PortaPottyBossPro Blog — Weekly Service Scheduling

Billing Weekly Porta Potty Service: Monthly Statements That Match the Visits

The Last Step of Every Visit

Skipped stops, covered in Skipped Service Stops: Recording Why and Getting Back the Next Day, should not show up on a bill. Completed ones should, every time. The schedule gets the truck there, the visit does the work, and billing is where the money comes in. If billing does not match the visits, you either undercharge and lose money or overcharge and lose trust.

Completed Visits Become Invoices

In PortaPottyBossPro, completed jobs become invoices with line items and sales tax for the site. When a driver taps Complete, the visit is ready to bill. That ties the invoice directly to the work: only completed stops are billed, and every completed stop is billed.

Two Ways to Bill Recurring Service

Most portable toilet companies bill recurring service one of two ways:

• A monthly rental that includes weekly service, such as $150 a month per standard unit.
• A rental charge plus a per-visit service charge.

Either works. Set up your services and prices to match your model so the invoice shows what the customer is paying for. Extra pump-outs, hand wash station service and restroom trailer service usually appear as their own lines.

Card on File and Auto-Charge

For customers with a card on file, PortaPottyBossPro can charge the card when a job is completed or on a schedule. Homeowners and small customers often prefer this, because they never have to think about the bill. The customer can update their card in the customer app, and invoices and payment are available there too.

Monthly Statements for Contractors

Contractors and larger accounts rarely want an invoice after every visit. Set the account to Monthly billing and they get one statement each month covering every job at every one of their sites. Each line is labeled with the site address, so a contractor with six projects can split the cost across jobs without calling you. Weekly service, extra pump-outs, deliveries and pickups all appear on the same statement.

Extra Rental Days

When a rental has a set number of days included, PortaPottyBossPro tracks the delivered date, the picked-up date and the days included, with a per-day rate after that. The lists show how long units have been out, such as out since 10/3 for 12 days with 4 extra, and the extra days are added to the invoice automatically as extra rental days. This matters most for event and short-term rentals that run long.

Sales Tax by Site

Sales tax can vary by location. Invoices carry sales tax per site, so a contractor with projects in two jurisdictions is billed correctly for each. Set up tax on each site rather than on the customer as a whole.

Extra Pump-Outs on the Bill

Extra pump-outs are where revenue is most often lost. A driver handles an urgent request, but the visit never makes it onto the bill. When extra pump-outs are their own jobs on the Waiting List, completing them puts them on the invoice like any other visit. Extra Pump-Outs on Request: Fitting Unscheduled Service Into the Week covers handling them.

Proof Behind the Bill

Billing questions are much easier when every line has a visit behind it. If a contractor asks why the statement shows five visits at one site in a month, the office can open each job and see that the stop was completed, when the driver arrived, and the photos taken on site. That turns a billing dispute into a two-minute call. It also makes it easier to raise the subject of more service when a site keeps needing extra pump-outs, because the history is right there on the account.

Ending Service Cleanly

When a site's units are picked up for good, end its recurring service at the same time. A site that keeps coming due after the units are gone creates confusion on the Waiting List and, worse, can lead to a visit that should never have been billed. Make the pickup and the end of service part of the same step in the office.

Past-Due Follow-Up

Recurring service builds up a balance fast if a customer stops paying. PortaPottyBossPro includes past-due follow-up so overdue invoices get attention. Customers can pay online from the customer app, which removes one excuse for paying late.

Visits and Revenue Together

When billing comes straight from completed visits, your revenue numbers and your service numbers tell the same story. Reports on Porta Potty Service Visits per Week: Knowing What Your Trucks Did covers reviewing visits per week. To see how billing connects to weekly service scheduling, visit PortaPottyBossPro portable toilet service scheduling software.