To open a business, citizens bring their documents to a counter, and the file is carried by hand between planning, fire, enforcement and health departments. Nobody knows which desk it is waiting on, and for a missing document the applicant has to come back to the town hall again and again. In the system we build, an application starts with online document upload, and missing items are flagged by an automatic checklist. The file moves through a defined approval flow from department to department, inspectors log findings with photos on a tablet, fees are paid online and an SMS goes out when the permit is ready.
Problems we see in permit departments
- No visibility of which department a file is waiting in
- Citizens returning repeatedly because of missing documents
- Field inspection reports staying on paper
- Applications not finished within statutory deadlines
Modules
Online application
A dynamic form and mandatory document list for each permit type.
Approval flow
Sequential or parallel approvals across planning, fire, enforcement and health.
Field inspection
Inspection appointments, plus reports, photos and location logged on a tablet.
Fees and charges
Fee calculation by tariff and online collection.
Deadline tracking
Alerts based on statutory deadlines and an overdue-files report.
Permit archive
A searchable digital archive of issued permits, with QR-coded documents.
How it works day to day
- 1
The citizen applies on the portal and uploads documents.
- 2
If the pre-check finds gaps, they are notified by SMS.
- 3
The file moves through the departments’ approval flow.
- 4
The inspection team logs its on-site findings on a tablet.
- 5
The fee is paid, the permit is issued and the citizen is notified.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
If the permit module of your municipality’s integrated software already covers your processes, consider extending it first.
When custom software pays off
If you need online applications, cross-department approvals and field inspection tied into your existing revenue system, custom development saves time for both citizens and the department.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 22 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Will it integrate with our existing municipal software?
Integration is built over the services your revenue, accrual and document management systems expose, and scope is settled during discovery.
Can inspection teams work offline in the field?
Yes, reports and photos are saved offline and synced once a connection is available.
Which permit types can be defined?
Separate forms and flows are set up for business opening, health and hygiene licensing, building and occupancy permits, and similar types.
How is citizens’ data protected?
Data is held encrypted on the authority’s own servers or in a local data centre, and every access is logged.
