BOOKKEEPING & BILLING
Every Dollar In.
Every Dollar Out. Handled.
Quotes, invoices, expenses, vendors, recurring billing, and tax prep — built for how portable sanitation operators actually run their books. No more spreadsheet chaos.
ONE PLATFORM
Six modules. One source of money truth.
The full money lifecycle in one place — from the first quote to your year-end export. No duct tape between QuickBooks and your route tool, no spreadsheets, no end-of-month reconciliation scramble.
Build and send professional quotes while you're still on the phone with the customer.
Line items carry directly into the job and invoice with zero re-entry.
Generate, send, and collect payment on invoices without leaving PortaPro.
Invoice from a completed job or a recurring schedule — the data is already there.
Log every expense, attach receipts, tag categories, and know exactly where your money goes.
Link expenses to job sites for true per-job profitability — not just revenue.
Track every vendor, flag 1099 contractors, and see YTD spend at a glance.
1099 flagging keeps your year-end reporting clean — no scrambling through bank statements.
Automate monthly rentals, 28-day cycles, and standing orders — set it and forget it.
Three modes: auto-charge card on file, auto-send portal invoice, or just-remind-me.
Save your most common line items and reuse them across quotes and invoices in seconds.
Standard rental packages, fuel surcharges, service fees — one click to apply.
RECURRING BILLING
Built for the way you actually bill.
Portable sanitation billing isn't monthly — it's 28 days. 13 billing periods a year, aligned to 4-week service rotations. PortaPro treats that as the default, not a workaround you have to configure.
“Until Pickup Requested” end condition
Recurring billing auto-stops when the job closes. No manual cancellation. No accidentally billing a customer after their units are gone.
Three automation modes
Auto-charge the card on file, auto-send invoice via the customer portal, or just-remind-me for accounts where you review before sending.
Seasonal pause with auto-resume
Pause billing December 1, set it to resume March 1. No deleting and recreating schedules when construction sites go dark for winter.
Prorated first invoices
Mid-cycle starts generate a prorated first invoice automatically. Customers pay for what they actually used.
EXPENSES
Expenses logged while they happen.
The receipts-in-a-shoebox problem is a cash flow problem. PortaPro makes it faster to log an expense than to forget it — so your books actually reflect what you spent.
One-tap logging with receipt photo
Drivers and office staff log expenses on the spot. Snap the receipt, tag the category, done.
Job-level tagging for profitability
Link expenses to specific job sites so you see what each construction rental or event actually cost — not just what it billed.
Missing Receipts filter
One click shows every expense that still needs documentation. Nothing falls through the cracks before your accountant comes calling.
CSV export for your accountant
Pull a clean, categorized expense CSV filtered by date range. Tax-deductible flags included. No manual formatting required.
BOOKS RUNNING THEMSELVES
Every entry, made automatically.
Every line on this log was triggered by something happening in the field — a payment, a recurring cycle, a logged expense, a quote accepted. No manual entry. No end-of-month scramble.
QUICKBOOKS EXPORT
Your accountant will thank you.
PortaPro exports invoices and expenses in QuickBooks-compatible format — QBO CSV for invoices, standard CSV for expenses. No double entry, no middleware, no sync headaches. Just clean data your bookkeeper can import directly.
| Date | Customer | Memo | Amount |
|---|---|---|---|
| 2026-05-02 | Ridgeline Construction | May cycle · Site A | 1,140.00 |
| 2026-05-02 | Johnson Construction | May cycle · Site 3 | 920.00 |
| 2026-05-09 | Northpoint Events Co. | Festival flat | 3,920.00 |
| Date | Category | Vendor | Amount |
|---|---|---|---|
| 2026-05-04 | Fuel | Shell | 84.50 |
| 2026-05-08 | Yard Rent | Cedar Holdings | 1,100.00 |
| 2026-05-12 | Maintenance | ABC Pumping | 175.00 |
Filter by date range, flag tax-deductible categories, and hand the files off. The system suggests; your bookkeeper still owns the books.
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