Book the yearlytests before theletter lands.
Backflow, fire, septic and chimney dates on file for every past customer. They hear from you before the water district's letter or the due date, and the test gets booked with you again.
Price: Quote. Priced from your numbers after the free audit. Runs on its own, or we add it to Commercial Accounts or Quote Closer Desk.
The district mails your customer, not you.
The letter lists a deadline. Your customer picks up the phone and calls whoever they find first. Yearly work you did last year slips to someone else.
The water district mails the homeowner the backflow notice, not me.
How district notices work, from the Tualatin Valley Water District program (tvwd.org)I know who's due. I just don't get to the list until August.
The property manager changed, and the new one has never heard of us.
Septic is every few years. Nobody remembers who pumped it last.
The date stays on file with your name, however many years it is.Every chimney call lands in the same two weeks of October.
Reminders go out in late summer, so sweeps spread out before the rush.The first line is our plain version of how a district notice works, with the source. The other four are our own description of how yearly test work slips. None of them are quotes from clients.
From last year's test to next year's booking.
We set it up from the records you already have and keep it running. Your tech still does every test.
- We load last year's tests.From invoices, test reports or a spreadsheet: the address, who to contact (owner, tenant or property manager), the device or system, the last test date, and whether they said yes to texts.
- Each one gets a due date.Backflow from your water district's schedule. Fire, septic and chimney from your records and the interval you give us. We don't decide what the code requires.
- Reminders go out before the letter.By email, or by text if they said yes to texts. Each one names your business and carries a booking link with your open times. For a September 1 backflow date, the first one goes out in early February. They stop the moment someone books, replies DONE or opts out.
- Anyone who doesn't book comes to you.After your cutoff, say three months before the due date, they go on a weekly call list with their number and last test date. That's the only part you have to do.
- Booked tests get a day-before reminder.The customer gets one reminder the day before. Your tech does the test and files results the way you do now. The date rolls forward and next year's reminders are set.
- One report a month.Due, booked, done and still open, in the same monthly report as the rest of your setup.
Pick a test and watch the year fill in.
Choose the test, the due date and how the customer hears from you. Step through the year, then have the customer book and see what stops.
- Your reminder
- District letter (not from you)
- Your phone only
- Booked
- Due date
District letter timing follows the Tualatin Valley Water District's residential backflow schedule: first notices in March, more in May and late July, results due September 1 (tvwd.org). If you change the due date, the letters shift with it. Commercial accounts and other districts run on their own dates, so we set yours from your district. Fire, septic and chimney dates come from your own records.
Who it's for.
Shops that test the same addresses every year or every few years, and lose some of them to whoever answers first.
A good fit if
- You test backflow assemblies: plumbers and irrigation contractors with a certified tester on the crew.
- You inspect fire extinguishers, sprinklers or alarms for buildings with a property manager or owner on file.
- You pump or inspect septic systems and want past customers to call you when it's time again.
- You sweep chimneys and want fall spread out across a few months.
- You have a stack of past tests on file, not a handful. We count them with you in the audit.
Probably not if
- You do fewer than 50 tests a year. A calendar reminder on your phone does the job.
- Your software already sends yearly reminders that work. We check in the audit and tell you to keep them.
- Your testers are booked solid all season. We'd move reminders earlier first, and that might be all you need.
Who it's built for.
- Last year's tests. Invoices, test reports or a spreadsheet. Messy is fine. We clean it up.
- The districts you work in. We sort addresses by district and set each one from that district's dates.
- Open test times. A booking calendar, or the days of the week you want tests on.
- Your intervals. How often each fire, septic or chimney customer should hear from you.
- A texting consent line. On your booking form and test paperwork, so customers can say yes to texts. We add it.
- Your tester. Tests, results and district filing stay with your certified people.
What rebooked tests could add up to.
Put in your own numbers. The math only counts tests that would have gone to someone else, or not happened, and came back after one of our reminders.
A test only counts as brought back if the customer hadn't booked yet and booked after one of our reminders. Customers who would have called you anyway aren't counted, and neither is repair work found on the visit.
What it won't do.
So you know before the audit.
- We don't test, certify or file.Your certified tester does the test and files results with the district, the same as today.
- We don't set the rules.Due dates come from the district's schedule and your records. We check each district's dates every year, but its letter is the final word.
- Every district is different.The calendar above follows one district's residential schedule. Commercial accounts and other districts have their own dates, and we set yours from them.
- We never pose as the district.Reminders come from your business name. No district logo, no district name as the sender and no shut-off warnings.
- Texts only go to people who said yes.Everyone else gets email. We don't send cold texts, and an AI never calls anyone.
- It works from customers you already have.It doesn't buy lists or go looking for new devices. New customers go on file as you test them.
Where it fits, and what pairs well.
- Commercial AccountsAdd it onSteady work from property managers and HOAs, permit emails to GCs and polite pay reminders. Yearly tests are an optional piece of it.
- Quote Closer DeskAdd it onQuote follow-up that answers customer questions from your fact sheet. Add yearly tests when repeat work starts to matter.
- Work from property managersPairs wellOne property manager can mean dozens of devices due on the same date.
- Every unit on filePairs wellModel, serial and install date for each unit, so the reminder and the tech know what's on site.
- Members who pay monthlyPairs wellPut the yearly test inside a maintenance plan that pays you every month.
- Slow days filledPairs wellWhen tomorrow looks light, customers who are due and said yes to texts get a note with an open time.
The terms, in plain words.
- 3 months, then month to month.No auto-renew term. After the first three months, cancel by text and it runs to the end of the month you've paid for, then stops.
- You own your contacts and your number.If you leave, you get a contacts file and your number ported to you, with every due date on it. It's all written into the agreement.
- Live about a week after text approval.Phone carriers approve business texting first, and they set that timing. Once they do, we're usually live about a week later.
- Priced from your numbers after the free audit.We price it from how many tests you have on file and what you already use, so the page reads Quote.
Fair questions.
Will customers think it's from the water district?
No. Every reminder names your business and says it's from you. We don't use the district's name as the sender, its logo or its wording.
What if they already used someone else?
They reply DONE or tell us, and the reminders stop for this year. Next year they hear from you again unless they opt out.
Do you text my customers?
Only the ones who said yes to texts. Everyone else gets email. Texts go out in daytime hours only.
Who gets the reminder at a rental or a business?
Whoever you list. The owner, the tenant, the property manager, or more than one of them.
Do you file the test results?
No. Your tester files them, the same as now. We can add a "results filed?" check to your tech's list after each test so none get missed.
My district isn't Tualatin Valley.
That's fine. We read your district's dates and set the reminders from those. If you work across several districts, each address follows its own.
What does it cost?
It's quoted because I put together the best setup for each business, based on its size and what it actually needs. I price it after the free audit, from how many tests you have on file. Website plans are separate and listed on the main site.
Get next year's tests booked with you.
Text Chase how many yearly tests you have on file. We'll go through it with you in the free audit and tell you if this is worth setting up.