The reliable way to track permits and inspections is to use the issuing authority’s portal as the legal source of truth and maintain a project-level register that records every application, fee, review comment, inspection, correction, approval and closeout document. Your register coordinates people and deadlines; it must never replace the authority’s record. Because permit rules, portal features and inspection sequences are local, confirm the exact requirements with the authority having jurisdiction (AHJ) for your project.
Start with the authority having jurisdiction
Before creating a spreadsheet or scheduling work, identify the AHJ for every approval your project needs. Depending on the scope and location, a city building department, county, state agency, fire authority, public-works department or utility may issue separate records. A building permit does not automatically cover electrical, plumbing, mechanical, fire, grading, right-of-way or utility approvals.
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Map each approval to its issuing office
- Write down the project address, parcel or lot identifier and jurisdiction.
- List each anticipated permit or application type and the department responsible for it.
- Check whether design review, historic review, zoning, environmental, encroachment or utility clearances are separate records.
- Record the authority’s official portal, telephone number and published guidance page.
- Ask the AHJ which person may submit documents, pay fees, schedule inspections and receive notices.
Do not assume one login or one portal covers the whole project. For example, New York City’s Department of Buildings uses DOB NOW for many transactions, while another city may require a different portal, email process or telephone request. The DOB NOW guidance explains that customers can submit applications, make payments, schedule appointments, check application or inspection status, retrieve permits and process renewals. Those capabilities are an example, not a universal rule.
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Create the required account as soon as the project team knows who will act for the owner. Record the account owner, backup user, role permissions and the email address receiving notices. Some systems provide public status lookup but restrict document uploads, payment, scheduling or renewals to authorized users. NYC DOB, for instance, uses NYC.ID and assigns different user roles through its online services.
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Build a project permit register
Your internal register is the index that connects official records to people, dates and documents. Start one row or record for every application and permit, then add linked records for reviews, inspections and closeout.
Core permit fields
| Field | What to record | Why it matters |
|---|---|---|
| Project identity | Address, parcel or lot, building or tenant area and AHJ | Prevents records for nearby phases or addresses being mixed together |
| Permit identity | Permit or application number, permit type, scope and related applications | Provides the exact key for portal searches and calls |
| Responsible parties | Owner, applicant, contractor, design professional, project manager and portal access owner | Assigns each submission, correction and appointment to a person |
| Status history | Current status, date and time checked, previous status and next expected milestone | Shows whether the record actually moved after an action |
| Review and finance | Comments, holds, conditions, outstanding documents, fees, balances and receipts | Stops a hidden comment or unpaid balance from blocking issuance or inspection |
| Approved documents | Plan revision, approval date, stamped drawings, conditions and upload receipt | Keeps field work tied to the version the AHJ accepted |
| Inspections | Required type, request date, appointment window, result, comments and reinspection date | Creates a complete field-work history rather than a list of appointments only |
| Expiration and renewal | Expiration date, extension or renewal rules shown on the permit and action owner | Provides time to act before rights or approvals lapse |
| Closeout | Final approval, certificate, occupancy document, completion letter and official links | Separates finished construction from legally completed work |
Permit portals expose different fields. The MyBuildingPermit customer guide, for example, describes searches by permit number, project information, address or applicant/contractor, with views for status, activities, inspections, conditions, fees and related applications. Use the fields your AHJ provides, and label anything that is your team’s interpretation rather than an official status.
Link, do not duplicate, official records
Store the portal URL, downloadable permit, approved plan set, comment letter, inspection result and payment receipt in a controlled project folder. Give the file a useful name such as Permit-12345_Approved-Plans_2026-10-17.pdf. If the portal does not provide a permanent link, record the permit number and the date downloaded. Keep a read-only copy of superseded plans so the team can prove which revision was used, but mark the current approved set clearly.
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- Submit through the required channel. Enter the application number, scope, valuation, owner and contractor information exactly as the AHJ requests. Save the confirmation, receipt and upload list.
- Log the first status. Record the portal label, date checked and the next action. Do not translate a local label into “approved” unless the AHJ defines it that way.
- Capture every review comment. Copy the comment into your register, identify the responsible designer or contractor, set a due date and note the document that will prove the correction.
- Submit corrections in the official workflow. Upload revised drawings or forms through the portal or channel specified by the AHJ. Record the upload confirmation and revision number.
- Verify acceptance. A file sitting in an upload queue is not necessarily accepted. Check for a new review status, receipt, staff message or request for more information.
- Resolve fees and holds. Record each balance, payment date and receipt. Ask the AHJ whether a balance, missing insurance document, contractor registration or other hold blocks issuance.
- Confirm issuance before construction. Download the issued permit, review its conditions and compare the approved plans with the set issued to the field team.
Read status labels in context
Status names are milestones, not universal permissions. Sacramento’s permit-status definitions illustrate the distinction: “Applied” may mean the record has not entered formal review; “Plan check target” indicates an active review cycle; “Ready to issue” means review disciplines are approved but fees can still be outstanding; and “Issued” means the permit is approved and under construction in that city’s terminology. Use your own AHJ’s definitions and retain a link to them in the register.
Before mobilizing, verify all of the following in the official record:
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- The permit is actually issued, not merely submitted or ready for issuance.
- The scope and approved plan revision match the work planned.
- Conditions, posting requirements and special inspections are understood by the superintendent.
- Fees, bonds, contractor registrations and related approvals are clear.
- The permit’s expiration or renewal terms are recorded with an owner.
Turn permit conditions into an inspection plan
Build the inspection schedule from the permit, approved plans, adopted code and AHJ instructions. The sequence is project-specific: foundations, reinforcing steel, underground utilities, framing, insulation, fire protection, rough mechanical/electrical/plumbing, energy or special inspections and final inspections may apply, but not every project needs every category.
Make a requirement matrix
| Inspection record | Prerequisite | Readiness evidence | Owner |
|---|---|---|---|
| Inspection type and permit number | Work is at the stage identified by the AHJ | Photos, test reports, survey or special-inspector report if required | Superintendent or trade lead |
| Request and appointment | Authorized user has submitted the request | Confirmation number, date and arrival window | Permit coordinator |
| Site access | Safe access, lighting, address posting and plans available | Pre-inspection checklist signed | Site manager |
| Result and comments | Inspector has recorded the visit | Portal result or written report | Permit coordinator |
| Correction or reinspection | Deficiency assigned and repaired | Correction photos, revised detail or test result | Assigned trade or designer |
Schedule through the method your AHJ requires
Some authorities offer online appointment booking; others require a phone call, a contractor login or a request by a specified cutoff. NYC DOB states that DOB NOW: Inspections supports online scheduling for virtually all inspections and provides tracking and notifications; see the official DOB NOW page for that jurisdiction’s process. The City of Orlando permit guidance emphasizes that different permits require different inspections. Treat those pages as local instructions, not a nationwide sequence.
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- Confirm the inspection type and permit number against the approved plans.
- Check that prerequisite work is complete, visible and accessible.
- Submit the request using the AHJ’s portal, telephone or other required channel.
- Record the request timestamp, confirmation number and appointment window.
- Tell the site team what must be exposed, protected or available for the inspector.
- Check the official record after the visit and save the result and comments.
A request is not a pass. A scheduled appointment is not proof that the inspector attended, and an inspector’s verbal comment is not a cleared correction until the official record reflects it.
Record results, corrections and reinspections
Use a separate inspection entry for each visit, including cancelled or not-ready appointments. Record the exact result label used by the AHJ—such as passed, failed, partial, cancelled or not ready—rather than converting it into a simple yes/no field.
Correction workflow
- Transcribe the deficiency. Keep the inspector’s wording and identify the affected drawing, location or trade.
- Assign an owner. Name the person who will repair the work or provide the missing document.
- Set evidence requirements. Specify whether the AHJ needs a photo, test report, revised plan, engineer letter or site visit.
- Set a reinspection or resubmission date. Base it on the AHJ’s availability and any permit deadline.
- Complete and document the correction. Upload or retain the evidence in the official channel.
- Verify clearance. Close the item only after the portal or written record shows acceptance.
City systems may expose comments and results in real time. Arvada’s eTRAKiT help page, for example, describes inspection results and staff comments available in its system. Your team should still save the record and assign a follow-up; a notification can be missed or an email can be filtered.
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Watch balances and holds
After every review, inspection or document submission, check for new fees, holds or requests. Sacramento notes that an outstanding balance on an issued record can prevent additional inspections from being scheduled. Put a finance check in the inspection workflow so the field team does not discover the block on the morning of an appointment.
Set a checking and notification cadence
Use portal notifications where available, but do not rely on them as the only control. Assign one person to check each active record on a defined cadence and after every material action.
- At submission: verify the application number, receipt and uploaded documents.
- During review: check at least weekly or at the interval your AHJ recommends, and immediately after a correction upload.
- Before an inspection: confirm the appointment, access plan, prerequisites and account balance.
- After an inspection: check for the recorded result and comments before the crew leaves the next work stage.
- Before expiration: review renewal or extension requirements early enough for the AHJ’s processing time.
- At project meetings: review only open actions, approaching inspections, unresolved holds and closeout items.
Record the date checked and the next check date. That small discipline distinguishes a current register from a historical note that no longer reflects the official record.
Close out the permit deliberately
Field work being complete does not mean the permit is closed. Use a closeout checklist tied to the AHJ’s record.
- List every required inspection from the permit and approved plans.
- Confirm each inspection has an official approved or passed result, including reinspections and special inspections.
- Clear outstanding corrections, fees, conditions and holds.
- Download the final permit history, approved plan set, inspection results and completion letters.
- Verify the AHJ’s final status and record the date and official reference.
- Obtain the certificate of occupancy, completion certificate or other occupancy document when applicable.
- Give the owner a closeout package showing what was approved and which documents govern future alterations.
Sacramento distinguishes a permit marked “Finaled,” meaning required inspections are approved, from a certificate of occupancy for a new commercial building or tenant space. Read the city’s definitions and confirm which document your project needs; one status should not be assumed to substitute for another.
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Choose the right tracking layer
Most projects need two layers: the AHJ’s official system and an internal coordination tool. The official portal controls legal status and transactions. The internal tool organizes responsibilities, documents and reminders across multiple permits.
| Capability | Official AHJ portal | Internal register |
|---|---|---|
| Legal status and issuance | Authoritative record | Reference link and last-checked copy only |
| Payments and scheduling | Available when the AHJ supports the function | Reminder and confirmation tracking |
| Cross-permit visibility | Often limited to one department or record | Can show building, trade, fire, right-of-way and utility items together |
| Assignments and deadlines | May be limited | Assigns owners, due dates and escalation |
| Document and photo links | Stores documents accepted by the AHJ | Links field evidence and superseded revisions while preserving the official copy |
| Access control | Defined by the authority’s user roles | Defined by the project team and company policy |
| Export and retention | Varies by portal and retention policy | Controlled by your company, subject to contract and legal requirements |
Paper logbook, spreadsheet or construction software
| Option | Best fit | Strengths | Risks to control |
|---|---|---|---|
| Paper logbook | Small project with one site lead and limited permits | Fast field notes, no login and easy daily use | Hard to search, share, back up or link to official documents; transcribe promptly |
| Spreadsheet | One or a few projects with a coordinator | Flexible columns, filters, dates, owners and simple status history | Conflicting copies, accidental overwrites and weak attachment handling |
| Construction or document-management software | Multiple projects, users, trades and documents | Assignments, mobile access, reminders, audit trails and linked files | Setup effort, permissions, training and the risk of treating an internal status as official |
International Code Council material identifies project tracking, workflow management, reporting and record keeping as functions of building-department technology. That supports using a structured digital workflow as a coordination aid, but it does not make any private system the AHJ’s record. A paper construction project log book can be useful as a supplemental field aid; reconcile it with the official portal and controlled project files.
Prevent common tracking failures
“Ready to issue” is treated as issued
Symptom: crews mobilize while fees, documents or a final approval step remain open.
Fix: require a downloaded issued permit and a status check by the permit coordinator before release to construction.
An appointment is mistaken for a passed inspection
Symptom: the schedule shows an inspection, but no result or comments are recorded.
Fix: keep the inspection open until the AHJ record shows the result, then create a correction or closeout action.
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Symptom: a coordinator is absent and nobody can find confirmations or comments.
Fix: store official receipts and notices in the project record, name a backup portal user and log every action with a date.
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Separate permits drift out of sequence
Symptom: building work advances while a trade, fire or right-of-way approval remains unresolved.
Fix: maintain one project index with a row for every AHJ record and show cross-dependencies, such as an inspection that cannot occur until another approval or test is complete.
Superseded plans reach the field
Symptom: the crew builds from a revision that the AHJ did not approve.
Fix: label the current approved set, archive superseded versions as read-only and require the superintendent to verify the revision before each inspection.
The project is marked complete too early
Symptom: construction is finished but a final inspection, fee, correction or occupancy document remains open.
Fix: use the closeout checklist and do not change the internal status to complete until the official record and required certificate are verified.
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Assign roles and run a permit meeting
A simple responsibility model prevents gaps. The owner or authorized applicant controls legal submissions; the architect or engineer answers design comments; the contractor and trade leads prepare work and evidence; the superintendent controls site readiness; and the permit coordinator maintains the register, checks portals and escalates overdue actions. One person may hold several roles on a small project, but each action still needs a named owner and backup.
At each permit meeting, review the register in this order:
- Records awaiting issuance, payment or a response.
- Inspections due before the next work stage.
- Failed, partial or not-ready inspections and their evidence.
- Expiration or renewal dates.
- Final inspections, occupancy documents and missing closeout files.
This meeting should produce assignments and dates, not a second unofficial status system. The portal remains the authority; your register makes the authority’s information usable by the project team.
Location-specific checks before you rely on a workflow
Because the project location and building type determine the rules, ask the AHJ or a qualified project professional to confirm:
- Which permits and related approvals are required for the exact scope.
- Who may apply, pay, upload revisions and request inspections.
- How far in advance inspections must be scheduled and how cancellations work.
- Which inspections must occur before work is covered.
- How expiration, renewal, extension and reactivation are handled.
- What must be posted at the site and what documents the inspector needs to see.
- Whether special inspectors, testing agencies, licensed contractors or utility releases are required.
- Which final status and occupancy documents authorize use of the building.
Use the current guidance published by your own authority. The examples from New York City, Sacramento, Orlando, Arvada and MyBuildingPermit show common portal and workflow patterns, but they cannot establish legal requirements in another jurisdiction.
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