TX + NC · FREE SPREADSHEET
Aerobic contract tracking spreadsheet
A free Excel workbook with one row per contract. Type in the last test date and the contract end, and it works out the next test, the report due date and the date the renewal has to reach the permitting authority. It has a Texas sheet and a North Carolina sheet, and it opens in Excel, Google Sheets and LibreOffice.
Moving existing records? Review the import mapping guide and sample CSV. Need the NC interval? Use the Table XXXII schedule tool.
Download the workbook (Excel .xlsx, about 26 KB): a “How to use” tab, a Texas sheet and a North Carolina sheet, each with two example rows and formulas ready for 200 contracts.
Download the spreadsheet (.xlsx)
White columns are yours to type in. Grey columns are formulas. Delete the example rows before you start. A report sent after its due date shows LATE in red.
The Texas sheet, column by column
| Col | Column | What it holds | Formula | Rule |
|---|---|---|---|---|
| A | Customer | Owner or customer name. | you type it | |
| B | Site address | Where the system is. | you type it | |
| C | County | Decides where the report is filed. Each county page on dulytrack.com shows what is known about its filing channel. | you type it | |
| D | Permit no. | The OSSF permit number the permitting authority issued. | you type it | |
| E | Contract start | First day of the current maintenance contract. | you type it | |
| F | Contract end | Last day of the current maintenance contract. | you type it | |
| G | Renewal to authority by | Contract end minus 30 days. The signed renewal must reach the permitting authority at least 30 days before the old contract expires. | =IF(F2="","",F2-30) | 30 TAC §285.7(d)(2) |
| H | Last test date | Date of the most recent maintenance visit and test. | you type it | |
| I | Report due | Last test date plus 14 days: the report goes to the permitting authority and the owner within 14 days of the test. | =IF(H2="","",H2+14) | 30 TAC §285.7(e)(1)(B) |
| J | Report sent on | The day you sent that report. | you type it | |
| K | On time? | “Yes” if the report was sent on or before its due date, “LATE” if after. Blank until both dates are filled in. | =IF(OR(I2="",J2=""),"",IF(J2<=I2,"Yes","LATE")) | |
| L | Next test due | Last test date plus four months, using EDATE, which clamps to the end of a short month: Oct 31 becomes Feb 28. Aerobic systems are tested at least once every four months. | =IF(H2="","",EDATE(H2,4)) | 30 TAC §285.91(4), Table IV |
| M | Notes | Anything else: gate codes, chlorine supply, who to call. | you type it |
What the two Texas example rows work out to
| Site address | County | Contract start | Contract end | Renewal to authority by | Last test date | Report due | Report sent on | On time? | Next test due | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| 100 Example Rd | Comal | Jan 15, 2026 | Jan 14, 2027 | Dec 15, 2026 | Sep 10, 2026 | Sep 24, 2026 | Sep 18, 2026 | Yes | Jan 10, 2027 | Report filed early |
| 200 Example Ln | Collin | Nov 1, 2025 | Oct 31, 2026 | Oct 1, 2026 | May 31, 2026 | Jun 14, 2026 | Jun 15, 2026 | LATE | Sep 30, 2026 | May 31 + 4 months = Sep 30; report one day late |
The North Carolina sheet, column by column
| Col | Column | What it holds | Formula | Rule |
|---|---|---|---|---|
| A | Customer | Owner or customer name. | you type it | |
| B | Site address | Where the system is. | you type it | |
| C | County | The local health department that receives the report. | you type it | |
| D | Operation Permit no. | The number on the system’s Operation Permit. | you type it | |
| E | System type | As classified in Table XXXII, for example “Type IVa LPP” or “Type Va”. | you type it | 15A NCAC 18E .1301, Table XXXII |
| F | Visit interval (months) | Enter it from Table XXXII or the Operation Permit: 6 for LPP (Type IVa); 3 in the first year for Type Va, Vc or Vd at or under 1,500 gpd, then 6 once the system complies with its Operation Permit; 3 for those types above 1,500 gpd. The sheet does not guess it. | you type it | 15A NCAC 18E .1301, Table XXXII |
| G | Contract end | Last day of the current operator contract. North Carolina sets no notice period in the rule for non-renewal; the contract does, so no date is computed. | you type it | 15A NCAC 18E .1303(b)(4) |
| H | Last inspection date | Date of the most recent operator inspection. | you type it | |
| I | Report due | Last inspection date plus 30 days: the report goes to the owner, the local health department and the manufacturer within 30 days. | =IF(H2="","",H2+30) | 15A NCAC 18E .1304(c) |
| J | Report sent on | The day you sent that report. | you type it | |
| K | On time? | “Yes” if the report was sent on or before its due date, “LATE” if after. | =IF(OR(I2="",J2=""),"",IF(J2<=I2,"Yes","LATE")) | |
| L | Next inspection due | Last inspection date plus the interval you entered, using EDATE. Blank until both are filled in. | =IF(OR(H2="",F2=""),"",EDATE(H2,F2)) | |
| M | Notes | Anything else about the system or the visit. | you type it |
What the two North Carolina example rows work out to
| Site address | County | System type | Visit interval (months) | Contract end | Last inspection date | Report due | Report sent on | On time? | Next inspection due | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| 300 Example Ct | Wake | Type IVa LPP | 6 | Mar 31, 2027 | Aug 31, 2026 | Sep 30, 2026 | Sep 20, 2026 | Yes | Feb 28, 2027 | Aug 31 + 6 months = Feb 28 |
| 400 Example Way | Brunswick | Type Va, first year | 3 | Jun 30, 2027 | Sep 1, 2026 | Oct 1, 2026 | Oct 2, 2026 | LATE | Dec 1, 2026 | First-year quarterly; report one day late |
When a spreadsheet stops being enough
A spreadsheet tells you a date. It does not remind you, file the report with the county, or notice that a contract lapsed while you were busy. Past a few hundred contracts, most missed deadlines come from a row nobody looked at that week. The deadline calculator checks a single date, and the 14-day report deadline and Table XXXII pages explain the rules behind each column.
Computed from: 30 TAC §285.91(4), Table IV; 30 TAC §285.7(e)(1)(B); 30 TAC §285.7(d)(2); 15A NCAC 18E .1301, Table XXXII; 15A NCAC 18E .1304(c)
Data refreshed Oct 14, 2026.
Summarizes public rules/records as of Oct 14, 2026; not legal advice; verify with your permitting authority.
GOOD TO KNOW
Common questions
What dates does the spreadsheet calculate for Texas?
Next test = last test + 4 months (30 TAC §285.91(4), Table IV). Report due = test date + 14 days (30 TAC §285.7(e)(1)(B)). Renewal to the permitting authority = contract end − 30 days (30 TAC §285.7(d)(2)).
How does it handle a test on the 31st?
It uses Excel’s EDATE, which moves to the last day of a shorter month: Oct 31 + 4 months is Feb 28, and May 31 + 4 months is Sep 30.
Why do I enter the visit interval myself on the North Carolina sheet?
Table XXXII sets it by system type and flow: LPP (Type IVa) twice a year; Type Va, Vc or Vd at or under 1,500 gpd quarterly in the first year, then twice a year once the system complies with its Operation Permit; four times a year above 1,500 gpd. The sheet uses what you enter rather than guessing.
Is it really free?
Yes. No sign-up, no email. Use it and change it however you like in your own business.
CHECK THE ORIGINALS
Sources
LESS TO KEEP IN YOUR HEAD
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