Free Septic Service Invoice Generator
Price the pump-out by tank size and the gallons over your base, add filters and the after-hours call-out, and export a PDF the homeowner can keep as a service record.
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Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
From gallons pumped to the call-out fee
A pump-out is usually priced as a base visit covering a tank up to a set size, then per gallon after that. Put the base on one line — "Septic tank pump-out, 1,500 gal tank, first 1,000 gallons" — and the overage on a second with the extra gallons in the quantity column, which carries three decimals if you meter it that way. Anything that made the visit longer belongs on its own line too: hand-digging to locate and uncover the lid, hose runs past the length your rate includes, or a second tank on the same property.
Inspections, filters and small parts are separate work and should read that way. Effluent filters, risers, lids and baffles are parts — one line each with the count in the quantity column — and an emergency or after-hours visit is a line of its own naming the day and the time you were dispatched, since there is no way to attach a percentage surcharge to a single line. If you want an out-of-hours premium spread across the job instead, it has to be built into the rates on the lines below rather than added at the bottom.
Use the notes for your county pumper permit, the septic permit on the property, and where the septage went — the treatment plant or land-application site with its manifest ticket number. It is also the right place for the next recommended pumping date, which turns the invoice into a reminder three years from now. Be clear about what this document is: an invoice, not a county inspection report or a septage manifest. There are no fields for tank condition, sludge depth, drainfield findings or a pass/fail, so a buyer's lender or the health department will still want their own form. The tax line is preset to Sales Tax, though in much of the country residential pumping is not a taxed service at all — Georgia taxes goods rather than most services, and Texas treats residential septic pumping as untaxed — while some states tax replacement parts but not the labor, so set your rate or clear it and check with an accountant. The latest draft autosaves in this browser, so a route customer's invoice can be reopened, redated and renumbered next cycle; keeping a library of past invoices is the one feature behind the email unlock.
Seven years without a pump-out
A Sunday call from a homeowner with a backing-up laundry line: a 1,500-gallon tank last emptied seven years ago, a lid buried under more than a foot of soil, and a clogged effluent filter that turned out to be the real cause. Everything except the overage is priced per visit rather than by the hour, and because the base pump-out covers only the first 1,000 gallons, the extra septage is metered and billed by the gallon on a line of its own.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Emergency after-hours call-out — Sunday, dispatched 7:40am | 1 | $185.00 | $185.00 |
| Septic tank pump-out — 1,500 gal tank, first 1,000 gallons | 1 | $295.00 | $295.00 |
| Septage pumped over base allowance (per gallon) | 620 | $0.22 | $136.40 |
| Locate and uncover tank lid — hand dig, 14 in cover | 1 | $95.00 | $95.00 |
| Effluent filter — replace PL-122 cartridge, supplied and fitted | 1 | $125.00 | $125.00 |
| Subtotal | $836.40 | ||
| Total due | $836.40 | ||
The tax line is cleared because Georgia taxes goods rather than most services, and several other states exempt residential pumping too — set a rate if your state taxes the service or the replacement parts.
Where a pump-out invoice becomes a service record
Tank size and gallons removed
State the tank capacity and how much you actually pumped — a buyer's inspector and the county both read this invoice as a record of what the system has had done to it.
Where the septage went
Name the treatment plant or land-application site and the manifest ticket in the notes; it is the part of the job the customer never sees and the part regulators care about.
Parts listed with counts
Effluent filters, risers, lids and baffles each get a line with a quantity, so a warranty claim or a repeat failure later has something specific to point at.
Call-out time named
If you charged a weekend or after-hours rate, write the day and the dispatch time into the line description instead of leaving a bare "emergency fee" for the customer to interpret.
Next service date stated
Put the recommended next pump-out date in the notes — it justifies this visit and books the following one at the same time.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
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Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
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20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
How do I bill a tank bigger than my base price covers?
Put the base pump-out on one line and the extra septage on a second, with the overage in the quantity column and your per-gallon rate beside it. The quantity field carries three decimals, so 620 gallons or 6.2 hundred-gallon units both work — just say in the description which unit the line is priced in.
Can I use this as the inspection report for a home sale?
No. It is a plain invoice PDF, with no fields for tank condition, sludge depth, baffle or drainfield findings, a pass/fail or an inspector's signature, and counties and lenders almost always require their own form. Invoice the inspection as a line item and put the report or health department reference in the notes so the two documents can be matched up.
Where do my pumper permit and the disposal site go?
The notes field. There is no dedicated box for permit, licence or manifest numbers, so the county board of health pumper permit, the property's septic permit and the plant or land-application site with its ticket number all go there — homeowners selling a house are often asked for exactly that paperwork.
Is septic pumping taxable?
Often not. Georgia taxes goods rather than most services, and Texas treats residential septic pumping as untaxed, while other states do tax the service, and several tax replacement parts but not the labor. The tax line is preset to Sales Tax with a single rate across the invoice, so set your rate or clear it and confirm with an accountant.