Septic pumping and service software
Gallons pumped is one number that does three jobs.
The technician types it once on the pumping report. It bills the job, moves the tank's next due date, and fills the county's own form.
1,150 gallons
Typed once, at the tank.
It bills.
A service priced per gallon invoices from the measured number. Flat-rate pump-outs bill from the same job the usual way.
It predicts.
The job stamps the tank's last-serviced date, and recorded gallons tighten its next pump-out, starting from the Penn State chart for tank size and household. A cadence you set always wins.
It files.
It fills the disposal manifest on the report and the gallons line on your county's own PDF.
The county's own form, filled from the job.
Upload the health district's PDF once and place the fields on it. Bind each to job data. Switch on Drivers fill this on the job and it shows up on the technician's stop already filled in from the job: they check it, the homeowner signs, and they tap Send form. The office can fill it from the job too.
- Text, date, checkbox, and signature fields
- Gallons, tank, and technician filled in
- Stored on the job
What the pumping report records.
Six numbered sections. Required fields hold the report until they're answered, a follow-up question appears only when it applies, and each photo sits in the section it proves.
- Tank and access
- Tank material, capacity, compartments, how the tank was reached, and the lid or riser's condition.
- Pre-pump assessment
- Liquid level, scum and sludge layers, both baffles, and a flag for backflow from the drain field that asks for notes when it's checked.
- Pumping service
- Gallons pumped, fully pumped, back-flushed, compacted solids broken up, the effluent filter, and before and after photos.
- Condition and manifest
- The tank's structural condition and any repairs recommended. Then the hauler, permit number, manifest or ticket number, receiving facility, and delivery confirmed.
- Recommendations and signatures
- Recommended pumping frequency, next service due, overall condition, then the customer signs on the phone and the technician after.
Five forms, written the way a regulator reads them.
Every account ships with the septic library, and each service in your catalog carries one default report. Start a pumping job and the pumping report opens; nobody picks from a list on the tailgate.
Septic Tank Pumping Service ReportThe everyday pump-out, with the waste manifest.
Tank and access, pre-pump assessment, pumping service, condition and findings, waste manifest and disposal, recommendations and signatures.
Septic System Inspection ChecklistA full-system inspection on a two-page report.
Pre-inspection protocol, site evaluation, initial system assessment, drain field inspection, sampling, additional systems, summary and signatures.
Grease Trap / FOG Compliance Service ReportCommercial kitchens, with the 25% rule measured on the form.
Establishment and trap details, FOG measurement, condition assessment, service performed, chain of custody, recommendations and signatures.
Holding Tank Pump-Out Service ReportConstruction sites, events, and restroom trailers on a holding tank.
Tank details, pre-service assessment, service performed, waste manifest and disposal, recommendations and signatures.
Real Estate Transfer Septic CertificationPoint-of-sale certification: pass, conditional pass, or fail.
Property and transaction, tank inspection, drain field and distribution, components and compliance, certification and signatures.
Plus single-page reports for residential and commercial pumps, routine and real estate inspections with Ohio, Pennsylvania, and New York versions, drain fields, lift stations, repairs, risers, tank locating, jetting, camera inspections, and emergency pump-outs.
What the homeowner gets by email, on your letterhead.
Questions operators ask
Do the forms come with PortaPro, or do we build them?
They come with it. Every account carries the septic library, and the pumping, inspection, grease trap, and holding tank reports attach themselves to the matching services in your catalog. Nothing to write before the first job. Every pre-built form opens in the same builder as your own: add a field, drop a section, change what's required, or clone it. Your copy is yours, and a later update to the library doesn't overwrite it.
Is the technician's report the same document the customer gets?
Yes. The office preview, the download, and the emailed copy are one PDF built from the completed report, so there's no second version to drift. The customer's copy leaves out anything marked internal. The Proof of Service block at the end, each photo with its time and location and the homeowner's signature, is on every copy.
Can the homeowner sign the county's form?
Yes, with a signature field. The technician hands over the phone and the homeowner's drawn signature is stamped onto the county's PDF. It isn't an e-signature ceremony; for a signed contract, use an agreement. The homeowner signs the pumping report on the phone too, beside the technician.
What if there's no signal at the tank?
The technician fills the pumping report anyway. Answers, photos, and signatures save on the phone and sync when the truck is back in range. A county form the technician fills saves on the phone the same way and sends when there's signal. Grease traps and holding tanks work the same way, each with its own report and manifest.
The rest of the septic story
Fill one pumping report with us.
Bring a real address. We'll record the tank, complete the report on a phone, and watch the invoice, the next due date, and your county's form come out of it.
14-day free trial (card required, no charge today). Or a guided 30 to 60 day trial with no card.
