PortaPro Docs

Win and serve customers

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Customer Portal
24/7 access to schedules, invoices, and service history.
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Quotes & Invoices
View, approve, and pay documents online.
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Online Booking
Customers book roll-offs and event rentals on your website and pay a deposit. Nothing is scheduled until you approve.
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Payment Processing
Secure online payments with flexible options.
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Inbox
Portal messages, text (SMS), and email in one inbox per customer, plus a Requests tab for everything customers ask for in the portal.
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E-Signatures
Sign contracts digitally with audit trails.
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Service Checklists
Standardized pumping and cleaning workflows.
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Venue Blueprinting
Pin inventory clusters on satellite maps, link to quotes, and send branded site plans.
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Email From Your Inbox
Send invoices, quotes, and sales email from your real address, with your real deliverability.

Run the field

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Job Schedules & Dispatch
Create jobs, dispatch routes, and manage recurring service.
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Route Optimization
Routes planned around tank capacity, disposal-site hours, and service windows.
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Mobile App
Offline-first workflows for field operations.
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Unit Pins
Every unit's exact spot on the site map. Drivers move pins from the field.
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Services Hub
Service requests, checklists, and proof-of-work logs for every job.
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Team Chat
Channels and direct messages for drivers, dispatch, and the office.
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Walkie-Talkie
Push-to-talk inside the PortaPro app, on the channels your crew already uses, with searchable transcripts.
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Calls & Huddles
1:1 calls and channel huddles for your crew, plus meetings customers join from a browser.

Control the business

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Equipment Inventory
Availability by date, so a weekend booking shows before the weekend.
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Event & Tent Rentals
Kits, tents booked by size, pull sheets, scan-back check-in, and charges for what comes back missing.
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Event Layouts
Tents and tables to scale on the venue or its floor plan, seating charts from the guest list, and a share link for comments and approval.
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28 Day Invoicing
Bill every site automatically on the industry-standard 28-day cycle, with duplicate prevention built in.
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Bookkeeping & Billing
Quotes, invoices, expenses and receipts, bank reconciliation, and QuickBooks, Xero and FreshBooks sync.
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Customer Accounts
Profiles, sites and locations, contacts, and history.
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Leads & Deals
The CRM built into PortaPro.
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Temporary Fencing
Draw the fence on the satellite map or type the feet: panels, gates, stands, clamps and sandbags counted for you, screen priced by the foot.
Roll-Off Rentals
Live ledger for every container on the ground, overage and landfill disposal billed from the weight ticket, and dumpster requests from the customer portal.
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Fleet Management
Maintenance, compliance, inspections, and vehicle tracking.
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GPS Tracking
Plug-in trackers for the trucks, battery tags for the units, and an alert when a unit leaves its pin.
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Business Phone
A real business line with an IVR, ring groups, voicemail, and recording. Click to dial, ring your cell, and every call logs itself on the customer.
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Team Management
Roles, the time clock, and the credentials about to expire.
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Hiring
A careers page, an application built for CDL drivers, and a Hire button that turns the applicant into a team member.
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Payroll
W-2 and 1099 payroll inside PortaPro. In beta, rolling out in stages.
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Reporting & Analytics
Gallons by disposal site, overdue sites, and reports on your billing cycle.
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Septic Service
The tank on the customer's record, pump-out dates predicted, and every septic report form, from pumping to real estate transfer, shipped and attached to the job.
Also in PortaPro:QuickBooks Sync,Xero Sync,FreshBooks Sync,Claude & ChatGPT,Equipment Scanning,Shared Truck Devices,Consumables,Marketing Tools,Automated Review Requests,Septic Reminders,Celebrations,Help & Support

Run your portable sanitation operation from lead to ledger.

One system, 46 features, no per-user or per-vehicle fees or limitations.See all featuresarrow_forward

Learn & Discover

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ROI Calculator
Estimate time, labor, fuel, and cost savings with PortaPro.
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Route Efficiency Simulator
See how optimized routing can increase weekly service stops.
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Dumpster Weight Calculator
Estimate debris weight and the roll-off size it needs.

Support & Training

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Support
Submit a request, email our team, or book a call.
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Help Centeropen_in_new
Guides, documentation, and step-by-step setup resources.
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Our Promise
Why we refuse to let software get worse over time.

GPS Asset & Vehicle Tracking

How GPS tracking works
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Unit tracking device
A sealed battery tag inside the unit. It reports when the unit moves, and the battery lasts five to seven years.
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Vehicle tracker
Plugs into the truck's OBD-II port. Live location, plus odometer and fuel on supported trucks.

Solutions

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In the Field
A service day from the yard to the invoice, and where each job goes wrong.
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Portable toilet operators
Same-day missed stops, proof for every stop, and rate card invoices.
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Septic operators
Pump-outs predicted from the tank, and the county's own forms filled from the job.
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Grease trap service
Each trap on its own cadence, and the FOG 25% rule measured.
Roll-off haulers
Days past term, tons over the allowance, and landfill fees on one final invoice.
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Tent and party rentals
A tent booked by size, packages as one line, every chair checked in.
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Event and festival operators
A site plan on the quote, and a weekend priced as a weekend.
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Municipal contracts
Invoices before the period with the PO printed, and a record of every park visit.
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Multi-location operators
Several yards, service territories, divisions, and roles in one account.
Why Operators SwitchPricing
Sign Inrocket_launchStart Free Trial
homeHelp Centerchevron_rightCelebration Cards & Birthdays
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Celebration Cards & Birthdays

Group greeting cards and birthday tracking for your team and customers. Labeled Celebrate in the sidebar. Creating, designing, signing, delivering, gift cards, and managing cards.

Getting started

What Celebration Cards is, who can use it, and birthdays and reminders.

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Celebration Cards Overview

What Celebration Cards are, where Celebrate is, who can use it, the three links and card statuses.

4 min readarrow_forward
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Birthdays and Reminders

Entering birthdays, the Upcoming birthdays panel, and the birthday reminder settings in Settings → Cards & Birthdays.

3 min readarrow_forward

Creating cards

Building a card, designing it, and collecting signatures from your team.

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Creating a Card

Choosing the recipient and occasion, the automatic title, scheduling, and what can be changed later.

3 min readarrow_forward
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Cover Photos and Card Design

The header photo, the twelve themes, matched backgrounds and custom colors.

2 min readarrow_forward
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Collecting Signatures

Sharing the signature link, Send to team, signing with GIFs and stickers, and removing messages.

3 min readarrow_forward

Delivery and gift cards

Sending or scheduling a card, what recipients get, and attaching a gift card.

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Sending and Scheduling

Send now versus a scheduled send, what the recipient receives, resending, failed sends and deleting.

3 min readarrow_forward
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Gift Cards

Setting up Tremendous gift cards, attaching one to a card, when you are charged, and the claim link.

4 min readarrow_forward

Troubleshooting

Fixing cards that didn't arrive, signing errors, and failed gift cards.

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Troubleshooting Celebration Cards

Real causes and fixes for missing navigation, undelivered cards, signing and photo errors, and failed gift cards.

4 min readarrow_forward
PortaPro

Contact:
support@portaprosoftware.com

© 2026 PortaPro. All rights reserved.
All-in-one software for portable sanitation operators.

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