1. Scan in batches on a flatbed or document scanner
A flat scan reads far more reliably than a phone photo — even lighting, straight edges, no shadows. Scan a dozen or so pages into one PDF at a time. Use your phone for one-off papers in the field.
2. Let software read the details
SepticHub reads each page and fills in the customer name (a person or a business), phone, mailing address, service address, tank details, the visit date, and each charge as its own line. Anything it can't read is left blank rather than guessed, and pages that need a second look are flagged.
3. Review, then save
- Start on the first record while the rest of the pages keep reading.
- Approve clean pages in bulk; fix the few that are flagged.
- If the address already exists, add the visit to that property instead of creating a duplicate.
- The scans themselves are never stored — only the details you approve.
4. Turn history into next jobs
Once the last pumping date is in, SepticHub works out when each tank is due next and can remind the homeowner by email or text automatically.