Septic Tank Invoice Template: Free PDF Download

In this post, we share a free septic tank invoice template. Below, we’ll provide a link to download and use the template in your own septic business. 

However, PDF invoices (whether print or digital) have some key limitations. For example:

1. Workflow inefficiencies: Static PDF templates lack integration with essential apps used by septic businesses (e.g. CRM, scheduling and dispatching apps, Microsoft Excel spreadsheets). This forces CSRs and techs to waste time repetitively recording the same information on various platforms. 

2. Errors from manual data entry: When CSRs and techs transfer information from one document to another (e.g., estimate to work order, work order to invoice), the risk of errors and inconsistencies increases.

3. Organization issues: Managing static PDF invoices can be challenging, making it difficult to ensure they’re saved and located properly for easy retrieval. 

So, in addition to sharing our free septic invoice below, we’ll also demonstrate how ServiceTitan, our septic business software, addresses these challenges and more.

Below, we cover:

• How to download and use our septic tank invoice template

• How ServiceTitan streamlines invoicing for septic businesses

• Other ways that ServiceTitan helps septic contractors run and grow their business

How to Download and Use Our Septic Tank Invoice Template

The free invoice form can be used for tank installations, cleaning, or as a septic tank pumping invoice. It includes standardized fields that septic service companies need to bill for their services, including:

• Client’s name (or business name) and address

• Invoice number and date 

• Payment terms and due date

• Scope of work 

• Line items (code, description, quantity, price, total) 

• Subtotal, applicable taxes, and total amount due

• Additional terms, including payment methods, late fees, warranty information, etc.

Simply follow the directions to customize it with your company name and contact information. Then, each time you create an invoice, you can make a copy of it and customize it for that particular septic job while preserving your template.

Remember, this template will not solve the challenges we mentioned above related to relying on PDF invoices. So, in the next section, we’ll discuss how ServiceTitan’s invoicing software features streamline invoicing for septic shops and provide a suite of other tools that can help you improve efficiency and profitability in your business.

How ServiceTitan Streamlines Invoicing for Septic Contractors

One of the great advantages of using a business management and CRM software such as ServiceTitan is that invoices are automatically populated and generated based on the septic system estimate or work order that’s already been sold or set into motion during a job. 

When it comes time to send an invoice, there are a couple of simple ways the invoice can be accessed and sent to the customer.

First, a technician can send the invoice via our mobile app from the job site. They can email the invoice to the customer with a link to pay the bill online or close out with the customer via cash, check, or credit card payment.

Alternatively, business owners or office staff can send invoices via our desktop application. 

This is the benefit of a cloud-based platform — all of the information that’s captured during a job (customer information, estimates, work orders, etc.) is centralized and accessible from the office, field, or wherever you are.

Once a job has been completed and paid for, it’s immediately reflected in your daily financial data. There’s no lag between payment and when that revenue is reflected in your accounting data, offering real-time financials to give business owners a consistently accurate picture of the health of their business.

While these features go a long way to streamline invoicing and accounting processes for septic businesses, the true value of adopting a platform like ServiceTitan lies in the many other features we offer. 

Below, we’ll highlight some of the features that septic businesses benefit from.

Workflows That Help Septic Contractors Run & Grow Their Businesses

Empower Septic Installers & Technicians with a User-Friendly Mobile App

ServiceTitan’s mobile app, compatible with Android and iOS operating systems, offers an intuitive user experience that techs love, beginning with the home screen dashboard where they can quickly and easily see the jobs they have scheduled for that day.

Each job card can be tapped to pull up a dedicated page with further details about that job:

Techs can access the essential tools they need throughout the lifecycle of a job. 

Via the left sidebar, they can view and utilize:

• Customer history: Useful for businesses that have maintenance agreements, for example, this feature shows previous estimates, recurring services, previous invoices, photos and videos from prior jobs, and more.

• Job forms: Installers and techs can access job forms that require customer signatures as well as forms that foster accountability and better customer service (such as inspection checklists or pre-appointment customer experience checklists).

• Estimates and Proposals: Technicians can create professional-quality proposals — strategically designed to maximize profitability — and present them to customers via their tablet. 

• Invoices: Techs can easily generate invoices and send them to customers in various ways.

• Closeout: Once a job is completed, techs can accept payments on the spot from customers via check or credit card.

Improve Dispatch Efficiency

ServiceTitan’s dispatching features help navigate daily scheduling and routing changes smoothly, avoiding miscommunications and unnecessary delays.

The dispatch board is straightforward to navigate. Tab options include:

• Alerts

• Unassigned jobs

• Scheduled jobs

• Unconfirmed jobs

• Dispatched jobs

• Jobs that are Working, Paused, Done, Canceled, or On Hold

Dispatchers can see which jobs are assigned to a service technician and which aren’t. With our simple drag-and-drop functionality, they can quickly assign jobs to techs or make schedule adjustments on the fly.  

There’s no need to move job details into a new appointment one by one for rescheduled jobs. Office staff can simply drag and drop the entire job, with or without the previously assigned technician, into a new timeframe in a single move. The duration of a job can also be extended or reduced when a job takes more or less time than originally expected.

As technicians go about their day, dispatchers are kept up-to-date through the activity feed (also visible within the dispatch board screen). This feed updates when techs are en route to a job, when they arrive, and when they’ve completed jobs and are moving to the next one. It also provides real-time GPS tracking to see where techs are as they drive between appointments. 

In addition, dispatchers can message techs within the dispatch board, providing streamlined communication with techs in the field. They can also send group messages to the entire service team when needed.

Finally — included with our dispatching feature set — is the ability to send out automatic customer notifications for various job-status updates. These include:

• Appointment reminders and job confirmation requests

• Changes to appointment times

• Notifications that their tech is due to arrive soon

• And more

In addition to keeping customers informed, dispatchers receive an alert in their activity feed. This feed is visible at the bottom of their dispatch board and helps dispatchers get an overview of where the day’s jobs stand, and which appointments need to be rescheduled, extended, or otherwise altered.

Effortlessly Track & Manage Service Agreements

ServiceTitan's service agreements enable septic businesses to effectively and efficiently document, manage, and track recurring services associated with maintenance agreements.

Membership tracking is seamlessly integrated with the software tools that our users rely on to do things such as schedule jobs, build proposals, send invoices, and collect payments.

Once recurring service events are set up, they’re automatically added to your schedule based on the defined dates and frequency. This saves office staff significant time from manually tracking and adding these jobs to the schedule, reducing the chances of missing maintenance visits.

Office staff can view upcoming recurring service events by date range, and initiate individual jobs by contacting the customer to coordinate a time and book the job. At that point, the job will be assigned to a technician, and it will be automatically viewable on their schedule and through the dispatch board.

For cases where you’re unable to contact a customer, they aren’t ready to book a job, or they no longer want the service, you can create follow-up notifications. These features offer septic businesses peace of mind and help to ensure that office staff doesn’t forget to follow up. 

Request a ServiceTitan Demo to Optimize & Grow Your Septic Business

Using best-in-class septic business software such as ServiceTitan empowers contractors to improve efficiency and grow their revenue.

In addition to the features we’ve discussed throughout this post, our software offers additional features to facilitate other core business functions as well, including:

• Call booking

• Scheduling

• Marketing

• Timesheets

• Online booking

• QuickBooks integration

• And more