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
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homeHelp Centerchevron_rightFleet Management
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Fleet Management

Vehicle registry, DVIRs, maintenance tracking, fuel management, parts inventory, and compliance documentation.

Fleet Basics

Vehicles, inspections, maintenance and fuel

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Fleet Management Overview

The Fleet area: its sections and groups, who can use it (including mechanics), the phone layout and Fleet Reports.

3 min readarrow_forward
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Vehicles and Assignments

Adding and editing vehicles, the vehicle profile tabs, Home Yard, driver-vehicle assignments, vehicle documents and spill kits.

9 min readarrow_forward
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DVIRs and Maintenance

Vehicle inspections (DVIRs) and defects, service history, work orders and mechanics, and preventive maintenance schedules, including known issues.

11 min readarrow_forward
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Fuel Tracking

Fuel logs, yard tanks, fuel analytics and what the fuel numbers mean.

4 min readarrow_forward
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Troubleshooting Fleet

Real causes and fixes for fleet problems: vehicles missing from routes or assignments, DVIRs not showing, work orders, PM and fuel reports.

7 min readarrow_forward
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What is the Fleet Health Score and How Is It Calculated?

Understand the Fleet Health Score, its calculation, and how to improve it.

5 min readarrow_forward
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Roll-Off Truck Capacity

Set the largest roll-off container a truck can carry, and see the warning the job wizard shows when a container is too big for the truck.

2 min readarrow_forward
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Disposal Sites (Weight Tickets & Tipping Fees)

Configuring the landfills, transfer stations and plants drivers tip at, under Fleet Management: the driver's Weight Ticket dropdown, tipping fees by the ton and by material with a minimum charge, and how a Landfill cost + markup rental bills them to the customer.

8 min readarrow_forward
PortaPro

Contact:
support@portaprosoftware.com

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All-in-one software for portable sanitation operators.

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