Features for a Septic Pumping Records Management

When you have made the decision to automate records management, it takes an additional investment of time to select the hardware and software to use. The features included in the system and the amount of time and effort required to learn to use it will have a direct impact on whether the costs of the system will be justified. If the system doesn’t provide the tools you need to run the business, you will not be able to use it effectively. On the other hand, if the system is easy to learn and provides you with the tools you could use now and additional features you may be able to use later, you will be rewarded with more free time and greater control of the business.

What, then, are features you should look for in a records automation package for a septic business? A shopping list of features should include:

Operations

These are the things that make the computer system easy to learn and use. Features to look for are:

• Windows-based

• On-line help

• Ability to rapidly switch between activities

• Fast, responsive operations

• Ability to support unlimited number of customers

• Single and multi-user capabilities

• High speed entry for posting receivables

Records management

This is what allows you to access or create customer records easily. These features are helpful:

• Rapid customer location by:

• Name

• Site address

• Phone number

• Check locator

• Automatic lookup of coded fields

• Automatic defaults when entering customer information to reduce typing

Daily work scheduling

This set of features provides the information to manage the daily work in support of the business:

• Production of work invoices

• Automatic generation of work invoices for regular interval service, e.g.,

• Daily

• Weekly

• Monthly

• Yearly

• Routing of daily work for multi-truck operations

• Reporting of daily driver activity

Invoicing

These capabilities help you to calculate, record and collect money due for customer services. Look for these features:

• Multi-item invoices

• Statements

• Late charge option for past due moneys

• Message area on invoices and statements

• Customer ledger

• Sales tax by county

• Two step rate table, i.e., $100 for first 1000 gallons and $75 for next 1000 gallons

• Unlimited number of entries in rate table

• Ability to override charge item description

Operational reports

These reports help you to understand where your money is coming from and how effective your operations are.

• All reports should be for selected date range

• All reports have options to print details and recaps or totals by:

• Account type

• Customer status

• County

• City

• State

• Receivables

• Sales

• Age report

• Production tracking by:

• Driver

• Truck

• Type service

• Zip code

• Service city

• County

• Septage activity

• Driver and/or truck activity

Marketing

These features help you to minimize the work required to retain customers using mailings.

• Label printing

• Form letters

• Reminder notices

Each of the features described above will help to provide you with the greatest return for your investment of time and money. The computer is a tool which can be used to empower you to expand your control and help you to get work done with less time and effort. As with any tool, it is important to choose wisely.