Quick Verdict
Why paper and spreadsheets are a compliance risk
LOLER compliance is not optional. Every duty holder must arrange thorough examinations under the Lifting Operations and Lifting Equipment Regulations 1998 ↗. Missing records means unlimited HSE fines, prohibition notices, and in serious cases, criminal prosecution. The risk is not theoretical. The HSE publishes prosecutions regularly.
Most UK inspection companies have built their own system over the years. Paper forms, a spreadsheet, maybe some Word templates. It gets the job done when volumes are low. It breaks down at scale. Missed renewal dates, late reports, misfiled certificates, and no searchable audit trail are the predictable results.
Dedicated LOLER inspection software closes these gaps. Your inspector captures examination data on their phone at the point of inspection. Reports generate automatically as Schedule 1 compliant PDFs. Your asset register tracks every renewal date and sends alerts before anything goes overdue. The question is not whether to use software. It is which one fits your operation.
7 things to check before you choose LOLER software
Generic inspection platforms do not automatically cover LOLER requirements. Before you commit to any tool, check these seven criteria against your actual compliance needs:
LOLER-specific fields out of the box
Does the software include all fields required under LOLER Regulation 10: defect categories (1, 2, 3), safe working load, next examination date, competent person details? Or do you need to build custom templates from scratch?
True offline capability
Inspection sites such as docks, warehouses, and construction sites frequently have no signal. The software must work fully offline and sync when reconnected. A spinner that says "connecting..." is not offline working.
Automatic PDF report generation
Reports must be generated after every thorough examination. If someone in the office still needs to manually produce reports from engineer data, you have not solved the problem; you have just moved it.
Automated renewal tracking and alerts
The system should know when every asset is due for re-inspection and alert you proactively. This is the single biggest cause of LOLER compliance failures: equipment going overdue because nobody checked the spreadsheet.
Pricing that works at scale
Per-user pricing sounds reasonable for small teams but becomes expensive fast. A team of 20 engineers at £24/user/month is £480/month, nearly double a flat-fee alternative. Model your actual cost before committing.
HSE-audit readiness
In an HSE inspection, can you pull up every examination report for every asset, instantly? The HSE expects duty holders to keep thorough examination records for the lifetime of the equipment. Digital records that are searchable, timestamped, and retrievable by asset, date, or examiner are far more defensible than a filing cabinet.
UK support and compliance awareness
LOLER is UK-specific legislation. A vendor based in the US or Australia may not be aware of LEEA standards, UK defect category conventions, or HSE guidance. The Lifting Equipment Engineers Association (LEEA) sets the professional benchmark for competent persons in the UK. Software designed with LEEA members in mind is significantly easier to use for compliant thorough examinations.
Software for Managing Lift LOLER Inspections and Maintenance
Good lifting inspection software does more than generate reports. It schedules recurring inspections automatically. Once an examination is complete, the system sets the next due date based on the correct interval for that equipment type: 6 months for lifting accessories and person-lifting gear, 12 months for most other lifting equipment.
Maintenance visit tracking keeps a full record of every service alongside examination history. Your asset register shows both in one place. When a competent person arrives on site, they can see the last examination outcome, any open Category B defects, and the current maintenance status before they start.
Overdue alert notifications are essential. The software should send warnings at 30 days and 7 days before each examination is due. When a due date passes with no examination recorded, an overdue alert fires immediately. No spreadsheet. No one to check. No missed dates.
Lifting Equipment Inspection Software: What to Look For
Not all lifting inspection software is built the same. Before you choose lifting gear software, check that it meets these five criteria for LOLER compliance work:
Schedule 1 compliant reports out of the box
Thorough examination software must produce reports that satisfy every field in LOLER Schedule 1. If you are customising templates to meet legal requirements, the compliance risk sits with you.
Multi-site support
Your clients have equipment across multiple locations. The asset register must support multiple sites per client, with examination schedules tracked independently for each location.
Offline capability for field use
Docks, warehouses, and construction sites often have no signal. Your lifting inspection software must work fully offline and sync when reconnected — not just cache viewing, but complete data capture.
QR code scanning for asset identification
Scan-to-inspect workflows reduce errors and speed up site visits. Each asset gets a unique QR code. Your inspector scans it, opens the record, and starts the examination. No typing. No searching.
Permanent audit trail for duty holders
Every examination record must be timestamped, tamper-evident, and retrievable by asset, date, or examiner. When the HSE arrives, your duty holder audit trail must be available in seconds, not hours.
Lolerflow is thorough examination software built specifically for these requirements. No configuration. No custom templates. Every LOLER field is built in from day one. Try it free for 30 days to see how lifting inspection software can replace your paper forms and evening admin.
How the main options compare side by side
Here is how the main options compare across the criteria that matter most for LOLER inspection work. No configuration assumed for Lolerflow. Other tools rated as configured out of the box:
| Feature | Lolerflow | SafetyCulture | Inspect2GO | Spreadsheets |
|---|---|---|---|---|
| LOLER fields built in | ✅ Yes | ⚠️ Custom build | ⚠️ Custom build | ❌ No |
| Works offline | ✅ Fully | ⚠️ Limited | ✅ Yes | ✅ Yes |
| Auto PDF reports | ✅ Instant | ✅ Yes | ✅ Yes | ❌ Manual |
| Auto renewal reminders | ✅ Yes | ✅ Yes | ✅ Yes | ❌ No |
| QR code asset labels | ✅ Yes | ✅ Yes | ✅ Yes | ❌ No |
| Client portal | ✅ Yes | ✅ Yes | ⚠️ Limited | ❌ No |
| HSE audit trail | ✅ Full | ✅ Full | ✅ Full | ❌ Poor |
| UK-specific support | ✅ UK-based | ⚠️ Global | ⚠️ US-based | , |
| Pricing model | Flat £250/mo | Per user £24+ | Per report / seat | Free |
| Setup time | < 1 hour | 1–2 days | Half day | DIY |
| Free trial | ✅ 30 days | ✅ 14 days | ✅ Yes | , |
✅ Fully supported ⚠️ Partial / requires configuration ❌ Not supported Pricing correct as of March 2026
Lolerflow
Lolerflow is the only inspection software built exclusively for LOLER 1998 compliance. Every feature, every field, every report template is designed around the specific requirements of UK lifting equipment inspection and not adapted from a generic audit tool.
A competent person can complete a thorough examination on their phone using rapid inspection mode. All LOLER Regulation 10 fields are pre-loaded. Reports generate automatically as PDF and Excel. The system maintains a full asset register and tracks renewal dates for every item of lifting equipment. Automated alerts fire before equipment goes overdue. Everything works offline, which is essential for dock, warehouse, and construction site work.
Pros
Cons
SafetyCulture (iAuditor)
SafetyCulture, formerly iAuditor, is the world's most widely used inspection platform. It covers food safety audits, fire risk assessments, vehicle checks, and much more. For large organisations that need a single tool across many inspection types, it is capable.
For LOLER specifically, it is generic. You build LOLER templates from scratch. You configure defect category fields yourself. You make sure reports meet Regulation 10 requirements. If your template is wrong, your reports are not compliant. That risk sits entirely with you.
The pricing is also worth modelling carefully. SafetyCulture charges per user. A team of 15 to 20 engineers costs £360 to £480 per month, more than double Lolerflow's flat fee.
Pros
Cons
Inspect2GO
Inspect2GO is a US-based multi-purpose inspection platform with a growing UK presence. LOLER is one of many inspection types it supports. Its template library includes some LOLER-oriented forms, which saves initial setup time compared to starting from scratch.
For high-volume LOLER inspection companies, the per-report pricing model becomes expensive quickly. It also lacks the UK-specific LOLER field conventions that a purpose-built tool provides. Its strengths are flexibility and an existing template library. It is not built for your use case.
Pros
Cons
Spreadsheets & Paper
Most UK inspection companies still use Excel and Word. Not because it works well. Because it is familiar, free, and was manageable when volumes were low. At scale, it stops working. The HSE knows this too.
The problems with spreadsheet-based LOLER management are well-documented:
- No automated renewal reminders: equipment goes overdue when nobody checks
- Manual report generation: 15 to 30 minutes per report, bottleneck at scale
- No offline field capture: paper forms still required on site, then re-entered
- Poor audit trail: version control is manual, errors are common
- No client portal: reports emailed individually, no self-service access
- Single point of failure: if the person who maintains the spreadsheet is ill, everything stops
Key risk: HSE inspectors have found that spreadsheet-based systems frequently fail to capture all required information under LOLER Regulation 10, Schedule 1. If your examination records are incomplete, you may be non-compliant even if the physical inspections were carried out correctly. The HSE guidance on LOLER ↗ sets out the full record-keeping requirements for duty holders.
10 questions to ask before you sign anything
Use these questions when you evaluate any LOLER software. The answers will quickly tell you whether you are looking at a purpose-built compliance tool or a generic platform that needs significant configuration before it can meet your legal obligations.
Does it produce Schedule 1 compliant reports out of the box?
Schedule 1 of LOLER specifies exactly what every thorough examination report must contain. Ask the vendor to show you a sample report and verify it includes: equipment description with safe working load, defect categories (A/B/C), examiner qualifications, next due date, and statement on continued service. If any field is missing or requires manual addition, your reports may not be legally compliant. See our LOLER compliance guide for the full Schedule 1 checklist.
Does it work fully offline on mobile?
Inspection sites such as docks, warehouses, and manufacturing plants frequently have no signal. "Offline mode" that only caches viewing is not the same as offline data capture. Ask for a live demo with airplane mode enabled. If the engineer cannot complete a full examination and generate a report without signal, the software is not truly offline-capable.
Is pricing per seat or flat rate?
Per-user pricing compounds quickly. A team of 15 engineers at £24/user/month is £360/month, and that is before any admin or manager accounts. Flat-rate pricing at £250/month (unlimited users) is predictable and scales without penalty. Model your actual cost over 12 months before signing any contract.
Can we add unlimited assets?
Some platforms charge per asset registered or cap the asset register on lower pricing tiers. If you manage equipment for multiple clients across multiple sites, asset caps can create unexpected costs or force you into a higher tier. Confirm that the pricing includes unlimited asset records.
Does it automate examination interval reminders?
The most common LOLER compliance failure is equipment going overdue for examination because nobody checked the spreadsheet. The software should automatically track each asset's next due date, calculated from the date of the last examination, and send proactive alerts before equipment becomes overdue. Ask how far in advance alerts are sent and who receives them.
Can clients access their own certificates?
If you run an inspection business, your clients need their examination reports for their own LOLER compliance records. A client portal, where clients can log in and access their certificates without you emailing them individually, saves significant administrative time and is increasingly expected as a standard service.
Does it support all 20+ LOLER equipment types?
LOLER covers a wide range of equipment: overhead cranes, forklifts, hoists, MEWPs, passenger lifts, patient hoists, dock levellers, vehicle inspection lifts, and many more. Each has different examination requirements and report fields. Generic tools often support only the most common types. Confirm that the software handles the full range of equipment your business examines.
Can we export our data if we leave?
Before committing to any software, confirm you can export your complete data: all asset records, all examination reports, all defect logs, in a portable format (PDF, CSV, or similar) if you decide to switch. Vendor lock-in is a real risk, and LOLER requires you to retain records for years after they were created.
Is it built specifically for LOLER, or is it a generic inspection tool?
A tool configured for LOLER is not the same as a tool built for LOLER. Generic platforms require you to build templates, configure defect categories, and verify that your output meets Regulation 10. If the template is wrong, your reports are non-compliant, and that is your liability, not the vendor's. Purpose-built LOLER software has the regulations embedded from the ground up.
What support do you offer, and is it UK-based?
LOLER is UK-specific legislation. Support staff who are unfamiliar with LEEA standards, UK defect category conventions, or HSE guidance may not be able to help you resolve a compliance-specific issue. Ask whether support is UK-based, what hours it operates, and whether there is a dedicated LOLER compliance resource in the team.
The hidden cost of using a generic tool for LOLER work
Generic tools look polished in a demo. The licence fee seems reasonable. But the total cost of using a generic platform for dedicated LOLER work is much higher than it first appears. Every gap between what the software does by default and what LOLER requires gets filled by your people, not the software.
Configuration time is the first hidden cost. Building LOLER-compliant templates in a generic tool, getting the Schedule 1 fields right, setting up defect category logic, and configuring report layouts to match Regulation 10 requirements, typically takes one to two days of expert time. If you get it wrong, your reports may be non-compliant, and the risk of that falls entirely on you. When the regulations change, or when the HSE review of LOLER 1998 produces updated requirements, you will need to rebuild your templates again.
The second cost is the workarounds that generic tools require. Missing Schedule 1 fields are the most common: a generic tool may not have a dedicated field for "next examination due date" or "examiner qualifications", so engineers work around it by adding the information to a notes field or free text area. That creates inconsistency, increases the chance of missing information in an individual report, and means your data cannot be systematically queried or reported on. The third cost is time spent formatting reports. Generic tools produce generic-looking outputs and not the professional, branded, Schedule 1 structured certificates that UK inspection companies are expected to provide. Significant back-office time goes into reformatting or manually producing certificates that a purpose-built tool would generate in seconds.
Step-by-step: how to get started with LOLER inspection software
Most businesses put off switching because they assume it is a big project. It is not. Four steps. That is all. Your inspector does the work on site from day one.
Import your asset register
Upload a CSV of your existing lifting equipment. Asset ID, description, safe working load, client, and site location. If you do not have a structured register yet, this is the moment to build one. A competent person should verify each asset record against the last thorough examination report before it goes live.
Set your examination intervals
For each asset type, confirm the correct examination interval: 6 months for lifting accessories, equipment used to lift persons, and MEWPs; 12 months for most other lifting equipment. The software calculates the next due date from the date of the last examination. Check each asset's last examination date carefully at this stage.
Brief your competent persons
Your inspectors need 30 minutes, not a training day. Show them how to open a new examination from the asset record, work through the guided Schedule 1 fields on their phone, photograph any defects, and submit. The report generates automatically. They are done before they leave site.
Set up client access and alert recipients
Invite each client to their portal so they can download their own certificates without chasing you. Add your operations manager and any duty holder contacts to the renewal alert list. From this point, the system runs itself. No spreadsheet. No evening admin. No missed dates.
Before you start, it helps to have your examination checklists and report templates ready. See our LOLER inspection checklist and LOLER inspection report templates for reference before your first live inspection.
How long does switching to LOLER software actually take?
This is the question most businesses do not ask vendors. They should. The honest answer depends on your starting point. Here are the three most common scenarios.
Export your asset data to CSV, import it into the software, and verify examination dates. Your inspectors can start using the app the same afternoon. Most teams complete their first live inspection within 24 hours of signing up.
You will need to build your asset register from your paper examination reports. This is the right moment to do it. Allocate one person to data entry. Once the register is complete and dates are set, you are fully operational. The LEEA recommends keeping a central asset register as best practice regardless of the software you use.
Export your data from the old system in CSV or PDF format. Import asset records into the new platform and verify examination intervals. Migrating from a generic tool to a purpose-built one is faster than it sounds. The main task is verifying that your Schedule 1 fields are correctly mapped. Purpose-built LOLER software has the right fields already built in.
No migration should require a consultant or weeks of downtime. If a vendor tells you otherwise, factor that into your decision. A 30-day free trial gives you time to complete the import and run your first month of live inspections before you commit to anything.
What to look for when a vendor says 'built for LOLER'
The phrase "purpose-built for LOLER" is common in software marketing. Sometimes it is accurate. Sometimes it describes a generic tool with a LOLER template bolted on. Here is what it should actually mean in practice.
First, all major LOLER equipment types should be pre-loaded: cranes, hoists, forklifts, MEWPs, passenger lifts, lifting accessories, patient hoists, vehicle inspection lifts, and others, each with the correct examination scope for that equipment type. Your inspector should be able to select "overhead travelling crane" and immediately work through a structured examination that covers all components a competent person is expected to assess. They should not be configuring a blank form. See the full list of LOLER equipment types supported by Lolerflow.
Second, examination intervals must be correctly enforced by the system. Lifting accessories: 6 months. Equipment used to lift persons: 6 months. Other lifting equipment: 12 months. The software should calculate next due dates from examination dates and flag approaching or missed deadlines, using the correct interval for each asset type. One universal interval applied to everything is not compliant.
Third, reports must be structured around Regulation 10 and Schedule 1, not a generic inspection format. Defect categories must be A, B, or C. Safe working load must be stated. The examiner's name, address, and qualifications must appear on the report. The next examination date must be specified. A purpose-built tool also supports colour-coded labels on physical assets to show inspection status at a glance. LEEA guidance ↗ makes clear that defect reporting must flow directly from the examination into a traceable record. UK regulatory terminology — competent person, thorough examination, lifting accessory, safe working load — should appear throughout. Generic international tools default to American or Australian vocabulary, which does not match what your clients and the HSE expect to see.
Which tool is right for your operation?
There is no universal answer. But your situation almost certainly fits one of the scenarios below. Pick the one that matches your operation:
If LOLER is your core business, you need a tool built for it. Flat pricing, offline working, and LOLER-specific compliance built in makes this the clear choice. The cost savings vs SafetyCulture on a team of 10+ engineers are material.
If you need one platform for LOLER, fire safety, food hygiene, and vehicle checks, SafetyCulture's breadth justifies the per-user cost. Build your LOLER templates carefully to ensure Regulation 10 compliance.
If you manage a small fleet of lifting equipment internally rather than running an inspection business, either option works. Lolerflow is simpler and purpose-built; Inspect2GO offers more flexibility if you also manage other inspection types.
The HSE review of LOLER 1998 is likely to raise the bar on record-keeping requirements. Transitioning from spreadsheets to purpose-built software before any regulatory change puts you ahead of the curve and eliminates the biggest source of compliance risk in most LOLER operations today.
Ready to try the purpose-built option?
Lolerflow is built for UK LOLER inspectors. 30-day free trial: no credit card, no setup fee, no per-user charges.
Start your free trial£250/month · Unlimited inspections · Unlimited users