Fleet management software for vacuum and service trucks
The number that says your tank holds 2,000 gallons also plans your dump stop.
Trucks live in the same system as the routes, the jobs, and the drivers. A truck's record doesn't just sit in a folder. The route, the shop, and the dispatcher all read it.
A spec sheet that gets read.
The fields a vacuum truck actually has are already there: tank compartments, vacuum rating, hose, boom, wash-down, waste hauler permit. You type in values, not a custom-field schema. And these are the ones the rest of PortaPro reads.
- Waste tank capacity
- Route planning adds up the day's gallons and drops in a dump stop when the truck crosses its trigger, 85% unless you change it.
- Pump and hose
- The pump model, vacuum rating, and hose sit on the truck's record, so the shop sees the spec before it opens the truck up.
- Equipment classes and license
- A roll-off job only lands on a truck that carries roll-offs. Assign a driver who doesn't hold the truck's license class and PortaPro says so before it leaves the yard.
This morning's cam-lock and the 15,000-mile service, on one list.
The driver does the pre-trip on their phone, item by item, with photos. A failed item is a defect the moment it's saved, and it lands in the backlog beside the open work orders, by plate.
- Pre-trip and post-trip on the phone
- Defect to work order in one step
- Open defects counted on the Issues badge
Serviced before the miles run out.
Each truck carries its own intervals by miles or the calendar. Service Due ranks the fleet by whichever comes first, so the truck that's most overdue sits at the top.
Everything else a sanitation fleet keeps.
Each has its own place in Fleet, against the same trucks the routes and the shop use.
- Permits and inspections
- Every truck's DOT inspection, waste hauler permit, insurance, and registration on one list, soonest first, with the days left on each.
- Daily assignments
- Which driver is on which truck today. Route Plan reads it, so each route gets that truck's tank, shift, and equipment.
- Dumps and manifests
- Every dump logged against the truck with the site, gallons, waste type, fee, and manifest number, with running totals.
- Disposal sites
- Each landfill, transfer station, and treatment plant with its hours and what it charges: per ton, per load, or per gallon, a minimum charge, and a rate for each material. Dump stops on a route read it, and so does roll-off disposal billed at the landfill's cost.
- Fuel
- Every fill-up against the truck and the odometer, with miles per gallon and cost per mile worked out for you.
- Parts room and spill kits
- Parts by part number, bin, compatible trucks, and vendor, and a request for the part you don't have. What each truck's spill kit should hold, when it was last checked, and what's about to expire.
- Spill and incident reports
- Volume, cause, cleanup, witnesses, and the weather, written down while it's still fresh.
Questions operators ask
Which plan is Fleet Management on?
Core and up. Maintenance, work orders, the parts room, and fleet documents come with it. Starter does not include Fleet Management.
Can we bring our trucks over from a spreadsheet?
Yes. Download the vehicle template, or upload the export you already have and let the AI-assisted import reformat it. It takes the tank and pump spec, lease and loan terms, insurance, registration, DOT numbers, the waste hauler permit, and your telematics and fuel card IDs. Primary driver and home yard match by name. Every problem is listed before anything is saved, and uploading the sheet again updates trucks in place instead of adding them twice.
Can drivers do the pre-trip with no signal?
Partly. A photo taken with no bars is kept on the phone and uploads with the inspection, but sending the inspection needs a connection.
Do our mechanics need a separate app?
No. Mechanics get their own role in PortaPro: their work orders, the parts room, and the time clock, without the office screens. Where the trucks are right now is GPS tracking, on the Growth plan, and it has its own page.
