Every PortaPro account ships with 28 service report forms: 12 deep, professionally-built forms plus 16 shorter septic and specialty reports: the checklists your techs fill out on-site, the branded PDFs your customers receive after. Septic inspections, tank pumping, grease traps, holding tanks, portable-restroom route service, deliveries, pickups, event deep-cleans, restroom trailers, roll-offs, real estate transfer certifications. You don't build them. They're already in your account, in your brand colors, ready to use on your next job.
Every one of them supports conditional questions, per-section photos, customer + technician e-signatures on the phone, and a branded PDF that previews, downloads, and emails from a single source of truth. Use them exactly as they are, clone one and tweak it, or start from scratch. The pre-built forms don't lock you in.
Pre-built form vs. building your own: a pre-built form is a professionally-authored template already sitting in your Forms & Templates library. Building your own means opening the template builder with a blank slate. Both produce the same kind of report; pre-built just saves you a few hours of authoring. See Service Report Templates for the builder.
PFL-1: What "Pre-Built" Means
Every PortaPro service report, pre-built or one you author, is data, not code. Each form is a template definition stored in your account: sections, fields, conditional-visibility rules, PDF layout. The same generic runtime renders every form on the tech's phone, in the office template builder, and as the final branded PDF.
Two consequences that matter for you:
Rule of thumb: if a pre-built form is 90% right, clone it and tweak. If it's *exactly* right, use it as-is. Only build from scratch when you need something the library doesn't cover.
PFL-2: What's Included (The 12 Core Forms, Plus 16 More)
Grouped by the work each form supports.
Septic & Liquid Waste
| Form | What it captures | Best for |
|---|---|---|
| Septic System Inspection Checklist | 7 sections: pre-inspection protocol, site evaluation, tank assessment (scum/sludge inches), drain field, sampling, mechanical systems, summary. Conditional photos when ground condition indicates failure or tank walls show cracks. | Routine septic inspections, annual maintenance, follow-ups after alarms. |
| Septic Tank Pumping Service Report | 6 sections: tank & access, pre-pump scum/sludge, gallons pumped, condition & findings, waste disposal manifest, recommendations. The gallons pumped field feeds into measured billing. | Every septic pump-out. Auto-attached to septic pumping services. |
| Grease Trap / FOG Compliance Service Report | 6 sections: establishment details, FOG 25%-rule measurement (grease + solids vs. total liquid depth), condition, service performed, waste manifest (hauler license, disposal facility, chain-of-custody). | Commercial-kitchen grease trap service. FOG-compliance recordkeeping. |
| Holding Tank Pump-Out Service Report | 5 sections: tank details, pre-service assessment, service performed, waste manifest, recommendations. Covers construction, event, restroom trailer, RV, marine. | Any holding-tank pump-out where a hauler manifest is expected. |
| Real Estate Transfer Septic Certification | 5 sections: property & transaction, tank inspection, drain field, components & compliance (setbacks, code violations), certification result (Pass / Conditional Pass / Fail) + inspector license. | Point-of-sale septic certifications for real estate closings, refinances, buyer due diligence. |
Portable Restroom Lifecycle
| Form | What it captures | Best for |
|---|---|---|
| Delivery & Placement Report | 4 sections: delivery details, site & placement (ADA, anchoring, truck access), condition at delivery, customer handoff. Required placement photos; conditional damage photos when pre-existing damage is flagged. | Start of every rental. Documents unit condition at drop-off. |
| Portable Restroom Route Service Report | 5 sections: service summary, pump & clean, restocking, condition, sign-off. Conditional issue photos when damage/tipping/vandalism is flagged. | Recurring scheduled route service, the #1 form your team fills out. |
| Portable Restroom Event / Deep-Clean Report | 5 sections: event & units, cleaning & sanitization (including pressure-wash), restocking, condition & damage, sign-off with pass/fail result. | Pre-event setup, during-event service, post-event deep-cleans. |
| Pickup / End-of-Rental Removal Report | 5 sections: removal details, final service, condition & damage assessment (cleaning-fee / damage-fee recommendation flags), site restoration, sign-off. Required site photos. | End of every rental. Supports damage/deposit charges with photo evidence. |
Specialty
| Form | What it captures | Best for |
|---|---|---|
| Handwash / Sink Station Service Report | 5 sections: station summary, water & waste (fresh/grey), restock & function (pump, spigots), condition, sign-off. | Handwash and sink station route service. |
| Restroom Trailer (Luxury / Climate-Controlled) Service Report | 6 sections: trailer details, waste & water, climate & power (HVAC, generator, lighting), interior service & restock, condition, sign-off. | Restroom-trailer and shower-trailer service. |
| Roll-Off / Dumpster Service Report | 5 sections: container details, load & material, weighing & disposal (net weight in tons + dump ticket), condition & site, sign-off. | Delivery, haul, swap, dump-and-return, and final removal of roll-off containers. |
Also in the library: 16 more septic and specialty reports
Shorter, single-page reports for the jobs around the pump-out, in the same library and just as editable. Names as they appear in Forms & Templates:
That makes 28 forms in every account. They are seeded the moment the account is created, so a brand-new account has the whole library before its first sign-in, and the four deep septic forms (pumping, inspection checklist, grease trap, holding tank) attach themselves to matching services as those services are added.
PFL-3: How Your Team Uses a Form (Start to Finish)
PFL-4: Which Forms Attach to Which Services
Every service can have one default form. When your tech starts that service on a job, the form loads automatically. Some pre-built forms attach themselves to matching services out-of-the-box; others sit in the library until you decide.
- *Septic Tank Pumping Service Report* attaches to any service in the `septic_pump` category.
- *Septic System Inspection Checklist* attaches to any service in the `septic_inspection` category (and a dedicated "Septic System Inspection" service is created if you're a septic org without one).
- *Grease Trap* and *Holding Tank* templates attach to any existing service in the `grease_trap` / `holding_tank` categories.
Rule of thumb: if the pre-built form matches a service you offer, it's either already attached or one click away. Nothing runs on your account without you saying so.
PFL-5: Compliance Features by Form
The pre-built forms document the things regulators and lenders actually check. A short summary of the load-bearing fields:
| Form | Compliance feature |
|---|---|
| Septic Inspection Checklist | Dual e-signatures (customer + technician), scum/sludge measurements in inches with pumping-recommendation guidance, conditional failure photos, ground-condition classification. |
| Septic Tank Pumping Service Report | Waste disposal manifest (hauler company, permit / license number, manifest / ticket number, receiving facility, delivery confirmation), pumped-gallons capture that feeds measured billing. |
| Grease Trap / FOG Compliance Report | 25% rule measurement (FOG layer + solids layer vs. total liquid depth) with a "service required" flag, full waste-disposal manifest with hauler license and chain-of-custody signatures. Many jurisdictions require these records for 3+ years and produce them during FOG inspections. |
| Holding Tank Pump-Out Report | Septage disposal manifest (hauler permit, receiving/disposal facility, quantity disposed), tank-condition and water-intrusion evidence flags. |
| Real Estate Transfer Septic Certification | Pass / Conditional Pass / Fail result, inspector license / certification number, hydraulic load test result, setbacks-compliant flag, required summary of findings. Formatted for closing/lender packages. |
| Delivery & Placement Report | ADA-accessible placement flag, anchoring/secured flag, required placement photos, conditional pre-existing-damage documentation with photos. Protects you from later "you damaged our unit" disputes. |
| Pickup / End-of-Rental Removal Report | Unit-condition-at-pickup classification (Excellent → Damaged/Chargeable), conditional damage description + photos, missing-components flag, cleaning-fee / damage-fee recommendation flags, required site photos. Supports post-rental charges with evidence. |
PFL-6: Customize a Pre-Built Form
Every pre-built form is fully editable. Open it from Forms & Templates and use the template builder like you would any other template. Rename sections, add fields, tighten wording to match your voice, add a field for a state-specific requirement.
Two ways to change one:
Rule of thumb: small wording tweak, edit in place. Restructuring or removing sections, clone first. Building something meaningfully different, start from scratch with New Template.
See Service Report Templates for how the template builder works.
PFL-7: See a Sample
A rendered sample of the Septic System Inspection Checklist, with realistic data, embedded photos, and signatures, is available at `septic-inspection-sample.pdf`. It shows the branded header (with generic "Your Company Name" as a placeholder for what your logo/colors will look like), the check/cross checklist rendering, embedded photos in a grid, real signature images, and the two-page layout with the summary/recommendations on its own page. The diagonal SAMPLE watermark marks it as a demo.
The same sample is linked from the in-app "How pre-made forms work" slider: open Service Hub → Forms & Templates and click it in the toolbar.
PFL-8: Frequently Asked Questions
Can I delete a pre-built form I'll never use?
Yes, soft-delete it and it disappears from your library. Nothing is destroyed. If you change your mind, re-seed by contacting support.
Will my edits break if PortaPro updates the form?
No. Every account has its own copy of every pre-built form. If we ship an updated version of a form, it doesn't overwrite the copy you've edited. Clones are also yours forever.
Can my customer see the internal notes I write on the report?
No. The report has an Internal view and a Customer view: the customer view strips internal-only fields (GPS coordinates, internal timestamps, anything marked internal-only in the template's permissions). The email your customer receives is the customer view by default.
How do I email the report to the customer?
From the completed service record, the Send Email action attaches the same branded PDF you see in the preview, customer-view by default. No re-rendering, no separate email template. What you see is what they get.
Does it work when my tech has no signal?
Yes. The driver runtime queues everything (form responses, photos, signatures) in the device's local storage and syncs when connection returns. Techs don't need to think about it.
What if I need a form the library doesn't cover?
Build one. New Template in Forms & Templates opens the template builder with a blank slate. You have the same field types the pre-built forms use (text, number, date, toggle, select, long text, number with unit, photo group, before/after photo pair, signature) plus conditional visibility with `show_if`. If a pre-built form is close, cloning is faster than starting over.
Which forms feed billing?
Any form with a gallons or tons field whose id contains "pumped," "removed," "captured," or "disposed" feeds measured-quantity billing. In the pre-built library, the Septic Tank Pumping form is the primary example: its `gallons_pumped` value flows to `job_items.service_quantity` on services priced per-gallon, and the line total recalculates automatically.
Can I use a pre-built form on a service I created myself?
Yes. Open the service in Service Catalog and set its Default Report Template to any template in your library, pre-built or custom. From then on, that form loads whenever a tech starts that service on a job.