Grease trap service software
Every trap on its own clock. Every pump-out on the record.
A grease account is a restaurant that needs its trap pumped before the city notices, and a record that proves you did. PortaPro keeps each trap on the customer's site with its own cadence, measures the 25% rule on the FOG report, carries the manifest, and bills the gallons.
Why grease is different
The schedule is short and the paperwork is the product.
A septic tank comes due every few years. A restaurant's grease trap can come due every few weeks, and missing one shows up as a backup in the kitchen or a notice from the city. The work is the same truck and the same hose; the rhythm is completely different.
And the record matters as much as the pump-out. A FOG program wants the measurement, the condition, what was done, and where the grease went, signed. A kitchen manager wants to show it to the inspector without calling you.
The mechanism that matters: the trap is a component on the restaurant's site with its own cadence. Completing the job updates its last service, which moves its next due date, and the FOG report from that visit is filed on the same record. The schedule and the paperwork come from one fact.
What a grease book needs
Six things grease trap service software has to do.
Each of these is shipped and in use, not planned. Follow the link on any row for the full story.
- The trap on the customer's record
A grease trap is equipment the restaurant owns, so it lives on their site as an on-site system component: capacity, serial, manufacturer, install date and how often it's serviced. A kitchen with a grease trap and a septic tank has two components, each with its own cadence, history and due date. Last serviced updates itself when your team completes a job there.
On-Site Systems in the help center- Due dates from the cadence the kitchen needs
Set Service every (days) to the interval the city requires or the kitchen's volume calls for, and the trap's next due date counts from its last service. The Days Since Last Service report lists every site with its last service, next scheduled visit and next due date, overdue first. Contracted accounts on a rate card build their route stops from the row's service frequency instead.
Reports, including Days Since Last Service- The FOG report, with the 25% rule measured
The Grease Trap / FOG Compliance Service Report ships in every account: establishment and trap details, the FOG and solids layers measured against total liquid depth with a service-required flag, condition, service performed, and a waste manifest with hauler license, disposal facility and chain-of-custody signatures. It attaches to grease trap services on its own, and every field is editable.
The pre-built forms library- The city's own form, filled from the job
If your sewer district or city wants its own FOG form, upload the PDF once, place the fields, and bind them to job data. The restaurant, the site, the trap, the gallons, the technician and your company fill in by themselves, and what comes out is the city's document.
Regulatory Forms in the help center- Gallons on the job, billed the way you price
On a grease trap job the driver app shows a Gallons Captured field, and the volume pulled replaces any per-gallon estimate on the invoice. Price a trap per gallon, as a flat pump-out, or as a contracted cycle on a rate card that bills itself.
Rate cards and cycle billing- A service record for every visit
Each completed visit comes back as a service record with the answers, photos, signature and time on site, filed on the restaurant. When the health inspector or the corporate office asks for the history, it is one list per customer, not a filing cabinet.
Service records
On day one
The FOG report is already in the library.
Every account ships with the septic and grease form library, including the Grease Trap / FOG Compliance Service Report and the Holding Tank Pump-Out report. They print as branded PDFs with your logo, and you can edit any field to match how your crew works.
Every septic and grease form, section by sectionOld way vs PortaPro
The old way vs. PortaPro
A grease route run from calendar reminders and a carbon book, next to the same route in PortaPro.
Which restaurants are due
A calendar reminder per account, or a spreadsheet of last-pumped dates
PortaPro:Every trap carries its own cadence and due date, and the overdue sites sort to the top of one report
The 25% measurement
Eyeballed and written on a paper ticket, if it's written down at all
PortaPro:FOG and solids layers measured against total depth on the report, with a service-required flag
The manifest
A carbon book in the cab, filed by month
PortaPro:Hauler license, disposal facility and chain-of-custody signatures on the report, kept with the job
A restaurant with a trap and a septic tank
Two accounts, or one account and a note
PortaPro:One site with two components, each on its own cadence with its own history
Billing the contract
A recurring invoice typed every quarter
PortaPro:A rate-card cycle that bills itself, or gallons from the job on a per-gallon service
Questions grease trap haulers ask
Is grease trap service a separate product?
No. Grease work runs on the same customers, on-site system records, dispatch board, route engine, forms and invoices as septic and portable restroom work. There's no separate grease module to buy; a grease trap is one of the component types and the FOG report is one of the forms.
Does the report handle the 25% rule?
Yes. The Grease Trap / FOG Compliance Service Report measures the FOG layer and the solids layer against total liquid depth and flags when service is required. Your city or sewer district's FOG program sets the rule and the inspection; the report records the measurement.
Can we use the city's own FOG form instead?
Yes. Upload the jurisdiction's PDF once in Settings, place the fields, and bind them to job data. The technician opens it already filled in, and the finished PDF looks exactly like the original.
How does PortaPro know when a trap is due?
From the cadence on the trap: set Service every (days) and the next due date counts from the last service, which updates itself when a job there is completed. The Days Since Last Service report shows every site's due date, overdue first.
Can we bill per gallon?
Yes. The driver enters Gallons Captured on the job, and that volume replaces any per-gallon estimate on the invoice. Flat-rate pump-outs and contracted rate-card cycles work too.
We pump septic tanks too. Does that change anything?
Only for the better. A customer can have a grease trap and a septic tank at one address, each with its own cadence and report, on the same account and the same invoice. The septic side is on its own page.
Septic tanks, pump-out prediction and the homeowner reminder program are on the septic page.
Bring one restaurant account.
Book a walkthrough with a real trap: its size, how often you pump it, and the form your city wants. We'll set it up and fill the report from a job.
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