License tracking for business, contractor and professional licenses and permits.
Every license and permit your company and your people hold, on one list. ExpirationPilot emails the person who handles each renewal well before the date, with the current copy and the renewal steps one click away.
- 14-day free trial
- No credit card needed
- Import your Excel list
In short
What is license tracking software?
License tracking software keeps the expiration date of every business, contractor and professional license and permit you hold, and reminds the right person before each one runs out. A license renewed on time means no fine, no stop-work order and no crew sent home from a job.
ExpirationPilot is a license and permit tracker for small companies that keep the dates in a spreadsheet or someone's memory. It doesn't manage software licenses, file renewals or check state databases.
How it works
Never find out a license lapsed from an inspector
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1
List your licenses and permits
Import your spreadsheet or add each one: the license, its number, the expiration date, who handles it and the current copy.
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2
Get reminded before each renewal
Pick the days for each type. A state license with continuing education might need a reminder 90 days ahead.
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3
Renew and update it
Renew with the agency as you do today, upload the new copy and enter the new date. The reminders start again.
What it does for your licenses and permits
Early enough
Hear about it while there is still time for the paperwork.
Some renewals take a form and a fee. Others need continuing education hours, an inspection or a bond first. Set the reminders for each type of license, up to a year ahead, so there is time for all of it.
- Up to three reminders before the date, one on the day and one after.
- The colleague responsible gets them, with others copied in.
- Each reminder shows whether it was delivered.
The paperwork
The current copy and the renewal steps, next to the date.
Attach the current license, add its number and write down how to renew it: which agency, which website, what it costs. Next year, whoever gets the reminder doesn't have to ask around.
Your people's licenses
Staff licenses on the same list as the company's.
An electrician's license, a nurse's license, a notary commission. Track them with their own dates, and ask the person to upload the renewed copy from a link. For safety cards and training, see certification tracking.
- No account needed to upload the new copy.
- A weekly follow-up until it arrives, up to six times.
- You check it, enter the new date and approve it.
Licenses and permits you can track
Anything an agency issues with an expiration date.
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Business licenses
City and county business licenses, sales tax permits, state registrations
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Contractor licenses
State general contractor, electrical, plumbing, HVAC and roofing licenses
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Professional licenses
Nurse, therapist, engineer, real estate, insurance agent and notary commissions
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Operating permits
Health permits, fire inspections, elevator certificates, occupancy permits
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Specialty certifications
Asbestos, lead-safe (RRP), backflow testing and pesticide applicator licenses
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Bonds and registrations
License bonds, contractor registrations, annual reports
Insurance and contracts on the same list
Licenses rarely come alone. See how the expiration reminders work for everything else, how contract reminders handle notice periods, and what each plan includes on pricing.
Why not a license spreadsheet and calendar reminders?
Both work until the one person who knows the renewal steps is busy, away or gone.
| What you need | ExpirationPilot | Calendar reminder | Spreadsheet |
|---|---|---|---|
| One list of every license and permit | Yes | No | Yes |
| Several reminders before each renewal date | Yes | You set each one by hand | No |
| Goes to the person who handles the renewal | Yes | Only the calendar owner | No |
| The current copy and license number kept with the date | Yes | No | No |
| Renewal steps written down for the next person | Yes | No | No |
| Weekly email of what is overdue and coming up | Yes | No | No |
Questions about license and permit tracking
Is this for software licenses?
No. ExpirationPilot is built for business, contractor and professional licenses and permits: the ones a state, county or city issues to your company or your people. It can remind you about a software renewal date, but it doesn't count seats or scan computers.
Does it renew the license for me?
No. You still renew with the agency. ExpirationPilot makes sure the right person hears about it early, and keeps the current copy and the renewal steps where the next person can find them.
Can I track my staff's professional licenses too?
Yes. Add each person's license as its own line with its own date. When it is renewed, ask them to upload the new copy from a link, without an account.
Where do I keep the renewal instructions?
Each type has a "How to renew" note: the agency, the website, the fee, the continuing education hours. It shows on every license of that type and in the box where you mark it as renewed.
Can I choose how early the reminders go out?
Yes. By default they go 30, 14 and 7 days before, on the day and 7 days after. Change the days for a whole type, up to a year ahead, for licenses that need continuing education or an inspection first.
What happens if it renews every year or every two years?
Set "renews every 12 months" or 24 months. When you mark it as renewed, we suggest the next date for you to check against the new license.
Does it check state license databases?
No. It doesn't look up or verify licenses with any agency. You enter the dates, or import them from your spreadsheet.
How much does it cost?
Plans start at $19 a month for one login and up to 100 licenses, permits or other items, or $39 for three logins and 500 items. Every plan starts with a 14-day free trial, no credit card needed.
Spend less time on your next renewal.
Start with a 14-day free trial. No credit card needed.
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