Septic Tank Work Order Template: Free PDF Download

In this post, we share a septic tank work order template for contractors and service technicians to outline job details, responsibilities, and payment terms for septic work. The template documents customer contact and payment information, work to be performed, and equipment, materials, and labor needed for the job.

We’ll provide a link below to download the template and use it in your septic business.

However, while this template has some benefits, such as providing a nicely designed document for defining job details, PDF work order templates have some key limitations. Specifically:

1. Workflow inefficiencies: Printed forms or static PDF templates lack integration to the apps septic businesses use to run their operations (e.g. CRM, scheduling and dispatching apps, estimating and invoice apps, etc.). This requires CSRs and techs to repetitively record the same customer and job details of every work order into different tools — causing workflow inefficiency. 

2. Errors from manual data entry: As CSRs and techs transfer job information from paper or PDF work orders to other apps and tools, the opportunity for errors and inconsistencies increases — which can come at a significant cost.

3. Customer experience inconsistencies: Relying on handwritten work orders, quotes, and invoices can frequently cause delays and inaccuracies, which in turn can lead to unclear and disorganized communication with clients. When it comes to conveying professionalism, efficiency, and consistency, they tend to fall short.  

To solve these issues, many septic businesses are using septic contractor software like our platform, ServiceTitan. 

These holistic software solutions automatically integrate work order management with invoicing, estimating, and other essential business processes, enabling septic businesses to become more efficient and increase profitability.     

We share our free septic work order template below as a short-term solution for documenting work orders. We also provide a detailed walk-through of how ServiceTitan streamlines work orders and other elements of running a septic business.  

How to Download and Use Our Septic Tank Work Order Template

The first page of our template has fields for all the information that techs need, including:

• Company name and contact information

• Customer information (name, phone number, mailing address of the homeowner or property owner)

• Materials needed for the job

• Detailed job description

• Labor hours and rate

• Options to note if it’s a warranty or regular maintenance work order

• Recommendations and, if applicable, next steps

The second page contains fields for:

• Customer payment information (including credit card info)

• Collecting signatures

• Warranty details (if applicable)

• Terms and conditions

Using this template can provide your staff with structure and consistency when creating work orders, helping to ensure that all key details are documented. But as we mentioned above, particularly as you scale your business, using this sort of static template can cause workflow inefficiencies, introduce room for errors in manual data entry, and potentially hurt customer experiences.

In the next section, we’ll describe how ServiceTitan solves these issues and integrates work orders with the rest of your business processes.

How ServiceTitan Streamlines Septic Work Order Management

ServiceTitan’s septic software consolidates septic business operations into a single platform, empowering field and office staff with the tools they need to manage every step of a job seamlessly. It also eliminates the need to manage operations with a disorganized mix of documents, file folders, and miscellaneous apps that don’t communicate with each other. 

From the field, technicians have access to our robust, user-friendly mobile app to create work orders, estimates, invoices, maintenance agreements, and more. From the office, CSRs and dispatchers have the tools they need to communicate with and coordinate teams of technicians, provide outstanding customer experiences, and manage office duties such as timesheets, accounting, and more.

What follows is a sampling of some of the powerful tools we offer to help streamline work orders and daily operations for septic businesses.

Manage Septic Work Orders From Our User-Friendly Mobile App

ServiceTitan’s mobile app, compatible with both 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 also access the essential tools they need throughout the lifecycle of a job. Via the left-hand sidebar, they can view and utilize:

• Customer history: Useful for businesses that have maintenance agreements, for example, this feature shows techs previous estimates, recurring septic services, previous invoices, photos and videos from previous service visits, 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 service and installation 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 leverage invoice templates to easily generate invoices and send them to customers in a variety of ways.

• Closeout: Once they complete a job, techs can accept payments on the spot from customers via check or credit card. (You also have an option to offer customer financing.)

Access Septic Tank Inspection Checklists and Other Custom Job Forms

ServiceTitan enables contractors to craft and customize forms such as septic inspection reports and maintenance checklists, which can be tailored to specific jobs, customers, locations, or equipment. 

These forms, accessible through both our mobile and desktop apps, can be created from scratch or adapted from pre-built templates to meet the specific requirements of any septic job or treatment system.

This feature eliminates the need for paper checklists and manual data entry into computer systems, saving business owners and staff time while reducing errors. Since ServiceTitan stores every job and customer document in the cloud, all records are automatically organized, stored, and easy to access when needed.

Ensure Checklists Are Used Every Time

In form settings, business owners can select the option to require techs to fill out certain forms for certain jobs. 

For example, if a tech is onsite at a maintenance visit, they can be required to complete your septic inspection checklist before they’re able to mark the job as complete. This helps to provide accountability, ensuring that technicians conduct a thorough site evaluation and inspection of the treatment unit (drainfield, distribution box that receives effluent, outlet baffle, etc.). 

Inspection reports and other forms can be easily shared with customers and are automatically stored as job history records.

Cut Down on Drive Time and Fuel Costs with Smart Dispatching

With pump trucks hauling a lot of weight and operating in spread-out, rural areas, sending technicians to jobs on an optimal route can save money on fuel costs. 

ServiceTitan dispatching can help with this, as well as help you navigate daily changes due to weather or other circumstances. 

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

• Alerts

• Unassigned jobs

• Scheduled jobs

• Unconfirmed jobs

• Dispatched jobs

• And jobs that are Working, Paused, Done, Canceled, or On Hold.

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

For rescheduled jobs, office staff can effortlessly drag and drop the entire job — including the assigned technician, if desired — into a new timeframe in one simple action. Additionally, the job's duration can be easily adjusted to accommodate any changes in the expected completion time.

As technicians go about their day, dispatchers are kept up-to-date through the activity feed (also visible within the dispatch screen). This feed provides updates on 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, our dispatching feature set includes the ability to send out automatic customer notifications for a range of 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…

Whenever a customer confirms their appointment, requests a cancellation, or anything else changes in a job, the tech can be notified. Dispatchers also 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.

Track and Manage Your Service Agreements Effortlessly

ServiceTitan's service agreements give septic businesses the ability to effectively and efficiently document, manage, and track recurring services associated with septic tank pumping and 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 are automatically added to your schedule based on the defined dates and frequency. This saves office staff significant time from having to manually track and add these jobs to the schedule while 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 automatically viewable on their schedule and through the dispatch board.

You can also create follow-up notifications 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. These features offer septic businesses peace of mind and help to ensure that office staff doesn’t forget to follow up. 

Get a ServiceTitan Demo to See How We Can Help You 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

• And more

Want to see for yourself how ServiceTitan’s septic business software can streamline operations and grow your business? Schedule a call for a free product tour.