From 30 Days to 3: How to Improve Septic System Permit Reviews

Departments across the country face pressure to process permits more quickly, despite managing tight budgets with limited staff. Residents, business owners, and developers want speedy permit approvals, since delays create frustration and lead to lost opportunities. In fact, the US Chamber of Commerce has identified permitting as a as a key driver of economic growth

One of the largest counties in the U.S. rose to the challenge. With more than 2 million residents and 80 to 120 septic applications each month, the public works department was bogged down in paperwork and struggling to meet regulatory deadlines.

But by adopting GovPilot’s local government operating system, the county transformed its permitting process. The results provide a roadmap for other public works departments facing similar challenges.

The Reality of Manual Permit Processing

The county’s public works department faced inefficiencies that are common nationwide. Regulations required septic construction permits to be reviewed within 30 days. In practice, that timeline was almost impossible with legacy processes.

Key challenges included:

• Paper-heavy submissions: Applications arrived as PDFs of 30 pages or more, which had to be printed, organized, and tracked. This consumed staff time, created clutter, and increased supply costs.
• Slow reviews: Hundreds of pending applications made it difficult for staff to meet review deadlines.
• Weekend work: Employees often had to work weekends to avoid missing the 30-day requirement, creating overtime costs and fatigue.
• Delayed payments: Permit fees sent by mail required manual tracking, slowing approvals and straining cash flow.

These pain points consumed staff time, increased costs, and delayed critical infrastructure projects.

A Purpose-Built Solution

To address these issues, the county implemented GovPilot's Septic System Construction Permitting module. The platform solved each operational challenge:

• End-to-end digital process: Applications now flow entirely through digital channels, eliminating the need for printing and manual tracking.
• Streamlined workflows: Built-in routing and tracking keep applications moving efficiently through reviews.
• Integrated payments: Fees are collected instantly through an online portal, eliminating mail delays and improving cash flow.
• Automated compliance tracking: Deadlines are automatically monitored, ensuring the department meets regulatory requirements.

Measurable Impact

The transformation produced measurable improvements:

• 90% faster processing: Reviews that once required 30 days are now completed within 3.
• 84% backlog reduction: Pending applications fell from as many as 120 to fewer than 20, with remaining cases cleared within a week.
• No more weekend work: Staff complete reviews within normal hours, reducing overtime risk.
• Reduced paper costs: Eliminating printing saves money and reduces environmental impact.
• Immediate revenue collection: Integrated payments improve cash flow and reduce administrative work.

Lessons for Public Works Leaders

Demonstrating the ways that new solutions can solve new or longstanding problems is key to building momentum for investing in an automation platform. In this way, regulatory deadlines can be a catalyst.

In addition, making the change from manual processes involves real cost savings. Reducing paper use cuts direct costs and eliminates hidden costs such as storage and filing. Faster fee collection not only improves efficiency but also strengthens financial management.

Then there’s the way that the right technology enables local governments to compound savings.

Beyond Septic Permits

Local governments gain greater efficiencies the more processes they can streamline and automate, for example, building permits, excavation permits, zoning permits, and right-of-way applications. Each digitized workflow creates department-wide improvements, and staff familiar with one digital process can quickly adapt to others or serve as process champions, helping to multiply productivity across all permit types.

Faster, more transparent permit processing also strengthens relationships with residents and businesses that depend on timely approvals to keep projects on track. This supports local economic development and reduces the volume of inquiries and complaints for staff to manage.

Taking the Next Step

Significant improvements are possible even in large and complex public works departments. The key is adopting purpose-built solutions that align with local workflows and regulatory requirements.

Leaders can begin by asking:

• How much staff time is consumed by manual processing?
• What are the current costs of paper, printing, and storage?
• How often do regulatory deadlines require overtime?
• What could the team accomplish with 90 percent faster permit processing?

Answering these questions often reveals opportunities for transformation that extend far beyond a single permit type.

Is your department ready to reduce backlogs, speed up processing, and improve cash flow? Contact GovPilot to discuss how purpose-built automation can support your specific needs.