Restaurant compliance software for fire and food records
The restaurant compliance apps on page one run checklists and temperature logs. They stop at the food side. EvidLY holds every record a restaurant is asked for — the fire safety records the fire marshal and the insurance company want, the food safety records the health inspector wants, each vendor's insurance and license paperwork, and the conditions in your policy — with the date each one is due and the rule that requires it.
The records a restaurant is asked for
Use this as the list. If a record below is not in one place with a date on it, someone will ask for it before you find it.
Fire safety — five records
Hood and duct cleaning certificate (NFPA 96) · fire suppression service tag (NFPA 17A) · portable extinguisher tags (NFPA 10) · sprinkler inspection report (NFPA 25) · fire alarm test record (NFPA 72). Each produced by an outside contractor, each on its own interval.
Food safety — what the health inspector wants
The health permit · the certified food protection manager certificate · food handler cards for every employee who touches food · temperature logs (receiving, hot holding, cold holding, reheating, cooldown) · the pest control service report. Which edition of the food code applies is set by your state.
Vendor records — five per vendor
General liability certificate · workers' compensation certificate · license · business license · W-9. Every vendor who works in the kitchen, expiring on the vendor's calendar, not yours.
The policy
The protective safeguards endorsement names the systems you promised the carrier you would keep in service. The records above are how you prove you did. Policy Lens reads it against what is on file.
Fire first, then food
EvidLY starts on the fire side because the fire records have the shortest intervals, the strictest askers and the largest consequences — and because no food safety app holds them.
Hood and duct cleaning certificate — NFPA 96 Table 12.4 sets the interval by cooking volume and equipment type: monthly for solid fuel, quarterly for charbroilers, woks, high-volume and 24-hour kitchens, semiannually for moderate volume, annually for low volume. That is your calendar, not a preference. Produced by the cleaning contractor, dated on the day of service.
Fire suppression service tag — NFPA 17A: semiannual service by a licensed contractor, tag on the system.
Portable extinguisher tags — NFPA 10: monthly visual check, annual maintenance tag.
Sprinkler inspection report — NFPA 25: quarterly and annual inspections by the sprinkler contractor.
Fire alarm test record — NFPA 72: annual test, semiannual visual, by a licensed alarm contractor.
The five standards are the same in every state. Which edition your kitchen answers to is set by the state or city that adopted it — the current edition is not always the enforced one. EvidLY resolves that during onboarding and holds each record with the date it is due, the rule that requires it, and a seal recorded at release.
Fire safety records in EvidLY → · Food safety records in EvidLY →
Who asks for the records
The fire marshal
At the annual fire inspection. Wants the hood certificate, the suppression tag, the extinguisher tags, the sprinkler report and the alarm test.
The health inspector
On inspection day. Wants the permit, the manager certificate, the handler cards and the temperature logs.
The insurance company
At renewal and at the claim. Wants proof the systems named in the protective safeguards endorsement were kept in service.
The property manager
Under the lease. Wants the hood certificate and the suppression tag, on the schedule the lease names.
The compliance officer
Across every unit. Wants one dated set per kitchen, not a binder per store.
Every state, one record set
The fire side is national: five NFPA standards, adopted state by state. The food side has two codes: the FDA Food Code, which 49 states adopt edition by edition, and the California Retail Food Code, which California wrote for itself. Whichever pair your kitchen answers to, the records are the same set with different dates behind them. California is built, with all 62 health departments; every other state's fire and food rules are resolved during onboarding, inside the same 15 days as your account.
How it compares to the checklist apps
Operandio, Jolt, FoodDocs, SafetyCulture and the rest run checklists, temperature logs and training on the food side. EvidLY runs checklists and sensor integrations too — and the results land as records on file, beside the fire records, the vendor records and the read of your policy, none of which a checklist app holds.
See the comparisons → · Operandio alternative · Jolt alternative · FoodDocs alternative · SafetyCulture alternative
Questions
What is restaurant compliance software?
Software that holds the records a restaurant is asked for — the fire safety records the fire marshal and the insurance company want, the food safety records the health inspector wants, each vendor's insurance and license paperwork, and the conditions in the insurance policy — with the date each record is due and the rule that requires it. Checklist apps run the daily tasks; compliance software holds the proof.
What records does a restaurant need for a fire inspection?
Five: the hood and duct cleaning certificate, the fire suppression service tag, the portable extinguisher tags, the sprinkler inspection report and the fire alarm test record. Each is produced by a licensed contractor on its own interval, and the fire marshal expects to see the current one with a date on it.
Does EvidLY replace a checklist app?
EvidLY runs checklists and sensor integrations, and the results land as dated records on file. What it adds is everything a checklist app does not hold: the fire records, every vendor's paperwork, and a read of your insurance policy's conditions against the records you have.
How much does restaurant compliance software cost?
EvidLY publishes its pricing per kitchen, with a pilot for two to nine kitchens and Enterprise from ten. The full price list is on the pricing page, and the Risk Assessment costs nothing.
Ready to see it?
Book a 30-minute demo and see how EvidLY keeps every fire and food safety record ready — before anyone asks.
founders@getevidly.com · (855) 384-3591