PortaPro

For septic operators

Built for the tank in the yard,
not just the unit on the truck.

A septic customer owns the thing you service, it never moves, and it comes due on a cycle measured in years. PortaPro puts the tank on the customer's record, predicts when it needs pumping, lets homeowners join a reminder program from your website, fills the county's own forms from the job, and bills by the gallon or by the job.

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Why septic is different

The customer owns the equipment. The software has to know that.

Field service software is built around the thing the company owns and moves: the unit, the truck, the tool. Septic breaks that model. The tank is the customer's, it stays at that address forever, and the whole business is remembering to come back before it fails. Most software has nowhere to put that, so the tank lives in a note, the due date lives in a spreadsheet, and the county form lives in a carbon book.

PortaPro records the tank as an on-site system on the customer's site, next to the service plan that says what they are billed for. Household size and usage sit on the address, because two tanks at one property share one household. From the tank and the household PortaPro works out when it is due, and from completed jobs it learns how fast that particular tank fills.

The mechanism that matters: completing a pumping job at the site updates the tank's last-serviced date and its predicted next service. That one fact drives the office bell, the homeowner's reminder, the county form's dates, and the next job. Nothing is copied between screens, so nothing drifts.

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What a septic book needs

Six things the software has to do for a pumper.

Each of these is shipped and in use, not planned. Follow the link on any row for the full story.

  • The tank on the customer's record

    A septic customer owns the thing you service. On-Site System, on every site card, records the tank, grease trap, holding tank, control panel, pump, or drain field with its capacity, serial, install date, and cadence. Two tanks at one address are two components sharing one household. Scan the nameplate to fill in the serial, and scan it again in the yard to pull the record up.

    On-Site Systems in the help center

  • Pump-out dates predicted, not guessed

    From the Penn State pumping-frequency chart: tank capacity against household size, adjusted by the usage level on the site. A 1,000-gallon tank serving four people at average usage comes out to roughly 2.6 years. If completed jobs at that address recorded gallons pumped, the history tightens the estimate. A cadence you type in always wins over the chart. Your office is told when a tank is coming due.

    Customer accounts

  • A reminder program homeowners join from your website

    One line of code puts the sign-up on your site. Each sign-up becomes a customer with a site and a tank, and reminders go out on your schedule by email, text, or as a call task for the office. The next reminder moves the day you pump.

    Septic Maintenance Reminder Program

  • The septic form library, ready on day one

    Septic System Inspection Checklist, Septic Tank Pumping Service Report (with gallons pumped and a full septage disposal manifest), Grease Trap / FOG Compliance (the 25% rule measured explicitly), Holding Tank Pump-Out, and Real Estate Transfer Septic Certification with a pass, conditional, or fail result, plus drain field, lift station, repair, jetting, camera and emergency pump-out reports. Pumping and inspection forms attach themselves to the matching services. Every one is editable.

    Every septic form, section by section

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

    Upload the jurisdiction's PDF once, place the fields on it, and bind them to job data. The customer, the site, the tank, the gallons pumped, the technician, and your company fill in by themselves. What comes out is the county's document, because it is the county's document.

    Regulatory Forms in the help center

  • Bill by the gallon or by the job

    Gallons pumped on the service report feed measured billing for services priced per gallon. Flat-rate pump-outs, contracted grease-trap cycles on a rate card, and one-off inspections all invoice from the same job.

    Billing and invoicing

Old way vs PortaPro

The old way vs. PortaPro

A pumping book on a spreadsheet and a carbon book, next to the same book in PortaPro.

Knowing which tanks are due this quarter

A spreadsheet of last-pumped dates, sorted by hand, if someone remembered to write the date down

PortaPro:Every tank carries a predicted due date from its size, the household, and your own pumping history. The office is told before the customer calls

The customer's reminder

A website form that emails the office, and a mail merge every spring

PortaPro:Homeowners enroll from your site; reminders go out on your schedule and reschedule themselves when you pump

The county inspection form

Filled by hand on the tailgate, copied into the file back at the office

PortaPro:Your county's PDF, filled from the job before the truck leaves the driveway

The disposal manifest

A carbon-copy book in the cab

PortaPro:On the pumping report: hauler, permit, manifest number, receiving facility, quantity. Kept with the job

Which tank at a duplex

A note in the customer file, if there is one

PortaPro:Two components on one site, each with its own serial, capacity, and due date, sharing one household

Grease trap accounts

A calendar reminder and a separate FOG form

PortaPro:A grease trap component with its own cadence, a FOG compliance form with the 25% rule measured, and a rate-card cycle that bills itself

FAQ

Questions septic operators ask

We run porta-johns and septic. Is this two products?
One. A portable toilet is a unit you own and move between sites; a septic tank is equipment the customer owns that never moves. PortaPro keeps those apart on purpose, and the same customer, site, job, route, and invoice run both.
How does PortaPro predict when a tank needs pumping?
From the Penn State pumping-frequency chart, the industry table of tank capacity against household size, adjusted by the usage level on the site (light, average, or heavy). Completed jobs that recorded gallons pumped refine the estimate. A cadence you set yourself always wins over the chart.
What if I do not know the tank size?
Set a cadence in days instead and PortaPro counts from the last-serviced date. Without a tank size or a cadence there is nothing honest to compute, so no date is invented.
Do the reminders go to the customer or to us?
Both, on different tracks. Pump-out prediction tells your office when a tank is coming due. The Septic Maintenance Reminder Program tells the homeowner, on a schedule you set, and lets homeowners sign up on your website.
Can our technicians fill the county's form in the field?
Yes. Upload the county's PDF once in Settings, place the fields, and bind them to job data. On the job the technician opens the form with the customer, site, tank, gallons, and their own name already filled in, and the finished PDF looks exactly like the county's original.
Does the pumping report handle the disposal manifest?
Yes. The Septic Tank Pumping Service Report includes a full septage disposal manifest: hauler company, permit or license number, manifest number, receiving facility, and delivery confirmation. The grease trap and holding tank forms carry their own.
Can we bill per gallon?
Yes. Gallons pumped recorded on the service report feed measured billing for services priced per gallon, alongside flat-rate services and rate-card cycles.

Get Started

Bring one customer's tank.

Book a walkthrough with a real address: we will record the tank, watch PortaPro predict the pump-out, and fill your county's form from the job.

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