What is septic service software?
Septic service software is the job-management tool a septic pumping or inspection company uses to run its work. It books pump-outs and inspections, sends techs to the right property, records what they found, produces the report, reminds customers when their next pump-out is due, and sends the invoice.
Clevra covers all of it:
- Scheduling and dispatch: pump-outs, inspections, repairs, and emergency calls on one board
- Customer history: tank details, lid location, and access notes on each job, and every past job on the customer's record
- Inspection reports: a checklist on the phone with photos, turned into a PDF report
- Pump-out reminders: book the next pump-out for when it's due, and Clevra reminds the customer the day before
- Quotes, invoices, and payments: price it, bill it, and collect it by card or check
- Referral tracking: record which realtor or builder sent you each customer
Clevra works as software for septic pumping companies and inspection-only businesses alike.
Schedule pump-outs and emergency calls on one board
Septic work is a mix of routine pump-outs you can plan and backups that can't wait. You need both in one place.
Clevra is septic pumping software built around the schedule. On the desktop calendar, you book jobs, assign techs, and drag things around when a backed-up system jumps the queue. Your techs see their own day in their phone's browser, with each stop's address. You see every truck's day from yours.
Cancellation opens a slot? Reschedule the next job into it, even from your phone.
Adding a truck in spring? Clevra's seat bands mean you don't pay per user. Pro covers up to 5 seats for $39/mo. Business covers up to 15 for $79/mo.
What Clevra isn't: a GPS truck tracker or an automatic route optimizer. You plan the day's order on the board, and your techs get turn-by-turn directions in their own maps app.
Know every tank before the truck rolls
Nothing wastes a morning like hunting for a buried lid. With Clevra, the job carries what your tech needs: tank size, number of compartments, lid location, depth to lid, and access notes ("gate code 4412, watch the dog") go in the job notes. Every past pump-out and inspection stays on the customer's record.
Your tech opens the job and knows what they're walking into. When a customer calls and says "you were here a few years ago," you have the answer in seconds.
How often should a septic tank be pumped?
The US EPA says most household septic tanks should be pumped every 3 to 5 years, and the system should be inspected at least every 3 years. The right interval depends on tank size, how many people live in the home, and how much wastewater they produce.
Some places set their own rule. In Quebec, for example, the provincial regulation calls for pumping at least every 2 years for a year-round home and every 4 years for a seasonal one.
This is where septic companies leave money on the table. The customer forgets. You forget. Three years later, they call someone else.
In Clevra, you book the next pump-out as a job when you finish the current one, on the date it's due, even years out. The day before, Clevra sends the customer an automatic reminder by email, and by text on Pro and up for customers who opt in. Next pump-out due? The customer hears from you first.
Septic inspection software that writes the report on site
Clevra's work forms turn a septic inspection into a PDF report before you leave the property. Your inspector follows the same checklist every time and adds photos, and the report goes to your customer by email that day, whether that's the homeowner, the buyer, or the agent.
What a septic inspection report usually covers:
- Property and system: address, system type, permit or install info if known
- Tank: size, material, compartments, lid location and depth, baffles and inlet/outlet condition
- Levels: scum and sludge levels, liquid level
- Pump-out: whether the tank was pumped at the inspection, and how much was removed
- Drain field (leach field): signs of ponding, odour, or wet spots; distribution box condition
- Tests: dye test or hydraulic load test results, where done
- Camera: septic camera inspection notes on lines, where done
- Photos: tank interior, lids, baffles, drain field
- Result: pass / fail / needs repair, and recommended next steps
Required checks differ by state, province, and county. Build your Clevra form to match the standard you inspect to.
Stop typing reports at the kitchen table at night. The report is done when the job is. Work forms come with Pro and Business.
Real estate septic inspections, ready before closing
Home sales run on deadlines. Buyers, sellers, and agents want the septic inspection done fast and the report in their inbox.
- Book it fast: agents request a date and time through your online request form, and you drop it on the board.
- Report the same day: the work form becomes a PDF that emails to your customer, and you can download it to forward to everyone else on the deal.
- Handle the local rules: whether it's a Title 5 inspection in Massachusetts, a dye test, or a septic certification for a lender, build a form for each type so your inspectors never miss a step.
Realtors are your best source of repeat inspection work. Track them in Clevra's CRM like any other lead source: set the referring realtor as each new customer's lead source, and the lead source report on Pro and up shows which agents send you the most new customers.
Quote repairs and replacements on site
The inspection found a cracked baffle. Or the drain field is failing. The homeowner wants a price now.
Open Clevra, start a quote, and add the line items: baffle replacement, riser and lid install, effluent filter, jetting, excavation. Send it for digital signature. The customer signs online from their own phone before you pack up the hoses.
Once they approve, the quote becomes a job automatically, with the same line items, so nothing gets typed twice.
Invoice at the tank. Get paid before you pull out.
Pump-out done. Tap "Generate Invoice" and the job's line items carry over. Add extra charges like digging to find the lid or extra gallons, then email it to the customer. On Pro and up, customers who opt in to texts also get a heads-up by SMS.
Customers pay by card from the link in the invoice, right away or later. Paid by check on the spot? Your tech records it on the invoice. Turn on automatic overdue reminders on Pro and up, or send a reminder yourself with one tap. No more chasing checks.
Crew records without a separate HR tool
Septic crews need licences, certifications, safety training, time tracking, and onboarding paperwork. Most field service software makes you buy another tool for that.
Clevra keeps time and crew records in the same app your techs use for their schedule. Techs clock in and out from their phone, or you add time by hand. Approve timesheets, confirm the pay period, and export it for payroll.
Keep each tech's licence and certification documents on their profile, so you're not digging through email when a county inspector or a lender asks for proof.
Track every lead. Know your pipeline.
Septic work is built on relationships: homeowners who come back every few years, realtors who send inspections, builders who need new systems pumped and certified.
Clevra's CRM gives you a real sales pipeline. Every lead moves through stages, from new request to won or lost, and you can rename the stages to match how you sell. You see which repair quotes are still open and which ones need a follow-up.
Septic service software for Canadian companies
Clevra works the same way for Canadian septic companies as for US ones: pump-outs, inspections, reports, reminders, quotes, invoices, and payments. Online card payments currently run in US dollars.
In Quebec, where the work is called vidange de fosse septique, booking each property's next pump-out 2 or 4 years ahead keeps those pumping cycles on your calendar.
Built for septic company budgets. No per-user fees. No setup fees.
Septic business software priced for one truck or a whole fleet:
- Free, $0 forever: 1 seat. One-truck septic pumper or solo inspector.
- Pro, $39/mo: up to 5 seats. Small septic company with a couple of trucks.
- Business, $79/mo: up to 15 seats. Multi-truck pumping and inspection company.
- Custom, talk to us: unlimited seats. Established septic service operations.
No per-user fees. No setup fees. Payments processed via Stripe at standard card rates.
Last updated: September 2026
