Section 1: Activation Options — Review and Accept Email Guidelines
When you first access the Communication Option settings, you'll need to review the Email Guidelines.
✅ Check the option to review the Email Guidelines.
You'll then need to complete two fields:
— Reply To Email Address Field: The email address to which customer replies are sent. In other words, when customers reply to your email communications, those replies will be sent to the Reply To Email Address. The Reply To Email Address should be an email inbox that is continuously monitored by your business.
— Email From Name Field: The "from name" that appears in your email communications. The Email From Name is usually the name of your business.
Section 1: Activation Options — Review and Accept Text Message Guidelines
If you want to communicate with your customers through text messages, you'll need to review the Text Message Guidelines.
⚠️ If you do not want to use Tank Track's text message feature, you may skip this step.
✅ Check the option to review the Text Message Guidelines.
You'll then need to provide information about your business. This information is required for regulatory purposes, mainly to verify that text messages will be sent from a legitimate business.
⚠️The following fields are especially important.
— Business Type Field
Select Sole Proprietor if you run your business as an individual; your business is not incorporated; and you usually file taxes under your own name or a DBA. For example: James Kirk, d/b/a Starfleet Pumping Services.
Select Private For-Profit if your business is privately owned; organized as an LLC, Inc., or Corporation; and not publicly traded.
Select Public For-Profit if your business is publicly traded on a stock exchange and anyone can buy your company's stock.
ℹ️ The most common Business Type is Private For-Profit. If you are not sure about your business type, please consult with your accountant or attorney.
— Employer Identification Number (EIN) Field
An Employer Identification Number — or EIN — is a unique number assigned by the IRS to businesses for tax reporting purposes.
If you selected Sole Proprietor as your business type and you do not have an EIN, enter your personal Social Security Number as the EIN.
If you selected Sole Proprietor as your business type and you have an EIN, enter your EIN.
If your selected Private For-Profit or Public For-Profit as your business type, enter your EIN.
ℹ️ If you do not know your EIN, please consult with your bookkeeper, accountant, or attorney.
— Website Address Field
A website address is used to confirm a business presence. If your business does not have a website, please enter a publicly accessible link to:
a Facebook business page;
a Google business profile; or
any other social media site that can be used to confirm your business presence.
Section 2: Invoices, Receipts, and Monthly Statements
✅ Check the option to activate sending invoices and receipts to your customers.
🔘 Select the Email Intro Option you want to display when emailing or texting invoices, receipts, or monthly statements to your customers.
Enter Payment Instructions for your customers who mail payments to your business or pay over the phone.
ℹ️ A partial template is provided. Simply replace the underscores with your mailing address and your phone number.
ℹ️ You may enter different Payment Instructions for each of your Headquarters.
Section 3: Appointment Confirmations
✅ Check the option to activate sending appointment confirmations to your customers.
Customize Confirmation Requests
You can customize:
when, and how often, your customers receive confirmation requests to avoid wasted trips; and
whether your customers receive a final notification on the morning of the appointment.
ℹ️ An automated confirmation request differs from an automated final notification.
Automated Confirmation Request | Automated Final Notification |
Informs your customer of the date and time of the appointment and requests your customer to confirm the appointment by clicking a confirmation button. | Reminds your customer about the appointment on the morning of the appointment. |
Multiple automated confirmation requests can be sent; however, once your customer confirms the appointment, no additional automated confirmation requests are sent. | Only a single automated final notification is sent. |
May also include, at your option:
| Does not include any remote electronic signature requirement, pre-authorization language, total invoice price, or appointment preparation instructions. |
You can automate:
up to 3 confirmation requests; and
1 final notification.
— Confirmation Requests
✅ Check the "Send a message when appointment is finalized" option to send a confirmation request once the appointment is scheduled.
✅ Check the "Send a confirmation request [X] days prior to the date of service at 10:00am" option to send a confirmation request X number of days prior to the scheduled appointment. The confirmation request will be sent at 10:00am.
✅ Check the "Send a confirmation request [X] days prior to the date of service at [TIME]" option to send a confirmation request X number of days prior to the scheduled appointment at time. The confirmation request will be sent at the time you designate.
— Final Notification
✅ Check the "Send a final notification on the date of service at 7:00am" option to send a final notification at 7:00am on the day of the scheduled appointment.
Confirm Button Text
🔘 Select whether you want the button in the Confirmation Requests to say "Confirm" or "Agree & Confirm."
ℹ️ The Agree & Confirm option is typically used if you decide to include Appointment Preparation Instructions in your Confirmation Requests.
Reschedule Button and Reschedule Options
🔘 Select whether your confirmation requests should:
show the reschedule button;
hide the reschedule button; or
add reschedule options.
Show Reschedule Button | Hide Reschedule Button | Add Reschedule Options |
Reschedule Button is displayed. | Reschedule Button is not displayed. | Reschedule Button is displayed. |
Reschedule Options are not displayed. | Reschedule Options are not displayed. | Reschedule Options are displayed. |
🎯 Many Tank Track subscribers hide the Reschedule Button to prevent customers from always rescheduling their appointments.
ℹ️ The "Add Reschedule Option" allows your customer select several days and times to let you know when he or she will be available for the purpose of rescheduling the appointment.
Reschedule/Cancel Notice Provision
Enter the number of hours notice your customers should provide you if they want to reschedule or cancel the appointment.
If you do not want the Reschedule/Cancel Notice to appear, enter zero (0).
Remote Electronic Signatures for Preauthorization and Promise to Pay
Tank Track lets you include additional language in your Automated Confirmation Requests for your customers to review and electronically sign the included additional language, which typically includes an express promise to pay.
✅ Check the box to activate electronic signature for Preauthorization and Promise to Pay.
Two fields appear, a top field — the title field — and a larger bottom field — the pre-authorization language field.
— Title Field
Enter the title of the pre-authorization language.
An example of a title is "Important Information: Please Read and Sign."
— Pre-Authorization Language Field
Enter the pre-authorization language you want your customers to review and sign.
An example of pre-authorization language is "You agree to pay us the full amount due immediately upon completion of the job. If, for any reason, we are unable to perform the job because you are not present, you agree to pay a trip fee of $150. You also authorize us to charge your credit or debit card we have on file for any amounts you owe to us."
Show Invoice Price
✅ Check the box to include the total invoice price on appointment confirmation messages.
If you do not want the total invoice price to be included on your automated appointment confirmations, leave the box unchecked.
Appointment Preparation Instructions
Tank Track lets you include appointment preparation instructions in your Automated Confirmation Requests so that your customers are better prepared for the appointment.
ℹ️ You can create different appointment preparation instructions for each type of waste tank. For example:
you can have one set of appointment preparation instructions that apply to septic tanks; and
another set of appointment preparation instructions that apply to aerobic systems, etc.
✅ Check the box to activate appointment preparation instructions.
— Choose Instructions Style
🔘 Select whether the instructions style formatting should consist of:
a bulleted list;
a bulleted list with line breaks; or
a paragraph.
🎯 Many Tank Track subscribers select the "bulleted list with line breaks" option because that format is the easiest for customers, especially elderly customers, to read.
When the Add Instructions button is clicked, three fields appear: the title field, the waste type field, and the instructions field.
— Title Field
Enter the title of the appointment preparation instructions.
An example of a title is "Preparing for your Septic Tank Pumping Appointment."
— Waste Type Field
Select the waste types that apply to the appointment preparation instructions.
An example of a waste type is Septic Tank.
ℹ️ The options appearing in the waste type field are based on Settings -> 6. Waste Options.
ℹ️ You may create as many sets of appointment preparation instructions as you like. For example: you could create a different set of appointment preparation instructions for:
septic tanks;
holding tanks; and
lift stations.
❗ Multiple waste types may be assigned to a single set of appointment preparation instructions; however, once a waste type is assigned to one set of appointment preparation instructions, it cannot be assigned to another set of appointment preparation instructions.
— Instructions Field
Enter the actual appointment preparation instructions.
An example of an appointment preparation instruction is "Please have your tank exposed; otherwise, digging fees apply."
You may include as many appointment instructions as you want.
Service Contract Options
Tank Track provides you with the ability to customize the manner in which automated appointment confirmations are sent to your customers with service contracts.
ℹ️ A service contract consists of repetitive appointments at regularly scheduled times, such as every 10 days, every 2 weeks, or every 4 months.
Because customers with service contracts typically know about their schedules, you have the option to modify whether, and how often, automated appointment confirmations should be sent.
🔘 Select your preferences regarding automated appointment confirmations for service contracts.
No confirmation emails for service contract appointments.
Send confirmation emails for all service contract appointments.
Send confirmation emails only for service contracts with service frequencies of [#] [TIME PERIOD] or more.
ℹ️ The third option is typically used if, due to the longer service frequency, your customer might forget about the appointment. For example, use the third option to send automated confirmation emails only if the service contract as a service frequency of 3 Months or more.
Internal Notifications for Reschedule Requests
If your automated appointment confirmations show the reschedule button, indicate whom and how you want to be notified when customers click the reschedule button.
✅ Check the "Send an email to:" option if you want to receive email notifications.
✅ Select each user who should receive an email notification when a customer clicks the reschedule button in an automated appointment reminder.
ℹ️ You may add an email address of a non-user who should also receive an email notification when a customer clicks the reschedule button in an automated appointment reminder.
✅ Check the "Add notification to dashboard visible to:" option if you want to receive dashboard notifications.
✅ Select each user who should receive a dashboard notification when a customer clicks the reschedule button in an automated appointment reminder.
ℹ️ You may access your dashboard when logging into Tank Track and also by clicking your business name at the top-left corner of the window.
ℹ️ You may select to receive both email and dashboard notifications.
Section 4: Send Service Due Notices
Tank Track automates service due notices, which means that your customers are automatically sent — either through email, text, or both — electronic notices that service is due.
✅ Check the box to activate sending service due notices.
— Subject Line Display
🔘 Select how you want the subject line to be displayed in automated service due notices:
Your [Tank Type] at [Property Address] is due for [Service] on or about [Service Due Date].
Your [Tank Type] at [Property Address] is due for [Service] (not pumping) on or about [Service Due Date].
ℹ️ Use the second option if you want your automated service due notices to specify if the planned service does not involve pumping. For example, if the planned service is "Clean Filter":
the first option would read: "Your Septic Tank at 123 Main Street, Nashville, TN is due for Service on or about August 3, 2026"; and
the second option would read: Your Septic Tank at 123 Main Street, Nashville, TN is due for Service (not pumping) on or about August 3, 2026."
— Select Level of Detail in Service Due Notices
🔘 Select the level of detail you want included in your automated service due notices.
Include list of planned services.
Do not include list of planned services.
ℹ️ Use the second option if you do not want to itemize the list of planned services in automated service due notices.
— Customer Reply Options
Depending on how you configure your automated service due notices, your customers will be asked to schedule the planned services by either calling or emailing your office:
✅ Check the "Call" option to instruct your customers to schedule the planned services by calling.
✅ Check the "Email" option to instruct your customers to schedule the planned services by replying to the service due notice.
ℹ️ Check both options to instruct your customers to schedule the planned services by either calling or replying to the service due notice.
— Select the Number of Notices and Timing
You can automate:
up to 3 service due notices before the planned service is due; and
1 service past due notice after the planned service was due.
1st Service Due Notice
The 1st service due notice option is automatically checked.
Enter the number of days prior to the service due date to send the 1st service due notice.
2nd Service Due Notice
✅ Check the 2nd service due notice option to send a 2nd service due notice if customers do not respond to the prior service due notice.
Enter the number of days prior to the service due date to send the 2nd service due notice.
3rd Service Due Notice
✅ Check the 3rd service due notice option to send a 3rd service due notice if customers do not respond to the prior service due notices.
Enter the number of days prior to the service due date to send the 3rd service due notice.
Service Past Due Notice
✅ Check the service past due notice option to send a service past due notice if customers do not respond to the prior service due notices.
Enter the number of days after the service due date to send the service past due notice.
Internal Notifications for SDN Replies
Indicate whom and how you want to be notified when customers reply to service due notices.
✅ Check the "Send an email to:" option if you want to receive email notifications.
✅ Select each user who should receive an email notification when a customer replies to an automated service due reminder.
ℹ️ You may add an email address of a non-user who should also receive an email notification when a customer replies to an automated service due reminder.
✅ Check the "Add notification to dashboard visible to:" option if you want to receive dashboard notifications.
✅ Select each user who should receive a dashboard notification when a customer replies to an automated service due reminder.
ℹ️ You may access your dashboard when logging into Tank Track and also by clicking your business name at the top-left corner of the window.
ℹ️ You may select to receive both email and dashboard notifications.
Section 5: Send Estimates
Tank Track lets you send estimates to your customers.
✅ Check the box to activate the ability to send Estimates to your customers.
ℹ️ The subject line of the estimate will incorporate your company name.
— Choose an Introduction
🔘 Select the introductory language you prefer your estimates to use:
Thank you again for the opportunity to discuss your project at [Street Address], [City]. The details for your estimate are provided below.
Here is your estimate for the project we discussed on your property at [Street Address], [City].
Section 6: Send Routing Information for Technicians
Tank Track provides you with the ability to send routing information to your technicians, directly from their daily schedules.
✅ Check the box to activate the ability to send routing information to technicians.
❗In order to send routing information to your technicians, you also need to activate that option in each technician's user settings. 🔗 Settings -> 4. Users.
Section 7: Auto-Attach PDF Copy to Outgoing Emails
Tank Track will automatically attach a PDF copy of outgoing estimates, invoices, and receipts.
🎯 Most Tank Track subscribers activate this option because it eliminates the need to resend estimates, invoices, and receipts in PDF formats.
✅ Check the Residential properties option to automatically attach PDF copies of outgoing estimates, invoices, and receipts for your residential customers.
✅ Check the Commercial properties option to attach PDF copies of outgoing estimates, invoices, and receipts for your commercial customers.
✅ Check the Municipal properties option to automatically attach PDF copies of outgoing estimates, invoices, and receipts for your municipal customers.
✅ Check the Tax Exempt properties option to automatically attach PDF copies of outgoing estimates, invoices, and receipts for your tax exempt customers.
✅ Check the Other properties option to automatically attach PDF copies of outgoing estimates, invoices, and receipts for your other customers.
Tank Track also lets you attach individual invoices to monthly statements and unpaid invoice summaries.
ℹ️ This option will attach a copy of each invoice that is included in the monthly statement or unpaid invoice summary.
✅ Check the Monthly Statement option to automatically attach copies of each invoice listed in the monthly statement.
✅ Check the Unpaid Invoice Summary option to automatically attach copies of each invoice listed in the unpaid invoice summary.
Section 8: Send Tomorrow's Schedule
Tank Track can automatically send technicians their schedules the night before.
✅ Check the Activate sending tomorrow's schedule option to automatically email or text their next-day schedules.
You can then automatically send complete or personal next-day schedules to technicians and others.
✅ Check the "Send schedule to ALL trucks" option if you want to automatically send complete next-day schedules to specified recipients.
🕛 Enter the time that the complete next-day schedules should be sent.
✅ Select each user who should receive the complete next-day schedules.
ℹ️ You may add an email address of a non-user who should also receive the complete next-day schedules.
✅ Check the "Send personal schedules to technicians" option if you want to automatically send personal next-day schedules to specified recipients.
🕛 Enter the time that the personal next-day schedules should be sent.
✅ Select each user who should receive complete next-day schedules.
