Septic Service Companies
Connect your pumping software, accounting, disposal tickets, and county reports so every gallon pumped can be traced from the tank to the plant to the invoice. Cass & York builds custom AI-assisted document processing and software integrations that reconcile gallons pumped, disposal tickets and customer invoices, with human review for uncertain records.
Septic pumping, inspection, and aerobic maintenance companies running several vacuum trucks or several service areas, including operators that bought neighboring pumpers and now keep records in more than one system.
Show Us Your Workflow[01] Where systems separate
Where the gallons stop adding up.
- 01Gallons recorded on the job ticket don't match gallons billed by the treatment plant or receiving station
- 02Disposal manifests and dump tickets come back on paper and get matched to jobs by hand
- 03Pump records are keyed into a county portal one ticket at a time, days after the work is done
- 04Aerobic maintenance contracts renew on their own calendar, and nobody can see which visits and required reports are overdue
- 05Real estate transfer inspections arrive on short notice and are priced and billed differently from routine pump outs
- 06Each acquired pumper brings its own customer list, tank records, and disposal accounts
[02] The software in place
What septic operators tend to run.
Septic companies usually have software built for liquid waste. The trouble starts where that software meets the plant, the county, and the books.
Septic and liquid waste platform
ServiceCore
Routes, jobs, and gallons pumped at septic and portable restroom companies. We connect its job and disposal data to plant statements, accounting, and records kept outside it.
Septic service software
Tank Track
Pumping records, manifests, and disposal sites logged per job. We tie those records to plant billing and to the margin on each route.
Liquid waste platform
CRO Software
Found at operators that run septic alongside portable restrooms, where one fleet and one office serve two very different kinds of work.
Field service platform
Jobber
Seen at smaller pumpers and at companies a larger operator has bought, where tank size and disposal details may sit in job notes.
Accounting
QuickBooks Online and Desktop
Where invoices, plant charges, fuel, and payroll land, usually without the gallons or tank details that explain them.
Disposal and compliance
Plant statements and county portals
Receiving station statements and county pump record systems that hold the other half of every job's paper trail.
[03] Questions worth answering
Septic numbers that live in three places at once.
- 01Gallons pumped versus gallons disposed
- Compare what drivers record at the tank with what the receiving station measures, by truck, driver, and week, and flag the loads that don't line up.
- 02Disposal cost per job
- Plant charges arrive by the gallon or by the load. Spreading them back to each job shows which customers, tank sizes, and service areas carry the most disposal cost.
- 03Truck use per trip
- Jobs per trip, gallons per trip against tank capacity, and miles to the nearest open receiving site, so you can see when a truck heads to the plant half full.
- 04Aerobic contract compliance
- Active contracts, visits completed, and reports filed with the permitting authority on time, broken out by technician and county.
- 05Inspection to work conversion
- How many transfer and routine inspections turn into pump outs, repairs, or system replacements, and how long each one takes to close.
[04] What we build
Keep the septic software. Build the paper trail around it.
We pick one handoff your office repeats after every route, like matching dump tickets or keying county records, and build the connections that take it off their desk.
01
Dump ticket and plant statement reconciliation
Document Intelligence →02
Pump record exports for county reporting
Dashboards & Reporting →03
Aerobic maintenance contract and report tracking
Dashboards & Reporting →04
Gallons by truck and driver dashboards
Dashboards & Reporting →05
Transfer inspection pipeline and billing
Dashboards & Reporting →06
One tank history across acquired pumpers
Unified Data Platforms →07
AI-assisted processing of pump tickets, disposal records and county forms, with validation and exception review before updating source systems
Document Intelligence →
[05] In practice
What this looks like in practice.
The plant statement arrives
At month end the receiving station sends a statement listing every load by date and gallons. We match each load to the job tickets that filled it and send the office only the loads with a gap, a missing ticket, or the wrong truck.
Aerobic visits due in two counties
A company carries maintenance contracts on aerobic systems in counties with different reporting schedules. We build one calendar of visits and report deadlines from the contract records, so a late report shows up before the permitting authority asks about it.
Three pumpers, one tank history
After buying two neighboring companies, an owner finds the same tanks listed under different addresses and pump dates. We match properties across all three systems so each tank has one service history and one next pump date.
[06] Relevant work
Work that shows how we approach it.
[07] A practical starting point
Connect the systems. Unify the data. Build the workflow.
01Connect
Pull jobs, gallons, tank records, and contract visits from your septic software, plant statements and dump tickets from disposal sites, and invoices and costs from accounting.
02Unify
Match each load to its jobs, each tank to one property, and each aerobic contract to its required visits and reports, then flag what doesn't reconcile.
03Build
Deliver the reconciliation, contract tracker, or route dashboard your team asked for, with every gallon traceable to a ticket.
[08] Questions
Septic Service Companies: common questions
Do we have to switch off ServiceCore or Tank Track to get better septic reporting?
No. Your drivers and office keep the software they know. We read from it, combine it with plant, county, and accounting records, and put the results where your team already looks.
Can we see one set of numbers for septic companies we bought that run different software?
Yes. We line up each company's tanks, customers, and disposal accounts under shared definitions, so gallons, revenue, and margin compare cleanly across every service area.
How do we match dump tickets to septic jobs automatically?
We read ticket numbers, times, gallons, and trucks from plant statements or scanned tickets and match them to the jobs pumped before each trip. Loads that don't match go to a short review list instead of a spreadsheet.
Can you track aerobic system maintenance contracts and the reports we owe the county?
Yes. We build a schedule from each contract's visit frequency and the reporting rules where the system is permitted. In Texas, for example, maintenance providers report to the permitting authority at least once every four months, or every six with qualifying electronic monitoring.
Can septic pump records go to the county without retyping every ticket?
We format pump records from your septic software into the file or form the county accepts. Where a portal only takes manual entry, we prepare a checked list so the entry goes quickly and nothing is missed.
Can AI automate pump tickets, disposal records and county forms for septic service companies?
Yes. Cass & York can build a workflow that extracts structured details from pump tickets, disposal records and county forms, matches them to records in ServiceCore and Tank Track and accounting, and flags missing or ambiguous information for staff review. The integration can reconcile gallons pumped, disposal tickets and customer invoices without requiring replacement of your existing core systems.
[09] Start with the process
Show us the workflow your existing software can't handle.
You don't need a technical specification. Walk us through the process, the systems involved, and where your team is losing time.
Book a Workflow Call →