Never let a license lapse
Track every business and professional license, with configurable reminders before each renewal date and a live view of what's current, expiring, or overdue.
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Why licence renewals get missed
A licence is usually the single document that makes a business or a professional legally permitted to operate, which makes it a strange thing to track in a spreadsheet nobody opens. Yet that is how most organisations manage it, because licences renew infrequently enough that no habit forms around them. A two-year cycle means you handle the renewal roughly as often as you change jobs.
Renewal notices are supposed to solve this, but they arrive by post to an old address, or by email to a person who has left, or into an inbox where they compete with several hundred other messages that week. The notice is not a system. It is a single point of failure with no retry.
The consequences scale with how essential the licence is. Operating without a current licence can void insurance, invalidate contracts, and in regulated trades expose the business to enforcement. Reinstating a lapsed licence is frequently more expensive and slower than renewing it, and some jurisdictions require re-examination rather than simple renewal.
Sound familiar?
- A license lapses and you can't legally operate
- Renewal notices get lost in a busy inbox
- No single view of which licenses are current
- Late renewals mean penalties and reinstatement fees
How ExpiryLedger keeps every licence current
Reminders that repeat
Configurable lead times at 30, 14, 7, and 1 days before expiry, plus weekly nudges after the date passes, so a single missed email is never the deciding factor.
Assigned ownership
Every licence has a named owner who receives reminders directly, so responsibility is explicit rather than assumed.
Automatic roll-forward
Mark a licence renewed and the next expiry advances by its cycle, anchored to the scheduled date so the cadence never drifts.
The licence document attached
Store the current licence with the record so proof is retrievable when a client, insurer, or regulator asks.
Custom fields for licence numbers
Record licence numbers, issuing authorities, and jurisdictions as structured fields rather than free text.
Status reporting
Export a dated report of every licence and its status for internal review, audits, or client due diligence.
Every kind of licence
- Business operating licences
- Municipal and state licences permitting the business to trade, often renewing annually with local variation.
- Professional licences
- Individual credentials for regulated professions, held by the person rather than the organisation.
- Trade and contractor licences
- Electrical, plumbing, mechanical, and general contracting licences with jurisdiction-specific cycles.
- Specialty and liquor permits
- Licences tied to specific activities or premises, frequently with strict renewal windows.
- Vehicle and equipment licences
- Registrations and operating licences for vehicles, plant, and regulated equipment.
- Import, export, and activity permits
- Authorisations tied to particular operations that must be current before the activity takes place.
Who tracks licences in ExpiryLedger
Multi-location businesses
Track operating licences per site where each location renews on its own municipal schedule.
Regulated trades
Keep individual and company licences current across the jurisdictions you work in.
Professional practices
Track licences held by each practitioner alongside the firm's own registrations.
Operations and compliance teams
Maintain one authoritative view of licensing status instead of several departmental spreadsheets.
Track every kind of license
Frequently asked questions
How does ExpiryLedger know when a licence expires?
You enter the expiry date and renewal cycle once, either manually or by importing a CSV. From then on ExpiryLedger tracks the date, sends reminders at your configured lead times, and advances the date automatically when you mark it renewed.
Can different licences have different reminder schedules?
Reminder lead times are configured per organisation and apply to all items, with defaults of 30, 14, 7, and 1 days. Because some licences need far longer lead times, many teams extend the first reminder to 60 or 90 days so slower renewals have room.
What if a licence does not renew on a fixed cycle?
Set the cycle to one-off. The item is tracked with its expiry date and reminders fire normally, but it will not roll forward automatically — instead it closes out when you mark it complete, which suits licences that are replaced rather than renewed.
Can I store the licence certificate itself?
Yes. Documents can be attached to any tracked item and are stored privately, accessible only to members of your organisation through short-lived signed links rather than public URLs.
Who gets the reminder emails?
Owners and administrators of the organisation receive them by default. If you add an assignee email to an item, that person is reminded directly as well, and you can nominate a manager to be notified when something goes overdue beyond a threshold.
Can I track licences across several locations or entities?
Yes. Use categories and custom fields to distinguish locations within one workspace, or create separate organisations for genuinely separate entities and switch between them from a single login.
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