The PassMyKitchen document vault is a secure, organized place to upload and store your permits, licenses, food handler cards, insurance certificates, commissary agreements, and any other compliance documents. Each document can have an expiry date attached, and the app tracks those dates so you never operate with an expired permit. No more digging through filing cabinets or glove boxes during an inspection.
For how documents appear during inspections, see how to use Inspector Mode. For staff certification tracking specifically, see track food handler card expiry dates. For food safety record keeping best practices, see our food safety record keeping guide.
What to store in the document vault
Health department permits
Your food establishment permit, mobile food vendor permit, or temporary food service permit. This is the document that authorizes you to operate. For food trucks, this may be a separate permit for each county or city you operate in. For details on permits, see our food truck permits guide.
Business licenses
City, county, and state business licenses. These are the general operating licenses required by your local government, separate from health department permits.
Food handler cards
Scanned copies of food handler cards for you and every staff member. Having digital copies means you can show them to an inspector instantly without searching through wallets or filing cabinets.
Manager certifications
ServSafe Certified Food Protection Manager (CFPM) certificates or equivalent state-approved certifications. Many states require at least one CFPM on duty during operating hours.
Insurance certificates
Liability insurance, vehicle insurance (for food trucks), and any additional coverage required by your commissary, event venues, or local regulations.
Commissary agreements
Your signed agreement with your licensed commercial kitchen. Inspectors frequently ask food truck operators for proof of a commissary agreement. Having a digital copy ready saves time.
Health inspection reports
Keep copies of every health inspection report. Having your inspection history accessible shows inspectors that you track your own performance over time.
Other compliance documents
Vendor agreements, pest control service contracts, equipment maintenance records, fire department permits, and any other documents relevant to your food safety operation.
How to upload documents
Step 1: Navigate to Documents
Tap "Documents" in the sidebar navigation. The Documents page shows your existing uploaded documents with filtering and search options.
Step 2: Tap "Upload document"
The upload button opens a modal titled "Upload document" with a drag-and-drop area (or tap to select a file from your device).
Step 3: Choose your file
Select the file from your device. Supported file types: PDF, PNG, JPG, DOC, and DOCX. Maximum file size is 10MB. You can upload a scanned document, a photo taken with your phone camera, or a PDF from your email.
Step 4: Name the document and select a category
The "Document title" field auto-fills from the file name, but you should update it with a clear, descriptive name (for example, "Health Permit 2026" or "Food Handler Card - Marcus"). Select a category from the dropdown to organize your documents. Categories include Training Certificate, Permit and License, Inspection Report, Supplier Document, HACCP Plan, and others. The app auto-detects the likely category based on the file name.
Step 5: Set an expiry date
The "Expiry date" field is optional but highly recommended for any document that expires: permits, licenses, certifications, and insurance policies. When you set an expiry date, the app tracks it and alerts you before the document lapses. For how expiry alerts work, see food safety expiry alerts and reminders.
Step 6: Add a description and save
The optional "Description" field lets you add notes about the document. Then tap "Upload" to save. The document is uploaded to secure storage and appears in your document list immediately.
Expiry tracking and reminders
Documents with expiry dates are tracked automatically. You do not need to set up reminders manually. The system handles it.
When a document approaches its expiry date, you receive alerts at three intervals: 30 days before (start the renewal process), 7 days before (urgent reminder), and on the expiry date (the document is now expired). Expired documents are flagged with a visual indicator in the document list and in Inspector Mode.
This automated tracking prevents one of the most common and most avoidable inspection violations: operating with an expired permit, license, or certification. For the complete guide to expiry tracking, see food safety expiry alerts and reminders.
Accessing documents during inspections
All uploaded documents appear in Inspector Mode under the Documents tab. When a health inspector asks to see your permit, food handler cards, or insurance, you do not need to leave Inspector Mode. Tap the Documents tab and they can view any document directly on your phone.
If the inspector wants a copy sent to their office, use the "Email to inspector" button in Inspector Mode's floating action bar. The email includes a link to your complete compliance package, which includes your documents alongside your HACCP plan, logs, and staff certifications.
For Priya's Brooklyn cloud kitchen, having all documents in one digital vault means she does not need to keep paper copies at each prep station. Her commissary agreement, liability insurance, and health permit are all accessible from her phone in seconds.
Document organization best practices
Use clear, descriptive names. "Health Permit 2026" is immediately understandable. "scan_003.pdf" is not. When an inspector is reviewing your documents in Inspector Mode, clear names help them find what they need quickly.
Set expiry dates for every document that expires. Permits, food handler cards, manager certifications, insurance certificates, and commissary agreements all have expiry dates. Enter them when you upload the document so the automatic tracking kicks in immediately.
Upload new versions when you renew. When you renew a permit or certification, upload the new document with the new expiry date. Your previous version stays in your document history, giving you a complete record.
Check your document vault monthly. Open the Documents section once a month and verify that everything is current. Are there any expired documents? Any missing documents? A quick monthly review prevents surprises during inspections. For food trucks that operate in multiple jurisdictions, this review is especially important because you may have different permits with different expiry dates for each location.
Categorize consistently. Use the category dropdown when uploading so your documents are organized by type. This makes it easier for both you and an inspector to find specific documents in Inspector Mode.
Ready to get started?
Upload your permits, certifications, and compliance documents to the PassMyKitchen document vault. Set expiry dates, get automatic renewal reminders, and show any document to an inspector in seconds.
Start your free trial and organize your compliance documents today.
Frequently asked questions
What file types can I upload?
PassMyKitchen accepts PDF, PNG, JPG, DOC, and DOCX files up to 10MB each. For most compliance documents, PDF or a clear photo (JPG/PNG) works best. If you have a paper document, take a photo with your phone camera and upload the image directly.
Is there a storage limit?
The document vault does not impose a per-document count limit on the Starter or Growth plans. Each file can be up to 10MB. For typical compliance documents (permits, certifications, inspection reports), this is more than sufficient. If you need to upload large files like detailed building plans, consider compressing them first.
Are my documents secure?
Documents are stored securely using encrypted cloud storage. Access is restricted to your account and any team members you add on the Growth plan. Documents are not publicly accessible and are only viewable through your authenticated session or through Inspector Mode while you are logged in.
Can I download my documents later?
Yes. You can view and download any document you have uploaded at any time from the Documents section. Your documents are stored for the duration of your subscription.
What happens to my documents if I cancel my subscription?
If your subscription ends (or your trial expires without upgrading), your account is paused. Your documents are preserved for 30 days. During that period, you can upgrade to reactivate your account with all documents intact. After 30 days, data may be scheduled for cleanup. If you need your documents before that deadline, upgrade temporarily to download them.