Missing signatures, expired certificates and half-finished logs cost real money when an auditor, a regulator or a lawyer asks for them. We build the records layer inside the system your team already works in, so the record is captured at the moment the work happens.
Built to your workflow · you own it · starts as a 30-day pilot · the pilot fee credits toward the build
Ask a technician to open a second app after a job and the checklist never gets logged. What replaces it is a notes app on a personal phone, a group text or a coordinator’s private spreadsheet. The record technically exists, but nowhere an auditor or a dispatcher can reach it.
When safety holds one system, accounting another and dispatch a third, nobody can answer a regulator without a week of collection work. We build compliance as a gate instead: a text checks the consent ledger before it sends, a subcontractor cannot accept work with a lapsed certificate, and a service ticket cannot close without its refrigerant entry.
Each block is built into the workflow where the work happens. Status as of October 2026:
→ Opt-in time, source and exact wording, plus every opt-out. Opt-outs by any reasonable means processed within 10 business days, in force since 11 April 2025; the FCC voted on a rewrite of the wider revocation rule on 30 September 2026.
Refrigerant log (EPA 15 lb rule)→ Equipment, refrigerant added or recovered and repair dates, kept three years. In force since 1 January 2026 under the AIM Act.
Subcontractor COI, license and W-9→ Expiry dates read and enforced before work is accepted, with payments tracked against the $2,000 1099-NEC threshold for 2026.
Lien waivers→ Conditional and unconditional waivers tied to each payment, on the statutory form where a state requires one.
OSHA 300 log→ Incidents captured on the crew app, with the 300, 300A and 301 records built from them and kept five years.
HIPAA audit logs→ Who viewed or changed each patient record, on BAA-covered hosting. The proposed Security Rule update is not final.
We start with a Blueprint: which rules apply to you, which records each one needs, and where in your workflow they should be captured. It is priced from $1,500 and the fee credits toward the build.
A 30-day pilot then puts the first records layer into the system your team already uses. One core system is a Foundation Build from $2,500; a connected system is a Core Build from $5,000, quoted from the Blueprint.
It makes the records exist, complete and findable, which is the part most businesses fail on. The rules themselves are set by the EPA, OSHA, the FCC, the IRS, HHS and your state, and your team still owns its compliance program. This is general information, not legal advice.
No. The records layer is built into the CRM, dispatch system or portal your team already works in, which is why the records actually get captured.
Mostly trades and clinics: HVAC, construction, plumbing, electrical and clinics. See all industries.
The rule logic lives in configuration, so a changed threshold or form is an update rather than a rebuild. A Care Plan, from $150 a month, covers keeping it current.
It is quoted to spec. A Blueprint is from $1,500 and credits toward the build, a Foundation Build is from $2,500 and a Core Build is from $5,000.
Statuses as of 1 October 2026. This page is general information, not legal advice.
Tell us which records you keep today and where they live. We will map the gaps, stand up a working records layer as a 30-day pilot, and credit the pilot fee toward the build if you go on.
