A septic CRM where the record belongs to the property, and the property calls you back for decades.
Houses sell and owners change, but the tank stays where it is. Software built around the customer loses that. A septic CRM keys everything to the property: the tank, the lids, the drain field, the pump and alarm, the gallons last time and the date it is due again. We build it that way.
The record is the system, the truck is the constraint, and the paperwork is the county's
A pump-out at a known property takes a fraction of the time of one at an unknown property, and the difference is the record. Tank size and number of compartments, where each lid sits measured from the corner of the house, whether there are risers, what kind of drain field, whether there is a pump chamber or an aerobic unit with an alarm, what the scum and sludge looked like last time and how many gallons came out. When the house sells, the new owner inherits a system you already know, which is a relationship no other company can offer them. Field software that treats the owner as the record throws that away at every closing.
The vacuum truck is the other thing generic software ignores. It holds a fixed number of gallons, every tank uses part of that, and the load has to be at a plant or a permitted site before it closes. A route is not a list of addresses; it is a sequence that fills the truck in one area and ends at the disposal site with time to spare. Pricing follows the same shape: a base for a standard tank, lines for extra gallons, for digging to buried lids, for a long hose pull, for an after-hours call. A CRM that cannot carry those lines produces invoices the office has to correct by hand.
Then the paperwork. Real estate inspections come back on whatever form the county or the lender expects. Aerobic unit service visits produce reports some health departments want filed. Disposal sites may want a manifest for every load. Our own service companies run on a CRM we built after the off-the-shelf app failed to match the work, and a septic build carries forms per county the same way it carries tanks per property.
What a septic CRM has to hold
Each of these is a reason a pump-out runs long, an inspection report is late or a manifest is missing.
A record for the property with the system inside it
Address first, owners second. The tank's size, compartments, material and age, the drain-field type, the pump and alarm details, the effluent filter, and every visit ever made, so a new owner's first call starts from a full history.
Lid locations with measurements and photos
Distances from fixed points, a photo of the yard with the lids marked, depth below grade, and whether risers were installed and when. The driver finds the tank without probing, and the estimate for digging is right before the truck leaves.
Due dates on your interval, with reminders attached
Each tank gets a next-due date from your recommended interval for that household and system, a reminder goes out ahead of it, and the office sees every tank coming due in a given month by area.
A truck day planned by gallons and plant hours
Each stop carries the tank's expected gallons, the route fills the truck in one area, and the day ends at the disposal site before it closes. A second truck gets its own day and its own site.
Inspection reports in the county's format
A checklist and photos captured on site become the report the county or the lender expects, with the property, the parties and the closing date attached, delivered from the record and kept there.
Gallons, manifests and disposal cost per load
Gallons pumped at each stop, the site each load went to, the manifest where one is required, and the fee, so disposal cost per gallon and margin per route day are visible without a spreadsheet.
How we build it for a septic company
The system runs on accounts and a server your company pays for directly, with no per-seat fee and your data in a form you can export.
Import the service history by address
Past tickets, whether from an app or a file cabinet, are entered against properties, not people, so the records of a house you pumped under a previous owner surface when the new one calls.
A driver app for the stop
Arrival, lid photos, gallons, scum and sludge notes, baffle and filter checks, a photo of the open tank, a signature where you want one and card payment at the truck, all working without signal at a rural property.
An emergency board with on-call paging
Backups and alarms go to their own board, the on-call driver is paged, and the office sees who was dispatched and when, with the property's record already open.
Aerobic contracts that schedule themselves
Each contract's visits are generated on its interval, the visit captures the readings and the county's report form, and the renewal reminder goes out before the contract lapses.
Price lines you can edit
Base price by tank size, per-gallon charges above the base, digging by depth, hose length, after-hours and weekend rates, and inspection pricing, changed by you without a developer.
Reports that run the business
Tanks due by month and area, gallons per truck day, disposal cost per gallon by site, inspection turnaround, contract renewals due, and which lead source brought the properties that stay on schedule.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Custom CRM for septic services, answered.
Does the record follow the house when it sells?
Yes. The property keeps its history and the new owner is added to it, so the first call from a buyer after an inspection pulls up the tank you already know.
Can it plan the route by how full the truck is?
Yes. Each stop carries expected gallons, and the day is built to fill the truck in one area and reach the disposal site before closing. A tank that comes in heavier than expected shows the remaining capacity for the next stop.
Can we store county as-built drawings and permits?
Yes. Drawings, permits, soil evaluations and the county's correspondence attach to the property, so a drain-field repair years later starts with the paperwork in hand.
Does it handle aerobic unit service contracts?
Yes. Contracts generate their visits on schedule, the visit records the readings and the county's form, and renewals are tracked, with the alarm and pump details on the property's record.
Can it produce the inspection form our county uses?
You give us the form, we build the checklist and the output to match, and the driver fills it on site. Counties that change their form get an updated template rather than a workaround.
Custom CRM for septic services. Owned by you.
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