Septic pumping and service

Septic Service Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A septic service invoice needs the property address, tank size and type, the date pumped, any locating and digging performed, surcharges for excessive solids or difficult access, filter service, inspection findings on the baffles and drain field, disposal at cost, and the recommended next service date. Copy the template below, or use software that records the cycle and schedules the reminder.

What belongs on the invoice

  • Business name, septic/hauler license number, contact info
  • Customer name, property address, phone
  • Tank size and type, number of compartments
  • Date pumped and gallons removed
  • Locating and digging performed
  • Surcharges — solids, grease, access, distance from truck
  • Filter and riser work
  • Inspection findings — baffles, tees, drain field
  • Disposal at cost, facility named
  • Next recommended service date

The template

[Your Business Name] · License #________
[Phone] · [Email]

Invoice #____        Date: __________
Bill To: [Customer Name]        Phone: __________
Property: _____________________________________

Tank: ______ gal   Type: [concrete/plastic/steel]
Compartments: ___  Hose distance: ___ ft
Gallons pumped: ______

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Pumping — ______ gal tank                $______
Locate + dig lid                         $______
Excessive solids / grease surcharge      $______
Long hose run — ___ ft over base         $______
Effluent filter clean / replace          $______
Riser + lid installation                 $______
Baffle / tee repair                      $______
Inspection + written report              $______
Disposal fee (at cost, [facility])       $______
After-hours / emergency call             $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Total Due                                $______

FINDINGS: ______________________________________
RECOMMENDED: ___________________________________
NEXT SERVICE DUE: __________ (approx ___ years)

Record the hose distance

A tank fifteen feet from the driveway and one a hundred feet across a back yard are different jobs. Recording the run on the invoice explains today’s surcharge and prices the next visit correctly without needing a site walk.

Note what you couldn’t see

If the drain field couldn’t be assessed or a second compartment lid wasn’t located, say so on the invoice. Septic failures get investigated, and “not inspected” written down is a lot better than an assumption someone makes later on your behalf.

Skipping the copy-paste

Software with your tank-size rates, surcharges, and disposal lines saved builds this at the truck and sets the next-service reminder against the property automatically.

Frequently asked questions

Why print the next service date?

Because it's the single most valuable line on the invoice for both parties. The homeowner files it and forgets it; you schedule the reminder and get the call in four years instead of whoever they find online that day.

Should inspection findings go on the pumping invoice?

Yes. A cracked baffle or a soggy drain field noted with a recommendation is next year's work, documented — and it's your record that you flagged the problem when a failing system becomes someone's dispute later.

How do I charge for a lid I had to find and dig?

As its own line, quoted before you start digging. Probing and excavating a buried lid can take forty minutes, and it's the most common way a routine pump quietly becomes an unpaid hour.

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