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For Water Districts & Cross Connection Programs

Stop printing, scanning, and entering test results by hand.

Potaflow replaces your Excel spreadsheets and filing cabinets with a digital review queue, compliance dashboard, and device registry, built for NYS cross connection programs.

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Built for Nassau County cross connection programs · Free trial

potaflow.com/district
Potaflow district portal dashboard

Sound familiar?

If you're running a cross connection program, you've probably dealt with all of this.

Tests arrive three different ways

Email, fax, and mail three inboxes to monitor. Forms get lost, delayed, or never arrive. You only find out when a device goes overdue.

Every submission is manual work

Print the email. Enter the test date into Excel. Scan the form as a PDF. Attach it to a customer account. Repeat for every single submission.

No real-time compliance picture

Your compliance rate lives in a spreadsheet that's only as current as the last time someone updated it. Year-end audits mean counting rows.

Rejected forms are a phone call

When a form has missing data or an expired license, you call the tester, explain the problem, wait for a corrected copy, and re-enter it. Every rejection doubles the work.

How Potaflow works for your district.

From submission to compliance tracking automated.

  1. 1

    Testers submit digitally

    DOH-1013 forms arrive in your review queue already validated every required field filled, tester license verified, test kit checked. No more illegible handwriting, missing data, or lost faxes. You're notified the moment a new submission arrives.

    No more paper intake
  2. 2

    Review with confidence

    Open a submission and see the tester's license status, test kit validity, and certification details displayed inline. Accept with one click, or reject with structured notes that go back to the tester automatically, they correct and resubmit without a phone call.

    Tester credentials verified inline
  3. 3

    Compliance updates automatically

    Every accepted test updates your compliance dashboard in real time. See which devices are tested, due soon, overdue, or failed without touching a spreadsheet. Your compliance rate is always current.

    No manual data entry
  4. 4

    Everything in one place

    Submissions, devices, properties, documents, reports all searchable, all exportable. Your cross connection program runs from one screen instead of three inboxes and a spreadsheet.

    One system, not five

Bring your existing device inventory into Potaflow in minutes.

Whether you have 1000 devices or 10,000 - upload your spreadsheet and you're live.

potaflow.com/district/properties/import
Map columns step of the Potaflow import wizard, with spreadsheet columns auto-detected and mapped to Potaflow fields

Upload any spreadsheet

CSV or Excel — Potaflow reads your file and auto-detects your column layout. No reformatting required. Your columns, your data, mapped automatically.

Smart duplicate handling

Re-import your updated spreadsheet anytime. Potaflow matches existing records by account number or address and updates only what's changed. No duplicates, no data loss.

PVB and AVB auto-classified

Devices that don't require DOH-1013 testing are automatically flagged as non-testable on import. They appear in your inventory but don't inflate your compliance metrics.

Failed rows aren't lost

If any rows can't be imported (missing address, bad date format), Potaflow tells you which ones and why — download the error log and fix them in your spreadsheet.

Everything your cross connection program needs.

Built specifically for NYS water districts managing backflow device compliance.

Review Queue

Search, filter, and review DOH-1013 submissions. Reviewer locks prevent duplicate reviews. Rejections include structured notes that route back to testers automatically. Correction chains link original and corrected submissions.

Compliance Dashboard

Real-time compliance rate, device status breakdown, and 12-month submission trends updated automatically as forms are accepted. Sidebar widget shows expiring-this-week alerts so nothing slips through.

Device Registry

Unified view of your imported inventory and tester-submitted devices. See compliance status per device, link submissions to your records, and mark devices as non-testable when they don't require annual testing.

Property Management

Track properties by address, account number, and meter number. Attach notes and files to any property. Linked devices and full test history on every property detail page.

Bulk Import

Upload your CSV or Excel device inventory. Columns auto-detected, duplicates handled on re-import, compliance data preserved. PVB/AVB devices auto-flagged as non-testable.

Document Inbox

Receive license copies, calibration certificates, repair reports, and other documents from testers not just DOH-1013 forms. Acknowledge receipt with one click. Replies route back to the tester automatically.

Reports & CSV Export

Device compliance report and submission history report both filterable, both exportable as CSV. Pull the data you need for audits, board meetings, or your own records.

Role-Based Access

Three roles, Admin (full access + settings + user management), Clerk (review submissions + manage properties), and Read-only. Clerks can be scoped to residential or commercial properties only.

Supplemental Forms

Require testers to submit additional certifications alongside their DOH-1013 like Rain Gauge / Moisture Sensor Certification. Toggle per district in your settings.

In-App Notifications

Get notified when new submissions arrive, scoped by reviewer type. Residential clerks see residential submissions; commercial clerks see commercial. Admins see everything.

Works Everywhere

Desktop, tablet, or phone. Potaflow is a web app, no software to install. Installable as a PWA for quick access from your home screen.

Vetted Gauge & Tester Certification

Every submission is backed by a verified NYS DOH backflow license and a current gauge calibration certificate on file. Expired licenses and out-of-date calibrations are flagged before a form ever reaches your review queue.

Already delivering to you

On the list. Not yet on the platform.

Potaflow already delivers DOH-1013 submissions by email to these 24 Nassau County districts. If yours is among them, you're processing our forms manually today, onboard onto the portal to turn that inbox into a structured review queue.

Bayville Water District
Bethpage Water District
Franklin Square Water District
Garden City Park Water District
Glen Cove Water District
Hicksville Water District
Jericho Water District
Locust Valley Water District
Massapequa Water District
Plainview Water District
Port Washington Water District
Rockville Centre Village Water District
Roslyn Water District
South Farmingdale Water District
Town of Hempstead Water District
Village of East Williston
Village of Freeport
Village of Mineola
Village of Old Westbury
Water Auth. of Western Nassau County
Water Authority of Great Neck North
West Hempstead – Hempstead Gardens
Westbury Water District
Williston Park Water District

Don't see your district on the list? Contact us, we'll add it to our delivery routes today. Get in touch →

Questions district administrators ask.

Straight answers about how Potaflow works for your program.

How do testers submit to us through Potaflow?
Testers select your district in the DOH-1013 form wizard, and Potaflow validates every field, verifies the tester's license and test kit, then delivers a timestamped PDF to your district. If you've onboarded onto the portal, it lands in your structured review queue with notifications; if not, it arrives by email like submissions you already receive today. Either way, no paper, no fax, no missing data.
What about testers who don't use Potaflow yet?
You can continue receiving submissions by email and fax from testers not yet on the platform. As more testers adopt Potaflow, your manual workload decreases naturally. Most districts see a transition period where both channels run in parallel.
Can I import my existing device inventory?
Yes, upload your Excel or CSV file and Potaflow maps your columns automatically. Supports any spreadsheet layout. Re-import anytime to update records. Duplicates are handled automatically. We help with your first import during onboarding.
How much does it cost?
We work with each district individually to find pricing that fits your program size and budget. Your first 90 days are free full access, no limitations. Contact us to discuss.
How long does setup take?
Most districts are up and running in under an hour. Import your device list, configure your settings, and you're ready to receive digital submissions. We handle the onboarding with you, it's not self-serve.
What roles can I set up for my staff?
Three roles: Admin has full access including settings and user management. Clerk can review submissions, manage properties, import devices, and handle documents. Read-only can view everything but not take actions. Clerks can optionally be scoped to only residential or only commercial properties.
Can testers send us documents other than DOH-1013 forms?
Yes, testers can send license copies, calibration certificates, repair reports, or any other documents through Potaflow. You receive them in your Document Inbox, can download attachments, acknowledge receipt, and reply. Replies are forwarded to the tester automatically.
Does Potaflow replace our existing village software?
No, Potaflow is purpose-built for cross connection compliance, not general utility billing or customer management. It runs alongside your existing systems. All reports and device data can be exported as CSV for use in your other software.
What happens during annual testing season?
Volume isn't the problem, quality is. Every form arrives pre-validated with the tester's license, kit calibration, and required fields already checked, so you're not chasing down missing data or expired credentials. Whether you receive 10 submissions a week or 200, each one is ready to review the moment it lands.
Is our data secure?
Yes. All data is encrypted in transit and at rest on AWS infrastructure. Each district's data is completely isolated no cross-district access. Role-based permissions ensure staff only see what they need.

See how Potaflow works for your district.

Schedule a 30-minute walkthrough — we'll use your real data to show you exactly how your program would work on Potaflow. Free for 90 days, no commitment.

Request a Demo

Or email us directly at contact@potaflow.com

  • No software to install
  • Import your existing data
  • Free trial

Are you a backflow tester? See how Potaflow works for testers →