Reports for portable toilet, septic, and roll-off companies
Gallons by disposal site. Overdue sites. This billing cycle.
Reports answers the questions a pumping and rental business actually asks, from the work your drivers already logged and the invoices you already sent.
- Gallons Pumped
How much went to each plant?
By driver, truck, or disposal site, from what drivers entered at the stop.
- Days Since Last Service
Which sites are overdue?
Every site, worst first: overdue, never serviced, scheduled, current.
- Billing-cycle presets
What did we bill this cycle?
If you bill on a 28-day cycle, every report can run on it, exact dates filled in.
The manifest question, without the clipboard.
Gallons Pumped, grouped by disposal site: how much went to each plant, with the job count and the average per job. Click a plant for the jobs behind it.
- By driver, truck, or site
- Summary or every job
- PDF, Excel, or CSV
Which sites are overdue, before the customer calls.
Days Since Last Service, as of today and grouped by customer: each site's last service, how many days ago that was, what is booked next, and when it is due, with the overdue sites first. A septic site's next due is its predicted pump-out.
Built from the route, not just the invoices.
The Jobs & Operations reports read the same completed stops, sites, and units your dispatcher works from.
- Jobs Completed
- By driver, truck, day, customer, or job type, with on time, late, and on-time percent. Deliveries, pickups, swaps, and services each filter on their own.
- Units Deployed
- The fleet right now: deployed, available, in maintenance, and utilization, by product, customer, or site.
- Rate Card Billing Audit
- Every rate card row for a cycle and whether an invoice covered it: billed, still a draft, skipped, or not billed at all.
- Roll-Off Containers
- Every roll-off box right now: on rent, past pickup, booked, on site with no rental, in yard, idle 14 days or more, in maintenance, and utilization. Days out and days in yard follow the box itself, so a swap resets the clock on the box that came back.
- Roll-Off Dumps & Tonnage
- Every completed swap and pickup for a period: tons, material, what the landfill charged or an estimate from its current rates, what was billed, and the net on the pulls that have a cost. By disposal site, material, customer, driver, box size or month, with a filter for the pulls still missing their ticket.
- Job and route profitability
- Revenue, direct costs, and margin for each completed job and each route: fuel, dump fees, supplies, the share of any subrented equipment, and driver labor from the time on site at your labor rate.
- The money side
- Sales by customer type, site, or product; open invoices, balances, and collections as of any date; payments by method and what processing cost; P&L, expenses, sales tax, and a Schedule C export.
What a job actually cost to run.
Job & Route Profitability sets a job's revenue against what it cost: the fuel and dump fees the driver tagged to it, the supplies used, the share of any subrented equipment, and driver labor. Labor is the time on the job, from the truck's GPS when there is a tracker, else the driver's Arrived and Complete taps, else the planned minutes, multiplied by one company-wide Driver labor rate you set under Cost Rates.
It is a cost estimate, and the drilldown says so and names which clock it used. PortaPro never stores anyone's pay. Until you set a rate, labor is $0 and the report says so instead of guessing. Routes read your published route plans, one row per driver per day, with the drive time at the same rate.
Reports that show up on their own.
Schedule any report to whoever needs it, weekly, monthly, or every billing cycle, the morning after the cycle closes. Pair Every billing cycle with Last billing cycle and each email is exactly the cycle that just ended.
Send a test to yourself first. Pause a schedule over the winter and resume it in spring; the next send counts from the day you resume, so nothing piles up. The monthly P&L, quarterly tax summary, year-end Schedule C, and sales tax liability emails come built in.
Questions operators ask
Which plan includes Reports, and who can see them?
Growth and above. On a lower plan the reports are still listed, so you can see what's there, and opening one shows the upgrade. Office staff, admins and dispatchers, can see them. Drivers and portal customers don't see Reports at all.
Will the numbers match what my bookkeeper sees in QuickBooks?
They follow QuickBooks Online's rules for invoiced and collected, so they reconcile. Balance reports run for today match the Financials page to the cent.
Can my bookkeeper get them without a login?
Yes. A schedule sends to any email address you type in, with the CSV attached and PDF or Excel if you add them. Deliveries go out around 8 AM in your company's time zone.
Can I build my own report?
No. Each report has group by, filters, and a summary or detail view, and exports to Excel or CSV for anything else. If a report looks empty, widen the date range or clear a filter first; Jobs Completed and Gallons Pumped fill in as drivers close stops. If a question isn't covered, tell support and it becomes a candidate for the library.
Does profitability know what I pay my drivers?
No, and it never reads payroll. It uses one company-wide driver labor rate you enter under Cost Rates as a cost per hour against the time each job took, and the drilldown names which clock it used. Wages, overtime, and pay stay in your payroll system.
Works with
