CRM for Septic Service Companies

• The problem

  The driver starts the visit probing the lawn with a rod because nobody recorded where the lid is.

  In Kompot.ai

  Lid location — paces from the back corner, depth, riser or no riser — is a custom field on the customer, with a photo of the uncovered lid on the last job. The driver reads it on a phone at the gate, along with how far the hose has to run.

• The problem

  Customers call only when sewage backs up, because nobody tracks when each tank is due.

  In Kompot.ai

  Tank size, household size, the last pump-out and the next due date are fields on the customer. A scheduled workflow messages the homeowner as the date approaches and creates a task for the office to book the truck.

• The problem

  Aerobic units under contract need inspections through the year, and one gets missed until the alarm sounds.

  In Kompot.ai

  The signed service contract is stored as a document, and the fee goes out as a subscription invoice. A scheduled workflow creates a task for each inspection visit, so the list of units due this month is in front of dispatch.

• The problem

  Sludge depth, baffle condition and the filter clean are written on a paper ticket that no one sees again.

  In Kompot.ai

  The driver enters the readings in the job notes and photographs the baffles and the outlet filter. They stay in the property's history, so the next interval is set from what was in the tank, and an inspection for a home sale has evidence behind it.

• The problem

  A drain-field repair drags through site visit, permit and digging, with the paperwork scattered across inboxes.

  In Kompot.ai

  Group the repair as a project on the customer: tasks for the permit and the utility locate, jobs for the excavation, a deposit invoice before the digging and a final one after. Share it by link and the homeowner follows progress.

What you keep on record

Tank and system

Tank size, material, number of compartments and system type — gravity, pumped or aerobic — on the customer.

Lid location

Distance from a fixed corner of the house, depth and whether a riser is fitted, plus a photo.

Pump-out history

The date of each pump-out with sludge depth, baffle and filter notes in the job.

Service contracts

The signed contract for an aerobic unit or a grease trap and the subscription invoice that bills it.

Questions owners ask

Can I record where each customer's tank lid is?

Yes. Add custom fields for lid location, depth and riser, and attach a photo or a sketch to the customer. The driver opens the job in a phone's browser and reads them before stepping off the truck.

Can it remind customers when a pump-out is due?

Yes. Store the next due date on the customer after each visit. A scheduled workflow sends a message or an email as that date approaches and creates a task for the office to book the truck.

How do I bill aerobic service contracts and grease traps?

Set each one up as a subscription invoice, billed monthly or yearly. The invoice carries a card payment link, the signed contract is kept as a document, and unpaid invoices are flagged as overdue.

Can I keep pumping records for an inspection when a house is sold?

Yes. Every pump-out is a job on the property with its date, notes and photos of baffles and filter. When a sale inspection is requested, the history is on one page and a report can be exported to PDF from a document template.