or High. The automatic review only proposes from real rows:
| Finding | Proposal | Risk |
|---|---|---|
| A chemical or part below minimum stock | Reorder it | Low, Medium or High by cost |
| A quote waiting on the customer | Follow up on the quote | Low |
| A work order that has stalled | Unblock it | Medium |
| A decision with no recorded outcome | Record the outcome | Medium |
| A department reporting a critical status | Resolve the alert | High |
Approving does not send anything to outside systems today. SMS, QuickBooks and supplier ordering are not connected, so a follow-up with a customer or distributor is still done by you or your office. LOADLESS makes sure it doesn't get forgotten.
5. Automation you can switch off
Autonomous mode runs the background review that fills the queue. Bulk auto-execute (off by default) approves Low-risk proposals automatically; Medium and High still come to you. Everything it does is logged with an "Auto:" prefix. Pause automation stops every background check and anything that would run on its own until you resume.
6. Verify: the Load Score™
The Load Score runs from 0 to 100, and lower is better. It measures how much the business is asking of your attention, not how well it is doing. It's built only from counts of real items:
| Part | Max | What it counts |
|---|---|---|
| Active decisions | 35 | Items marked Your decision (full weight at 10) |
| Invisible work | 30 | Recommended next and Watching, minus what's routed to the crew (full at 25) |
| Decision debt | 20 | Proposals waiting 48+ hours, tier-4 pool items, overdue tasks (full at 8) |
| Not yet carried by LOADLESS | 15 | The share of today's items LOADLESS is not carrying |
Relief right now compares your score with what it would read if you carried everything yourself. It is shown in Load Score points, never as invented hours or dollars.
Watch it sort a real day.
Open the live demo and read Mike's Pool Service's Daily Brief. Then imagine it's yours.