SepticBossPro Blog — Grease Trap Service

Reports Every Grease Trap Service Owner Should Run Monthly

Running a grease trap company by feel works until about the fiftieth account. After that, you need numbers. A short set of monthly reports tells you whether the route is healthy, who is paying, and where you are losing time. Following Grease Trap Account Notes: Access, Keys, and Kitchen Contacts, here are the reports worth pulling every month in SepticBossPro and what to look for in each.

Completed Grease Trap Work

Start with what got done. Pull completed jobs in the Grease Traps job category for the month. Compare it to what was scheduled. If the gap is growing, something is slipping: missed stops, overloaded nights or accounts that were not placed. This one number is the best early warning you have.

Look at the trend, not just the number. One month with a gap might be weather or a broken truck. Three months in a row with a growing gap means the route has outgrown its capacity or its process.

Break the comparison down by truck and by night as well. A single route that keeps finishing short of its stops points to a specific problem, such as a stop that always takes longer than planned or a lot that is regularly blocked, rather than a general capacity issue.

Revenue by Customer

Look at revenue by customer for grease work. Which accounts are your biggest? Which multi-location groups are growing? Are any accounts generating a lot of visits but little revenue because the price is too low for the work? This report tells you where to focus attention and where to have a pricing conversation.

Compare revenue per visit across similar accounts. Two restaurants with similar traps should be paying roughly similar amounts. If one is paying far less, it is probably an old price that never got updated.

Also look at which customers have grown. An account that added a location or switched to a shorter interval this month is a relationship worth reinforcing with a quick thank-you or check-in from the owner.

Unpaid and Overdue Invoices

Grease accounts are recurring, which means unpaid invoices stack up fast. Review what is outstanding by customer each month. Anyone more than a cycle behind needs a follow-up. Consider moving chronic late payers to card on file with auto-billing, or tightening terms.

Separate the accounts that are late once from the accounts that are always late. A one-time miss is usually an oversight. A pattern is a decision the customer is making, and it calls for a different response.

Look at how long invoices take to get paid on average, not just how many are open. If the average keeps creeping up, the problem will show in cash flow before it shows in the open balance.

Past-Due and Waiting Work

Check the waiting list and anything past its interval. These are your backup risks. An account that is past due is an account at risk of calling a competitor after a backup. Get them placed in the first week of the new month.

Also look for accounts that are past due because they are hard to schedule, such as narrow access windows or locations far from your routes. Those might need a different service night, a different price or a frank conversation.

Work by Truck and Estimates Approved

Look at completed jobs per truck. One truck consistently doing more stops may have a better route; one doing fewer may have an overloaded or scattered route, or a driver who needs help. Use this to rebalance routes on the dispatch board.

Combine the truck data with what drivers tell you. Numbers show what happened; drivers can tell you why.

If you are growing, track estimates sent and approved. Low approval rates may mean pricing issues or slow follow-up. Estimates waiting on approval are worth a follow-up call or message.

If a high share of add-on estimates go unanswered, try sending them faster, with better photos, and following up within a few days.

Make It a Thirty-Minute Habit

None of these reports matter if nobody reads them. Block thirty minutes at the start of each month to go through them, make a short list of actions, and assign them. That habit alone puts you ahead of most small grease operators. For more on how reporting fits into the full platform, see our grease trap service software overview.

Keep a simple record of what you decided each month and check it the next month. The point of reports is action, and a short written list keeps you honest about whether the actions happened.