Stay ahead of every permit and inspection
Track permits and recurring inspections with reminders before each due date, so you're never scrambling ahead of an audit or facing a shutdown.
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Permits fail closed
Permits and statutory inspections share a characteristic that makes them unusually risky to track informally: when they lapse, the permitted activity becomes unlawful immediately. There is no grace period in which you are merely non-compliant on paper. A facility operating on an expired permit is operating without authorisation, and the remedy is usually to stop.
The administrative burden is what causes lapses. Permits are issued by different agencies on different cycles, frequently requiring applications to be submitted weeks or months before expiry, sometimes with supporting documentation or inspections that must be scheduled independently. Missing the submission window can mean the permit expires even though the renewal was intended.
Inspections carry the same shape. A fire or elevator inspection that is overdue is not just paperwork — in many jurisdictions the equipment or space cannot lawfully be used until it is completed and certified.
Sound familiar?
- A permit lapses and triggers fines or a stop-work order
- A required inspection is missed
- Renewal dates live across agencies and paperwork
- An inspector shows up and records aren't ready
How ExpiryLedger keeps permits current
Lead times matched to submission windows
Set the first reminder far enough ahead that applications can be prepared and submitted before the deadline, not the expiry.
Recurring inspections roll forward
Mark an inspection complete and the next due date advances automatically according to its statutory interval.
Permits and certificates stored
Attach the issued permit or inspection certificate to the record so it is retrievable when an inspector asks.
Escalation on overdue items
Notify a manager automatically when a permit or inspection passes its date, before it becomes a stop-work finding.
Custom fields for agency detail
Record permit numbers, issuing agencies, and site references as structured fields for fast lookup.
Inspection-ready reporting
Export a dated status report per site showing what is current, expiring, and overdue.
Every permit and statutory inspection
- Operating and facility permits
- Authorisations permitting the site or process to operate, typically annual with agency-specific windows.
- Fire and life-safety inspections
- Alarm, suppression, and extinguisher inspections on statutory intervals per building.
- Elevator and lifting inspections
- Certificates that must be current and often displayed for the equipment to remain in service.
- Environmental permits
- Air, water, and waste authorisations with agency renewal windows and reporting obligations.
- Health and food permits
- Kitchen, food handling, and public health permits tied to premises and operations.
- Building and occupancy documents
- Occupancy certificates and building-related approvals required for lawful use of the space.
Who tracks permits in ExpiryLedger
Facilities managers
Keep every building inspection and permit current across one site or a portfolio.
EHS and compliance teams
Manage environmental and safety permits with the lead time their submission windows require.
Hospitality and food service
Track health permits, fire inspections, and licences across locations.
Multi-site operators
Run a workspace per site while applying a consistent renewal process across all of them.
Track every permit and inspection
Frequently asked questions
Can I set reminders for the application deadline rather than the expiry?
Yes, and for permits it is often the better approach. Track the submission deadline as the item's date so reminders fire while the application window is still open, and record the actual permit expiry in a custom field or the notes.
How do recurring inspections work?
Set the renewal cycle to match the statutory interval. When you mark an inspection complete the next due date advances automatically from the scheduled date, so the cadence stays anchored even if the inspection happened slightly late.
Can I track permits across multiple sites?
Yes. Use categories and custom fields to distinguish sites within one workspace, or create a separate organisation per site if you want fully separated teams and reporting.
Can I store the issued permit?
Yes. Attach the permit or inspection certificate to its record. Documents are stored privately and served through short-lived signed links, so they are available to your team but never publicly accessible.
What evidence can I produce for an inspection?
Export a dated PDF or CSV showing every permit and inspection with its current status, sorted so overdue items appear first. ExpiryLedger also keeps an append-only audit trail of who renewed each item and when, which cannot be edited or deleted.
What happens if a permit goes overdue?
It is flagged overdue on the dashboard and reminders continue weekly rather than stopping, so it stays visible. You can also nominate a manager to be notified automatically once it passes a threshold you define.
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