Pretreatment Inspection Software: What to Look For [2026]
Your pretreatment program runs on spreadsheets, paper forms, and someone’s memory of which inspections are due next month. It works—until the EPA auditor asks for three years of inspection records sorted by industrial category, and you spend a week digging through filing cabinets.
Pretreatment inspection software promises to fix this. But with a dozen vendors claiming similar capabilities, how do you know which one actually fits your program? And when does it make more sense to build something custom on tools you already own?
This guide cuts through the marketing to identify what pretreatment software must actually do, the capabilities that matter most for compliance, and how to evaluate whether any solution—off-the-shelf or custom-built—matches your program’s real requirements.
What Does Pretreatment Inspection Software Actually Do?
Pretreatment inspection software helps wastewater utilities manage industrial user permits, schedule and document inspections, track sampling results, and generate compliance reports required by EPA pretreatment regulations. The software centralizes data that would otherwise live in spreadsheets, paper files, and individual staff memory.
For POTWs running industrial pretreatment programs (IPPs), this means tracking dozens—sometimes hundreds—of significant industrial users (SIUs). Under 40 CFR 403.3, an SIU includes all categorical industrial users plus non-categorical dischargers meeting specific thresholds: 25,000 gallons per day or more of process wastewater, 5% or more of POTW hydraulic or organic capacity, or facilities designated by the POTW for potential adverse impact. Each requires permits, inspections at least annually (per 40 CFR 403.8(f)(2)(v)), sampling events, and compliance determinations. Miss a permit renewal deadline or lose an inspection record, and you’re explaining gaps to EPA auditors.
The core problem isn’t complicated. You need to know: Which facilities require inspections this month? When do permits expire? Are sampling results within limits? Have violation notices been issued and resolved? Good pretreatment software answers these questions without making someone search through folders.
Beyond basic tracking, modern pretreatment software connects field inspectors to office databases in real time. Instead of completing paper forms and re-entering data later, inspectors document findings on tablets, attach photos, and sync records immediately. This reduces transcription errors and puts inspection data where it belongs while the inspector is still on-site.
5 Capabilities That Separate Adequate From Excellent Pretreatment Software
Every vendor claims their software handles permits, inspections, and compliance reporting. But the depth of these capabilities varies dramatically. When evaluating pretreatment inspection software, these five areas reveal whether a solution actually supports program operations or just checks boxes.
1. Automated Scheduling With Intelligent Reminders
Basic software lets you enter inspection due dates. Better software calculates those dates automatically based on permit requirements, adjusts schedules when inspections are completed early or late, and sends reminders before deadlines—not after you’ve missed them. The best systems also account for inspector workload, suggesting schedule adjustments when too many inspections cluster in one period.
2. Mobile Inspection Capability That Works Offline
Field inspectors don’t always have cellular coverage inside industrial facilities. Software that requires constant connectivity fails when you need it most. Evaluate whether mobile apps cache permit data, allow offline inspection documentation, and sync reliably when connectivity returns. For Power Apps-based solutions, offline mode works natively on iOS, Android, and Windows mobile apps (though not in web browsers), with configurable sync intervals ranging from five minutes to one day and built-in conflict resolution when multiple users edit the same record. Also check whether the mobile interface was designed for field use or is just a shrunken version of the desktop application.
3. Limit Comparison and Automatic Violation Detection
Sampling results mean nothing until compared against permit limits. Manual limit comparisons invite errors—especially when limits vary by industry category, time of day, or seasonal factors. Software should automatically flag exceedances and apply Technical Review Criteria (TRC) thresholds: 1.4 times the limit for BOD, TSS, and fats/oils/grease; 1.2 times for other pollutants. It should also track chronic violations (66% or more of measurements exceeding limits over six months) and determine whether patterns trigger significant noncompliance (SNC) status under 40 CFR 403.8(f)(2)(viii).
4. Defensible Audit Trails
EPA auditors care about documentation. Federal regulations require maintaining records for at least three years (40 CFR 403.8(f)(1)(iii)), and every record change—who modified what, when, and why—should be logged automatically. Software that lets users overwrite records without preserving history creates compliance risk. Look for systems that maintain complete audit trails and make historical records easily retrievable, particularly for common audit focus areas: SIU inventories, inspection documentation, and SNC tracking.
5. Reporting That Matches Regulatory Requirements
Your state agency and EPA regional office have specific reporting formats. Under 40 CFR 403.12(i), annual pretreatment reports must include program changes, updated SIU inventories, SNC summaries with violation types, enforcement action status, and any significant interference or sludge issues. Pretreatment software should generate reports that match these requirements without manual reformatting. Ask vendors to demonstrate actual report outputs—not just descriptions of reporting capabilities.
Off-the-Shelf vs. Custom-Built: When Microsoft 365 Solutions Make Sense
The pretreatment software market includes established players like Linko (now part of AECOM’s Aquatic Informatics portfolio), Klir, AllMax, and Locus Technologies—each with different strengths in permits, inspections, sampling, or broader environmental compliance. But here’s what these vendors don’t advertise: for some programs, a custom solution built on Microsoft 365 tools delivers equivalent functionality at lower total cost.
SharePoint handles document management—storing permits, inspection reports, and correspondence in searchable libraries with version control. Power Apps provides the mobile inspection interface, built specifically for your forms and workflows, with offline capability that caches data locally and syncs to Dataverse when connectivity returns. Power Automate handles scheduling reminders and automatic notifications. Power BI generates dashboards showing inspection status, compliance trends, and upcoming deadlines.
This approach makes sense when:
- Your utility already pays for Microsoft 365 licenses that include Power Platform
- Your program is small enough (under 100 industrial users) that specialized features aren’t required
- You have internal IT resources or a Microsoft partner who can build and maintain the solution
- You want maximum flexibility to modify forms, workflows, and reports without vendor involvement
Off-the-shelf pretreatment software makes more sense when:
- Your program tracks hundreds of industrial users with complex categorical requirements
- You need vendor support for regulatory updates and software maintenance
- Your IT resources are limited and you prefer a turnkey solution
- Integration with existing environmental databases requires specialized connectors
Neither approach is universally better. The right choice depends on your program’s size, complexity, and internal capabilities.
| Factor | Off-the-Shelf Software | Custom Microsoft 365 Solution |
|---|---|---|
| Initial cost | Higher license fees | Development investment |
| Ongoing cost | Annual maintenance | Microsoft 365 subscription (often existing) |
| Customization | Limited to vendor options | Fully configurable |
| Regulatory updates | Vendor handles | Your responsibility |
| Support | Vendor helpdesk | Internal IT or partner |
| Best for | Large, complex programs | Smaller programs with Microsoft investment |
Questions to Ask Vendors Before Selecting Pretreatment Software
Software demonstrations show best-case scenarios. These questions reveal how products perform under real program conditions.
How does the system handle permits with non-standard monitoring requirements?
Not every industrial user fits neatly into categorical definitions. Your program likely includes facilities with custom permit conditions, unusual sampling schedules, or site-specific limits. Ask vendors to demonstrate how their system accommodates these exceptions without workarounds.
What happens when we need to modify inspection forms?
Regulatory requirements change. Your program evolves. Can you modify inspection checklists yourself, or do changes require vendor involvement and professional services fees? Understanding the configuration model upfront prevents surprises later.
How does mobile inspection work when cellular coverage is unavailable?
Don’t accept “it syncs when you reconnect” as a complete answer. Ask for specifics: How much data is cached locally? Can inspectors view permit history offline? What happens if the app crashes before syncing? Request a field demonstration, not just an office demo on strong Wi-Fi.
Can you show us the actual reports your system generates?
Ask to see real report outputs—annual pretreatment reports, SNC summaries, and any formats your state requires. Generic “we support reporting” claims aren’t enough. If the vendor can’t produce sample reports that match your actual filing requirements, expect manual formatting work.
What does implementation actually involve?
Timeline estimates vary wildly across vendors, but most pretreatment software deployments follow a 6-12 month phased approach: discovery and requirements gathering (1-2 months), configuration and customization (2-4 months), testing and training (1-2 months), pilot and go-live (1-2 months), and ongoing optimization. Data migration from legacy systems and integrations with LIMS or ERP extend timelines for larger POTWs. Get specifics from each vendor: Who configures permit limits and inspection schedules? What training is included? Ask for references from utilities of similar size and complexity, then actually call them.
How are updates and regulatory changes handled?
EPA pretreatment regulations evolve. State agencies modify requirements. Ask how the vendor tracks regulatory changes and pushes updates to customers. Some vendors include regulatory updates in maintenance fees; others charge separately.
How to Match Software to Your Program Size and Complexity
The right pretreatment inspection software depends less on feature counts and more on fit with your program’s actual needs.
Small programs (under 50 SIUs): You likely don’t need—and can’t justify the cost of—enterprise pretreatment software. A well-designed SharePoint-based solution or lightweight commercial option handles permit tracking, inspection scheduling, and basic reporting without the overhead of systems built for large metro programs. Focus on ease of use and mobile capability over advanced analytics.
Mid-sized programs (50-200 SIUs): This range often benefits most from purpose-built pretreatment software. You have enough complexity to justify the investment, but not so much that only enterprise solutions apply. Prioritize automated scheduling, mobile inspections, and solid reporting. Integration with your LIMS matters if you track significant sampling volume.
Large programs (200+ SIUs): At this scale, pretreatment software becomes infrastructure. Evaluate integration capabilities carefully—connections to your LIMS, SCADA, and billing systems reduce manual data handling. Consider how the system handles multiple inspectors, workload balancing, and program-wide analytics. Vendor stability and long-term support matter more when you’re making a significant infrastructure commitment.
Regardless of program size, involve your field inspectors in the evaluation. Software that looks good in the office but frustrates the people who use it daily will face adoption resistance—and underutilized software delivers no value.
Your pretreatment program’s compliance depends on data you can find when auditors ask for it. The inspection records, permit histories, and sampling results that prove your program works need a system that keeps them organized and accessible.
Whether that system is off-the-shelf pretreatment software or a custom solution built on Microsoft 365 depends on your program’s specific situation. What matters is making a choice that fits your operations—not just buying whatever vendor demos best.
If you’re evaluating pretreatment inspection software or exploring whether a custom SharePoint-based solution could meet your needs, we can help you assess the options. Schedule a consultation to discuss your program requirements and identify the approach that fits your utility’s size, complexity, and existing technology investments.