PortaPottyBossPro Blog — Porta Potty Rental Software

Porta Potty Rental Software for Multi-Truck Companies With an Office

Once a company has three, five or ten trucks, the problems change. You aren't forgetting a service so much as losing track of who's handling it. In Porta Potty Rental Software for the One-Truck Operator the owner did everything. Here the work is split between an office and a crew, and the software's job is to keep everyone looking at the same plan.

The Problem Is Coordination

In a bigger operation, the office takes the calls, a dispatcher builds the routes, drivers run them, and someone does the billing. Each handoff is a chance to lose information. The placement note the customer gave the office doesn't make it to the driver. The driver drops an extra unit and nobody tells billing. A contractor calls three people to find out where his delivery is.

Porta potty rental software fixes this by making the job the single source of truth. The office enters it once; dispatch, the driver and billing all work from that same record.

That record holds more than an address. It holds the units on the site (type, quantity, unit numbers and placement), the site contacts and gate or access notes, the delivered date and the rental terms. When the driver opens the job, the access note the customer gave the office is right there under the address. When billing opens it, the units the driver dropped are the units on the invoice. Nobody has to walk down the hall and ask.

One Waiting List for the Whole Company

The Waiting List shows every delivery, weekly service, extra pump-out and pickup that still needs to go out, across the whole service area, on a live map and as a list. Pins are colored by status: not due yet, due now, or overdue past a 7-day grace. A dispatcher can see at a glance that the east side is heavy with overdue weekly service, or that two deliveries ended up on opposite edges of town.

Dispatching Many Trucks

The Scheduled List is the dispatch board. It has a week strip so you can move between days, and a filter by truck. You assign jobs to trucks, drag them into order, or auto-route Closest First or Furthest First from the yard. The board totals stops and dollars per service, which makes it easy to spot a truck with twice the work of the others before the day starts, not after.

Employees have personal PINs and truck assignments, so each driver signs into the driver app and sees their own truck's jobs in route order.

When a same-day request comes in at 10am, the dispatcher can see which truck is already working that side of town and slot the stop in, rather than sending whoever answers the phone first. Swap a driver out for a sick day and the jobs stay with the truck, so the fill-in sees the same list.

Seeing the Crew During the Day

Crew GPS shows on the office map while drivers are working. When a customer calls asking where their delivery is, the office can look rather than radio the driver. Drivers tap Start, Skip and Complete on each job, so the office knows what's done, what's in progress and what got skipped and needs to go back on the list.

Customers also get automatic "on the way" and "arrived" texts, and the customer app shows them where they are on the day's route. That cuts down the "where's my truck" calls that eat a dispatcher's morning.

Office Roles and the Time Clock

A multi-truck company usually has more than one person in the office. PortaPottyBossPro has office user roles, so you can decide who does what in the system. Employees clock in and out on the time clock, which gives you hours without collecting paper timesheets on Friday. More on that in Employees, PINs, Trucks and the Time Clock.

Billing at Volume

At this size, billing is often the biggest back-office job. Completed jobs become invoices with line items and sales tax per site. Cards on file can be auto-charged on completion or on a schedule. Contractor and other accounts set to Monthly get one statement each month covering every job at every site, each line labeled with the site address. Extra rental days are added automatically when units stay out past the days included.

Plans for Bigger Operations

Plans are $59, $89 and $199 a month (Start, Pro and Crew). Larger companies usually look at Pro or Crew for the higher monthly text allowance (1,000 or 2,000 segments sent and received) and the automations those plans include; the pricing page lays out which plan turns on what. For the full overview of how the pieces fit, see the porta potty rental software overview.