Pump-out reminders
Due dates from tank size, household numbers and last pump-out, with SMS and email nudges before it's urgent.
Septic service software: pump-outs, runs & reports
Septic services: pump-outs that book themselves. Less overflow, more flow.
Customers remember their pump-out when the yard starts to smell. The run gets planned on a paper map and service reports live in a carbon book on the dash. We build reminder, run planning, reporting and council compliance systems for septic businesses, then we host them and look after them.
Looking for septic service software that handles the reminders, the runs and the council paperwork?
A septic business is a transport company, a service company and a compliance office all at once. You're booking pump-outs, servicing aerated treatment plants every quarter, getting reports to council, logging every load you dump and finding tank lids buried under somebody's veggie patch. Most of it runs on a diary, a carbon book and a phone full of texts.
Wollopit builds custom septic service software around how your business actually runs. Customers get reminded before the tank's full. Jobs get grouped into sensible rural runs that fit the tanker. Reports with photos go to the owner and council from the truck. Every load is logged against the dump docket. We connect the job app and accounts you already use, replace what's holding you back and look after the lot on our own servers.
01The problems
What we hear from septic services
Does your septic service business have these problems? Here's how we'd fix them.
Most septic operators we talk to know every tank in the district by heart. The trouble starts when the business gets bigger than one head can hold.
- The problemCustomers forget their pump-outNobody knows when the tank was last done until the toilet gurgles or the yard smells. Then it's an emergency call on a Sunday.How we fix itDue dates worked out from tank size and household numbers, with SMS and email reminders and a link to book a day that suits.
- The problemRural runs planned on a paper mapJobs 40 minutes apart on dirt roads get booked in the order the phone rang. The truck doubles back all day.How we fix itJobs grouped by area and road, with runs built around tanker capacity and the trip to the dump point.
- The problemEvery visit starts with a tank huntThe lid is under a garden bed, there's a dog in the yard and nobody wrote down the gate code.How we fix itSite notes, GPS pins and photos of the lid saved against the property, so whoever goes next walks straight to it.
- The problemService reports on carbon paperFindings scrawled in a book, the white copy left on the kitchen bench and the yellow one lost in the truck.How we fix itDigital reports on a phone with photos, readings and findings, emailed to the owner before you've pulled out of the drive.
- The problemCouncil reports typed up on Friday nightTreatment plant service reports have to reach council after every visit. Somebody retypes them and emails them in a batch.How we fix itReports in the format your council asks for, sent automatically with a copy kept against the property.
- The problemQuarterly AWTS contracts on a spreadsheetHundreds of aerated systems on quarterly service, renewals tracked by hand and missed visits nobody notices until council does.How we fix itService contracts that schedule their own visits, flag anything overdue and renew and bill themselves.
- The problemEmergency callouts wreck the dayAn overflowing tank jumps the queue and the rest of the run falls over. The customers further down the list never hear why.How we fix itDrop the emergency in and the run reshuffles. Affected customers get an SMS with their new time.
- The problemDisposal records in the gloveboxLoad volumes, tipping dockets and waste paperwork shoved in the door pocket and dug out at audit time.How we fix itVolumes logged per job, dockets photographed and every load matched to its disposal record, ready when someone asks.
- The problemGrease traps slip through the cracksCafes and takeaways on monthly or quarterly cycles get missed. Then their trade waste inspector comes knocking.How we fix itRecurring commercial schedules with service certificates the customer can show their council or water authority.
- The problemRepair quotes that never come backDead pump, failed blower or a soggy disposal field. You quote on the back of a docket and never follow it up.How we fix itQuotes built on site with photos, approved by SMS and turned into a booked job without retyping.
- The problemChasing money for weeksInvoices written at night, payments chased for a month and rentals where the tenant thinks the landlord pays.How we fix itInvoice and take payment on the spot, synced to Xero or MYOB, with landlords and property managers billed directly.
02What we build
Solutions
What we build for septic services. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online booking
Customers pick a day in their area's run, add access notes and pay a deposit if you want one.
Rural run planner
Jobs grouped by area and road, ordered sensibly and built around tanker capacity and dump point trips.
Property & tank records
Tank size, system type, lid location, GPS pin, gate codes, dogs and full service history per property.
Digital service reports
Readings, findings and photos on a phone, emailed to the owner from the truck.
Council reporting
Treatment plant service reports in your council's format, lodged automatically with copies kept.
AWTS service contracts
Quarterly visits scheduled on their own, overdue flags, renewals and automatic billing.
Grease trap schedules
Recurring commercial pump-outs with service certificates for trade waste compliance.
Disposal & waste logs
Volumes per job, dump dockets photographed and records per load for audits.
Emergency callouts
Urgent jobs slotted into today's run with new times texted to everyone affected.
Quotes & repairs
Pumps, blowers, lids and new systems quoted on site with photos and approved by SMS.
Invoicing & payments
Pay on the spot by card, invoices to landlords and agents, synced to Xero or MYOB.
Truck & driver app
Today's run, directions, site notes and reports in one app that works with no reception.
Customer & agent portal
Owners and property managers see service history, reports and the next due date.
A website that gets the call
Quick on mobile and built to rank for 'septic pump out near me' and every town you cover.
03The systems
The big ones
Your whole septic business, on one system.
These are the systems septic operators ask us about most. Each one works on its own and they get properly clever when they're joined up.
Reminders & booking
Pump-outs booked before the tank's full.
Every property gets a due date worked out from tank size, the number of people living there and when it was last pumped. Customers get a reminder with a booking link that only shows days you're already running in their area.
- Due dates from tank size and household
- SMS and email reminders
- Booking link tied to area run days
- Access notes and gate codes captured
- Deposits or card on file
- Repeat reminders for no-replies
- New owners picked up on property sale
- Landlord and agent contacts per property
- Reminder history per customer
Run planning
Rural runs that don't double back.
Jobs get grouped by area and road, then ordered into a run that fits what the tanker can hold. The planner knows when you'll need to dump and slots the treatment plant in at the right spot.
- Jobs grouped by area and road
- Runs built around tanker capacity
- Dump point trips planned in
- Emergency callouts slotted in
- New ETAs texted to customers
- Run sheet on the driver's phone
- Works with no reception
- Multiple trucks and drivers
- Travel and kilometres per run
Service reports & council
Reports done in the yard. Council sorted from the truck.
Readings, findings and photos go straight into a report on the phone. The owner gets their copy before you've left the driveway and council gets theirs in the format they ask for.
- Checklists per system type
- Photos of tank, lid and components
- Sludge and scum levels logged
- Chlorine and blower checks
- Owner copy emailed on the spot
- Council format reports lodged
- Faults flagged for a quote
- Signature capture on site
- Full history per property
AWTS contracts
Quarterly servicing that runs itself.
Every aerated system on contract gets its visits scheduled for the year and dropped into the right area runs. Overdue services get flagged before council notices and renewals bill themselves.
- Contracts per property
- Quarterly visits auto-scheduled
- Visits grouped into area runs
- Overdue service alerts
- Automatic renewals and billing
- Commercial grease trap cycles
- Service certificates for customers
- Contracts move with property sales
- Reports by council area
Disposal & invoicing
Every load accounted for. Every job paid.
Volumes are logged as you pump and matched to the dump docket at the treatment plant, so your disposal records add up when someone checks. The job ends with an invoice and payment on the spot, straight into your accounts.
- Volume logged per job
- Dump dockets photographed
- Loads matched to disposal records
- Disposal fees tracked per load
- Waste records ready for audit
- Card payment on site
- Landlord and agent billing
- Xero or MYOB sync
- Overdue payment reminders
04How it changes
Before and after
A rural pump-out run, wolloped.
Here's how a typical day on the truck could change. Every septic business is different, so we map yours first.
Before
- Wait for an overflow call
- Plan the run on a paper map
- Ring three customers to ask where the lid is
- Fill in a carbon-copy service report
- Dump docket stuffed in the glovebox
- Type up council reports on Friday night
After
- Reminder went out before it was due
- Run grouped by area and tanker capacity
- Lid photo and GPS pin on the phone
- Report with photos sent from the truck
- Docket photographed and matched to the load
- Council copy lodged automatically
05Services
Everything under one roof
Software, websites and systems for septic services.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for septic services
Built around how your septic service business actually runs: pump-out reminders, online booking and the admin in between, in one system you own.
Websites for septic services
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Septic service business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for septic services
Rural run planner and property & tank records: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your septic service business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside job apps you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks
- ServiceM8
- Tradify
- simPRO
- AroFlo
- Fergus
- Stripe
- Square
- Google Calendar
- Google Maps
- Twilio SMS
- Google Business Profile
- Mailchimp
- Teletrac Navman
- Microsoft 365
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your septic service business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a run, sit in the office and work out where the time and money actually leak.
- 02
Archi-tech
We plan it before writing code: your properties, tanks, contracts, runs, council reports, disposal records, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before next quarter's services.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things septic services ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it manage treatment plant service contracts?
Yes. Aerated systems and treatment plants can have contracts with quarterly visits scheduled automatically and reports in the format your council asks for.
Can it work out when a tank is due for a pump-out?
Yes. We use tank size, household numbers and the last pump-out to set a due date, then remind the customer before it becomes an emergency.
Does it work out bush with no reception?
Yes. The driver app keeps the run, site notes and reports on the phone and syncs once you're back in range.
Can it send reports to council for us?
Yes. Reports can be set up in the format each council wants and sent automatically after the visit, with a copy kept against the property.
We already use ServiceM8 or Tradify. Do we have to switch?
No. If your job app is doing its job we build around it: reminders, run planning, council reports and disposal logs on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can landlords and property managers get the bills and reports?
Yes. Each property can have an owner, tenant and agent attached, so invoices and reports go to whoever is meant to get them.
How much does a septic service system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like pump-out reminders or digital service reports can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most septic services we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a septic service business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.