Know where every required inspection stands.
Every building in your jurisdiction owes a list of tests. InspectionSimplified holds that list, lets the contractors who perform the work file results directly, and advances each due date the moment a test passes — so the register is current without anybody retyping it.
| Required test | Property | Program | Next due | Status |
|---|---|---|---|---|
| Sprinkler System AnnualNFPA 25, 5.3 | Cedar Hollow Commons410 Main St | Sprinkler | Aug 6, 2026 | Overdue 6d |
| Fire Alarm System AnnualNFPA 72, 14.4 | Hollow Ridge Elementary75 Schoolhouse Rd | Alarm | Sep 2, 2026 | Due in 20d |
| Backflow Preventer AnnualCross-connection control | Meridian Logistics Center2200 Industrial Pkwy | Backflow | Jun 18, 2027 | Current |
| Kitchen Hood SuppressionNFPA 96 / 17A | Nonna Rosa Trattoria88 Depot Sq | Suppression | Jan 9, 2027 | 2 deficiencies |
The register lives in a spreadsheet, and the spreadsheet is always out of date.
Most fire prevention offices track required testing on a spreadsheet, a wall calendar and a filing cabinet. Reports arrive by email as scanned PDFs. Somebody retypes the dates. When a building burns or a lawsuit lands, the question is always the same: what was due, was it done, and who knew.
How it works today
- A contractor emails a scanned report. It sits in an inbox until somebody opens it.
- An inspector retypes the date into a spreadsheet, or doesn't.
- Nobody knows which buildings never had a test at all — they were never on the list.
- Deficiencies are noted in the PDF and then forgotten. There is no list of what is still open.
- Licences and certifications are checked at registration and never again.
- Answering "is this building compliant?" means opening a file drawer.
How it works here
- The contractor files the result directly. It is on the record the moment they submit.
- The due date advances itself when a test passes. Nobody retypes anything.
- Every building carries its full list of required tests, including the ones never performed.
- Deficiencies stay open, visible and counted until somebody files a correction.
- An expired licence blocks filing automatically, and warns the contractor 30 days ahead.
- Answering "is this building compliant?" takes one search.
Four things happen. The rest is bookkeeping the platform does for you.
Your buildings get a schedule
We load your properties and build each one's list of required tests — by code, by system and by frequency. Buildings with nothing on file show up as exactly that, which is usually the first thing an office learns from the register.
Fire alarm annual · Sprinkler annual · Sprinkler quarterly
Backflow annual · Egress semiannual · Extinguishers annual
Contractors register once, for the state
One registration covers every authority in that state. They upload the trade licence, insurance and their inspectors' certifications. If your city requires something extra, you say so and the platform blocks filing until it is on file and you have approved it.
Approved: alarm, sprinkler, pump, extinguishers
Chicago sprinkler registration required
They file the result, not a PDF
The inspector enters the readings the code actually calls for — static and residual pressure, battery voltage, trip time, device counts — and any deficiencies they found. Filing is instant. It posts to your register the moment they submit, whether it passed or failed.
Static 68 psi · Residual 54 psi · Flow 412 gpm
Result: Pass with deficiencies (2)
The record keeps itself, and you enforce by exception
A pass advances the due date. A failure keeps the system on the due list. Deficiencies stay open until somebody corrects them. You audit what you choose to audit and issue correction notices from the record in one click — you are not chasing paperwork, you are working a short list of exceptions.
2 deficiencies open · correct by Sep 11
Notice issued to the owner of record
Eight programs. Turn on the ones you enforce.
Most offices start with fire alarm and sprinklers, then add the rest as they go. You are billed for what you track, and switching a program off hides it without deleting a thing.
Backflow and elevators too
Cross-connection control is often run by the water department and elevators by the building department. Same register, same contractors, same filing — whoever holds the programme.
Monthly through five-year
Monthly, quarterly, semiannual, annual, three-year and five-year cycles, each advancing on its own clock from the date the test was performed.
Devices and equipment
Backflow assemblies, extinguishers, dampers and generators tracked by serial number, with replacement and archival history kept against the property.
Three portals, one record.
Everyone sees the same truth from their own side of it. Nobody is emailed a spreadsheet.
The authority
- Every required test by program, with what is overdue at the top
- Audit filings after the fact and void one that does not hold up
- Open deficiencies across the jurisdiction, counted and dated
- Correction notices generated from the record, addressed to the owner
- Contractor and inspector registrations, approved by you
- Every filing archived as a signed PDF you can hand to counsel
The contractor
- One state registration covering every authority in that state
- Work due across their accounts, so they know what to schedule
- File from the field with the readings the code requires
- Deficiencies they raised, and open work another company left behind
- Warnings 30 days before any licence or certification lapses
- One payment covers a day of filings, then the reports release
The property owner
- What their building owes and when each item is next due
- What is outstanding, in plain language, with the correction date
- Who last worked on each system and when they filed
- Certificates and reports to download for a lender or insurer
- No data entry — they read the record, they do not maintain it
A deficiency is not closed because a PDF said so.
When an inspector writes up a deficiency it opens on the record with a severity and a correction date, and it stays open until a registered contractor certifies the fix. Critical items flag the filing for audit automatically.
When the date passes, the correction notice is already written — property, owner of record, each outstanding item, the code reference and the date you set. Print it, or send it from the record.
Notice of Required Correction
Hollow Retail Partners LLC
Re: Cedar Hollow Commons, 410 Main St, Cedar Hollow, IL 60011
A review of the inspection, testing and maintenance records held by this office shows the following outstanding items on your fire protection systems.
Corrections must be performed by a contractor registered with this jurisdiction and filed through the compliance register. Failure to correct may result in re-inspection fees or further enforcement.
An expired licence should stop a filing. Here it does.
Most offices check a licence once, at registration, and never look again. The platform checks every time somebody tries to file, at both the company and the individual level.
Licence, insurance, calibration
Trade licence, certificate of insurance at your minimum limit, and gauge calibration for backflow testers. Lapse any one and filing stops that day.
The person holding the wrench
Each inspector is registered with their own certifications — NICET level, backflow tester, manufacturer training — and a company with no qualified inspector for a program cannot file it.
Whatever your city adds
If you require a city registration on top of the state licence, add it once. It is enforced for your jurisdiction only, and every other authority is unaffected.
The jurisdiction pays a subscription. Contractors pay to file.
Two separate things, and it matters which is which. The authority is billed once a year for the programs it enforces. The per-report filing fee is charged to the contractor who files — never to the jurisdiction, and never to the property owner.
A subscription, invoiced once a year
Not a monthly charge and not per seat. Every inspector, clerk and contractor in your jurisdiction gets an account at no extra cost.
A filing fee per report
Set with you before go-live and scaled by how often the test is required, so a monthly pump check does not cost what an annual inspection does. Some jurisdictions adopt it by ordinance to offset the subscription. Others set it to zero.
Every jurisdiction is quoted on what it actually enforces.
A village tracking two programs across forty buildings is not the same deal as a city tracking eight across three thousand. Tell us the programs, roughly how many properties are on your list and how many contractors work in your jurisdiction, and we will put a figure in writing — including what we would suggest the filing fee be, or whether to charge one at all.
No per-seat charges
Adding staff never changes the invoice. Neither does adding contractors — they register themselves, and there is no charge to you when they do.
Turn a program off
Stop enforcing something and it comes off the next invoice. Every record is kept in case you turn it back on, and you can close it to new filings the same day.
Your data leaves with you
Full export of properties, obligations, filings and deficiencies at any time, in a format you can actually open. No exit fee.
Three weeks, and most of the work is ours.
Week one — we load what you have
Send us the spreadsheet, the permit list, the file cabinet index, whatever exists. We build the property register and match the certificates already on file so history is not lost.
We return: the register, with the gaps marked
Week two — we set your rules
Correction windows, reminder timing, audit rate, insurance minimums, whether open work is published to other contractors, and your filing fee if you adopt one.
Everything configurable later, by you
Week three — contractors register
We write to every contractor working in your jurisdiction and walk them through registering. They file their first reports while you watch the register fill in.
You approve the registrations
What offices ask before they sign.
What if a contractor refuses to use it?
Filing is how a test gets on the record, so a contractor who will not file has not demonstrated the test was performed. In practice contractors adopt it quickly because it works in their favour: one registration covers the whole state, they can see what is due across every account they hold, and they stop chasing your office for confirmation that a report arrived. We do the outreach and the training as part of onboarding.
Does this replace our inspectors?
No. It replaces the retyping. Your inspectors still inspect, still audit, still decide what is acceptable and still sign the notices. What changes is that they spend their time on the buildings that are actually out of compliance instead of maintaining a list.
We already use a permitting system. Does it conflict?
No. Permitting systems handle plan review and construction permits — work that ends. This handles recurring inspection, testing and maintenance — work that never ends and runs on its own clock. Most offices run both, and we can share the property list so you are not maintaining two.
Who owns the data?
You do. It is your public record. You can export everything at any time, and if you leave, you leave with a complete copy. We do not sell data, and contractor filings in your jurisdiction are visible to you, the filing contractor and the property owner — nobody else.
What happens to the records we already have?
They come with you. We back-date the certificates on file so a building that was tested in March shows as tested in March, with the correct next due date. Your history is the starting point, not something you abandon.
Can we start with one program?
Yes, and most do. Fire alarm and sprinklers are the usual start. Adding a program later is a priced change you make yourself in settings, prorated to your renewal date, and switching one off keeps every record in case you turn it back on.
Is it defensible if we end up in court?
That is what the audit trail is for. Every filing carries who filed it, which certified individual performed the test, what the readings were, when it posted and whether this office accepted or voided it. Every notice is logged with the date and address it was sent to. Everything prints as a PDF.
Bring your worst building. We will find it in the register.
Thirty minutes, screen shared, using a jurisdiction set up like yours. No slide deck — we open the register, file a report, raise a deficiency and issue the notice while you watch.
Or ask for a reference — we will put you on the phone with a marshal running it today.