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Tank Management and Cleaning System
A tank management and cleaning system, backed by ERP records and AI, that shows every tank's condition and what work it needs next.
Business goals
The client designs, builds and maintains steel storage tanks for industrial and public-sector owners. A tank in service needs regular attention: inspection, cleaning, coating work and repairs. Sediment builds up, linings wear, and a missed visit can become a large repair or a water quality concern. With many tanks and owners, the client needed a system that recorded each asset's history and cleaning work, tied into an ERP for job and cost records, with AI applied where it could save staff time.
Project overview
Hexagon delivered a tank management and cleaning system connected to ERP functions. Each tank has a record with its type, owner, location and service history. Staff plan cleaning and inspection visits, assign crews, and capture findings and photos on site. ERP records carry those jobs into purchasing, labor and cost. AI features help staff review the notes and inspection records that pile up, so a person can see sooner which tanks deserve attention.
Challenges faced and solved
A tank can look fine from the road for years, so its records have to say what the eye can't.
Knowing each tank's history
Tanks stay in service for decades and pass through many crews and owners. If inspection reports and past cleanings sit in old folders, each new visit starts with almost no knowledge of the asset.
We gave every tank one record with its specifications, owner, inspections, cleanings and repairs, so crews and estimators can see its past before going to site.
Keeping up with cleaning schedules
Cleaning intervals differ by tank and owner, and a missed date is rarely noticed until a problem appears. Tracking these dates in calendars and memory doesn't hold up across a large customer base.
We built recurring schedules into each tank record, so upcoming cleaning and inspection visits appear on a planning list well ahead of time.
Field findings that don't reach the office
Crews see sediment depth, coating wear and corrosion first-hand, but paper reports arrive late and vary in quality. Office staff then quote repairs or answer owners without clear evidence.
We added standard cleaning and inspection forms with photos, so findings are attached to the tank and reach the office in a consistent format.
Service work disconnected from cost
A cleaning job uses crews, travel, equipment and materials. If the service records and the business system don't connect, nobody can easily tell whether a contract or a job made money.
We linked service jobs to ERP records for labor, purchasing and cost, so managers can review each job's real cost against its price.
Features
| Feature | Description |
|---|---|
| Service planners | |
| 1. Tank Register | A searchable list of tanks by owner, type, capacity and location. |
| 2. Tank Record | Specifications, drawings, service history and reports for a single tank are kept together. |
| 3. Owner Records | Each customer's tanks, contacts and agreements are grouped, which matters when one owner has many assets. |
| 4. Recurring Cleaning Schedules | Intervals are set per tank, and upcoming visits are raised automatically. |
| 5. Inspection Schedules | Inspection dates are planned alongside cleaning, so visits can be combined when that makes sense. |
| 6. Work Orders | Each visit becomes a work order with scope, tank, crew and date. |
| 7. Crew Assignment | Planners match work to crews and see who is committed, which matters for work at height or in confined spaces. |
| Field crews | |
| 8. Cleaning Report | Crews record the method used, the condition found and the work done, on one standard form. |
| 9. Inspection Checklist | Standard items cover the shell, coatings, ladders and access points, so reports are comparable from one year to the next. |
| 10. Photo Capture | Before and after pictures attach to the visit, giving owners clear evidence of the work. |
| 11. Safety Sign-Off | Crews confirm required safety steps for the visit, and the record stays on the work order. |
| Office and finance | |
| 12. Job Costing | Labor, travel, materials and equipment are recorded against each job and compared with its price. |
| 13. Purchasing | Materials and subcontract services are ordered through purchase orders tied to the job. |
| 14. Invoicing Records | Completed work orders feed billing, so finished work is not left unbilled. |
| 15. Customer Reports | A finished visit produces a report that staff can send to the tank owner. |
| Management | |
| 16. AI Report Assistant | AI reads field notes and summarizes them for a reviewer, who checks the wording before anything goes to an owner. |
| 17. AI Attention Flags | AI highlights records whose notes suggest a problem, or whose visits look overdue, so that a person can review them first. |
| 18. Asset and Service Reports | Managers see overdue visits, open work and job results across all owners. |
How the platform is put together
Each layer has one job.
The result
The client's tank records, cleaning visits and job costs now connect. Staff can look up what a tank has been through and what comes next without searching through old paperwork.
| Area | Before | After |
|---|---|---|
| Tank history | Reports scattered across folders | One record for each tank |
| Cleaning schedules | Dates held in calendars and memory | Recurring schedule per tank |
| Field reports | Paper forms in varied quality | Standard forms with photos |
| Job cost | Service and financial records separate | Work orders linked to ERP cost records |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Upcoming work appears on a list ahead of time.
Staff can show history and photos when recommending work.
Managers can compare job cost with its price.
AI summaries help reviewers find what matters, with a person making the final call.
Conclusion
Tanks last for decades, and their records need to outlast the people who filled them in. Hexagon gave the client the same system for each tank's history, cleaning schedule and field findings, and connected it to ERP records so service work can be costed properly. AI handles the first read of the notes, and people make the decisions. If you maintain long-life assets across many sites and still rely on folders and memory, we'd like to hear about it. Let's start a conversation.
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