PortaPro

Septic service

Every septic form you fill,
already built and already on the truck.

Pumping reports with the disposal manifest, the full system inspection, grease trap FOG compliance, holding tanks, real estate transfer certifications. Every PortaPro account ships with the septic form library, each form attaches itself to the matching service, and the completed report updates the tank on the customer's record, predicts the next pump-out, bills the gallons, and fills the county's own PDF.

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The septic form library

Five forms built the way a regulator reads them.

These are the reports a septic book runs on, shipped in every account and opened from Service Hub, Forms & Templates. Each is a numbered list of sections with the required fields marked, conditional questions that appear only when they apply, photos per section, and a customer signature beside the technician's. The section names below are the ones on the form.

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Septic Tank Pumping Service Report

The bread-and-butter pump-out.

Attaches to: Any septic pumping service in your catalog

Tank & Access · Pre-Pump Assessment · Pumping Service · Condition & Findings · Waste Manifest & Disposal · Recommendations & Signatures

Tank material, capacity and compartments; liquid level, scum layer and sludge layer before the pump; gallons pumped; whether the tank was fully pumped and back-flushed; backflow from the drain field; before and after photos; hauler, permit number, manifest number and receiving facility; recommended pumping frequency and next service due.

Septic System Inspection Checklist

A full-system inspection, on a two-page branded report.

Attaches to: A Septic System Inspection service, created for you if you do not have one

Pre-Inspection Protocol · Site Evaluation · Initial System Assessment · Drain Field Inspection · Sampling (If Required) · Additional Systems · Summary & Signatures

Customer interview and safety measures; access to tank and drain field; ground condition, with photos that appear only when failure signs are found; cover, baffles, scum and sludge, effluent filter, tank walls; probe test and distribution box; lab samples; pumps, alarms, floats and aerobic units; overall condition and repair recommendations.

Grease Trap / FOG Compliance Service Report

Commercial kitchens, with the 25% rule measured on the form.

Attaches to: Any grease trap service

Establishment & Trap Details · FOG Measurement (25% Rule) · Condition Assessment · Service Performed · Waste Manifest & Disposal (Chain of Custody) · Recommendations & Signatures

Trap type, capacity and location; floating grease layer, settled solids and total liquid depth, with the 25% threshold checked explicitly; baffles, sample port and structure; total waste removed; hauler license, manifest number and treatment facility; overall FOG compliance status and next service due.

Holding Tank Pump-Out Service Report

Construction sites, events and restroom trailers on a holding tank.

Attaches to: Any holding tank service

Tank Details · Pre-Service Assessment · Service Performed · Waste Manifest & Disposal · Recommendations & Signatures

Tank type, capacity and high-level alarm; level before service, odor, leaks and water intrusion; gallons pumped, rinse, deodorizer charge, baffle and riser condition, alarm test; hauler, permit, manifest, receiving facility and quantity disposed; overall tank condition.

Real Estate Transfer Septic Certification

Point-of-sale certifications for closings, refinances and lender inspections.

Attaches to: Kept in the library; bind it to your certification service in one click

Property & Transaction · Tank Inspection · Drain Field & Distribution · Components & Compliance · Certification & Signatures

System type, age and permit records reviewed; structural and baffle condition; hydraulic load result; setbacks, code violations and repairs required; a certification result of pass, conditional pass or fail, the inspector's license number, and the buyer's or owner's signature beside the inspector's.

And the rest of the septic library

Shorter, single-page reports for the jobs around the pump-out. Every one is editable, and every one prints on your letterhead.

  • Septic Pump, Residential
  • Septic Pump, Commercial
  • Septic Inspection, Routine
  • Septic Inspection, Real Estate Transfer (Ohio)
  • Septic Inspection, Real Estate Transfer (Pennsylvania)
  • Septic Inspection, Real Estate Transfer (New York)
  • Drain Field Inspection
  • Lift Station Service
  • Septic Repair
  • Riser Installation
  • Tank Locating
  • Line Jetting / Hydro-Jetting
  • Camera / CCTV Inspection
  • Emergency Pump-Out
  • Grease Trap Service
  • Holding Tank Pump

Why the form matters

Gallons pumped is one number that does three jobs.

On a paper report, gallons pumped is a number the technician writes down and the office types into an invoice, if it gets typed at all. On the PortaPro pumping report it is a field on the job, and the moment the technician saves it, three things happen without anyone copying it anywhere.

It bills. A service priced per gallon invoices from the measured quantity on the report. Flat-rate pump-outs, contracted grease trap cycles on a rate card, and one-off inspections invoice from the same job, the same way.

It predicts. Completing the pumping job stamps the tank's last-serviced date, and the gallons recorded at that address tighten its predicted next pump-out. PortaPro starts from the Penn State pumping-frequency chart, tank size against household, and learns how fast that particular tank fills. A cadence you type in always wins over the chart.

It files. The same number lands on the disposal manifest at the bottom of the report and on your county's own PDF, bound once in Settings and filled from the job every time after.

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One pump-out, start to finish

From the tank on the record to the county's inbox.

The form is one step in a chain that starts on the customer's site card and ends with a document the county accepts. Nothing in between is retyped.

  1. 1.The tank goes on the customer's site

    On-Site System, on every site card, records the septic tank, grease trap, holding tank, pump or control panel with its capacity, serial, install date and cadence. Household size and usage sit on the address, because two tanks at one property share one household. Scan the nameplate to fill in the serial.

    On-Site Systems in the help center

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  2. 2.The job carries the right form

    A pumping service in your catalog carries the Septic Tank Pumping Service Report; an inspection service carries the checklist; grease trap and holding tank services carry theirs. Schedule the job from the office, the reminder program, or the tank coming due, and the technician opens the form that belongs to it. No picking from a list on the tailgate.

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  3. 3.The technician fills it at the tank

    Section by section on the phone: scum and sludge before the pump, gallons pumped, whether it was fully pumped and back-flushed, the effluent filter, before and after photos, then the manifest with the hauler, permit, manifest number and receiving facility. Required fields hold the job open until they are answered. A question that does not apply never appears. The customer signs on the screen, then the technician does.

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  4. 4.Completing the job moves everything else

    The tank's last-serviced date and predicted next pump-out update. The invoice picks up the gallons if the service is priced that way. The customer gets the branded PDF of the report by email, the same document the office previews and downloads. If the homeowner is in your reminder program, their next reminder moves with the new date.

    Septic Maintenance Reminder Program

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Regulatory forms

The county's own form, filled from the job.

Upload the jurisdiction's PDF once

A county inspection form, a state pumper's log, a health district certificate. Settings, Regulatory Forms takes the PDF exactly as the county publishes it. Place text, date and checkbox fields on the page where the form wants them.

Bind each field to job data

Customer name and address, the site, the tank's capacity and serial, gallons pumped, the technician, the date, your company and license. Each binding is chosen from a list, so the form fills itself on every job after.

Fill it on the job, keep it with the job

The technician opens the form with the bound fields already filled and types only what the job did not know. The finished file is the county's document, stored on the job beside the service report, ready to send.

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Included with your plan.

The septic form library, On-Site Systems, pump-out prediction and regulatory forms are part of PortaPro, not a module you buy. They run on the same customer, job, route and invoice as the rest of your book, so a company that pumps tanks and rents portable toilets runs both from one account.

For the whole septic story, from the tank on the record to per-gallon billing, see PortaPro for septic operators. The customer-facing half, homeowners joining a reminder program from your website, is the Septic Maintenance Reminder Program. The forms live in the Services Hub alongside every other report your crews fill.

FAQ

Questions pumpers ask about the forms

Do the septic forms come with the software, or do we build them?
They come with it. Every PortaPro account carries the full form library in Service Hub, Forms & Templates, and the pumping, inspection, grease trap and holding tank reports bind themselves to the matching services in your catalog. Nothing to author before the first job.
Can we change a form?
Yes. Every pre-built form opens in the same builder your own forms use. Add a field, drop a section, change which fields are required, or clone the form and keep the original. The PDF layout, logo and accent color come from your company settings.
Is the technician's report the same document the customer gets?
Yes. The preview in the office, the download, and the copy emailed to the customer are one PDF, built from the same completed report. There is no second rendering to drift.
What does gallons pumped actually do?
Three things. It bills any service you price per gallon. It sharpens the tank's predicted next pump-out, because PortaPro learns how fast that particular tank fills. And it fills the gallons line on the disposal manifest and on your county's own form.
We have a county form we are required to submit. Do we retype it?
No. Upload the county's PDF once in Settings, place the fields on it, and bind each one to job data: customer, site, tank, gallons pumped, technician, your company. On the job the technician opens it already filled in, and the finished document is the county's own PDF.
Two tanks at one address?
Two components on one site, each with its own capacity, serial and due date, sharing one household. The report the technician fills is tied to the job at that site, and the completed pumping job updates the tank it serviced.
We also run portable toilets. Is septic a separate product?
No. The same customer, site, job, route, invoice and mobile app run both. A portable toilet is a unit you own and move; a septic tank is equipment the customer owns that never moves. PortaPro keeps those apart on purpose and runs them from one account.

Get Started

Fill one pumping report with us.

Book a walkthrough with a real address: we will record the tank, complete the pumping report on a phone, and watch the invoice, the next due date, and your county's form come out of it.

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