Papertrail 2026: Benefits, Features & Pricing

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Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

Papertrail

4.7

(61)

Pricing

Starting at £30.00 per year

About Papertrail

Papertrail is a cloud-based inspection management solution designed to help businesses maintain and monitor personal protective equipment (PPE) records and inventory. Administrators can configure permissions for team members to access specific folders and generate reports or certificates according to requirements.

Key features of Papertrail include alerts/reminders, RFID scanning, inspection schedules and checklists. Supervisors can standardize terminology and operations across the organization and track multiple variables per item such as serial number, identifier, current status and more. Additionally, managers can add equipment inventory, checklists and inspection evidence to the platform.

Papertrail helps organizations view due or overdue inspection statuses for inventory items on a centralized dashboard. The product is available on annual or monthly subscriptions and custom licenses and support is extended via live chat, FAQs, documentation, email and phone.

Papertrail Screenshots

Papertrail Pricing and Plans

Starting price: £30.00 per year

Free Trial

Free Version

Starter

£30.00

per user, per year

Plan includes:

Unlimited Records
Product Directory (120+ Manufacturers)
Scanning NFC, RFID, QR & Barcode
Data Migration
Live chat, phone and email

Corporate

£50.00

per user, per year

Plan includes:

Unlimited Records
Product Directory (120+ Manufacturers)
Scanning NFC, RFID, QR & Barcode
Data Migration
Live chat, phone and email
Checklist Editor
Module Library & Custom Modules
Calendar Integration
Scheduled account reviews

Enterprise

Pricing available upon request

No plan information available

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Papertrail Features

Popular features found in Inspection
Alerts/Notifications
Compliance Management
Corrective and Preventive Actions (CAPA)
Customer Database
Dispatch Management
Failed Inspection Tracking
Forms Management
Image Capture
Mobile Access
Real-Time Data
Report Templates
Work Order Management
More features of Papertrail
Access Controls/Permissions
Activity Dashboard
Activity Tracking
Alerts/Escalation
API
Appointment Management
Asset Assignment
Asset Lifecycle Management
Asset Tracking
Audit Management
Audit Trail
Barcode/Ticket Scanning
Barcoding/RFID
Check-in/Check-out
Complaint Monitoring
Compliance Tracking
Configurable Workflow
Customizable Fields
Customizable Forms
Customizable Reports
Customizable Templates
Data Import/Export
Data Security
Data Visualization
Depreciation Management
Digital Signature
Document Management
Document Storage
Drag & Drop
Employee Management
Equipment Tracking
Fixed Asset Management
For Mechanical Equipment
Historical Reporting
Incident Management
Incident Reporting
Industrial Safety Management
Inspection Management
Inventory Control
Inventory Management
Inventory Tracking
ISO Compliance
Job Management
Location Tracking
Maintenance Management
Maintenance Scheduling
Mobile App
Monitoring
Multi-Location
Offline Access
OSHA Recordkeeping
Policy Management
Purchase Order Management
Real-Time Monitoring
Real-Time Notifications
Real-Time Reporting
Real-Time Updates
Regulatory Reporting
Reminders
Reporting/Analytics
Reporting & Statistics
Risk Assessment
Risk Management
Role-Based Permissions
Safety Management
Search/Filter
Status Tracking
Surveys & Feedback
Tagging
Task Management
Task Scheduling
Third-Party Integrations
Training Management
Training Record Management
User Management
Workflow Management

Papertrail Integrations

SafetyCulture

Zapier

Papertrail User Reviews

Overall Rating

4.7

Ratings Breakdown

72%

26%

Secondary Ratings

Ease of Use

4.6

Value for money

4.5

Customer support

4.8

Functionality

4.6

Verified

Reviewer

Events Services

11-50 employees

Used weekly for less than 6 months

Reviewed September 2019

Not only for rigging gear

It would be nice to have opportunity to choose custom fields for records. For example, I'd like to use it for moving heads, and add fields like Lamp Hours etc. Also, I'm missing a feature to add/find a record by barcode (use barcode scanner to identify the product).

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

It's meant to track service and mainteance.

Cons:

It's somewhat non-intuitive, for example I can't find a way to remove an empty folder.

Vendor Response

Thank you very much for the feedback! We can create custom fields for any of our accounts. Also, the Barcode scanning feature should be on all subscriptions. If you can get in touch we can have a look into this!

Replied November 2019

GABRIELA S.

Verified reviewer

Oil & Energy

501-1000 employees

Used weekly for less than 6 months

Review source

Reviewed May 2025

HSE SR Manager

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Excellent customer support and the features to maintain a compliant inventory of harnesses in our case to the level of detail of personal use

Cons:

Not being able to customize myself since there is some wording that could be improved - safety to use should be changed for equipment that is past due inspection

Reasons for switching to Papertrail

No longer available in the market and did not have desktop version

Luke H.

Verified reviewer

Leisure, Travel & Tourism

11-50 employees

Used weekly for more than 2 years

Review source

Reviewed July 2024

Easy to train staff

Ratings Breakdown

Ease of use

Customer support

Functionality

Pros:

We love how easy it is to induct new members of staff on the system. Once it's set up it just runs in the background so we can easily keep track of all of our equipment.

Cons:

Pricing structure quite high

Vendor Response

Hi Luke Pleased to hear how easy it is for new users joining the system, thank you for reviewing Papertrail!

Replied August 2024

Natasha M.

Verified reviewer

Renewables & Environment

501-1000 employees

Used daily for less than 12 months

Reviewed November 2019

Papertrail review

I have found paper trail to be really useful for gathering data and it allowing staff and their manager access to see this information where ever they are. And also that certs can be stored so they can also gain access to these at all times. It has helped me with reporting and keeping onto of what I have / haven't done and also gives space to ad comments where needed.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Quick and easy to use Gives a quick overview at a glance Able to add features that are personalised to what we need it for Ability to manage tasks via the portal Staff very helpful along with the guidance sheets that can be found

Cons:

At first I felt it didn't show a true picture as the options were either valid or invalid. After speaking with [SENSITIVE CONTENT HIDDEN] I found out we were able to add other options such as 'awaiting certificate' 'NA at present' 'New training request' which now give a full honest view of training records. Reporting feature had a few technical issues at first - again these have been resolved

Reasons for choosing Papertrail

Paper trail was already established and when we were given a demo it looked like the best fit for what we wanted it to do.

Reasons for switching to Papertrail

Excel wasn't practical for running off reports and it was down to the eye and a highlighter to mark any up and coming training where as with this feature I can now track and see straight away what is coming up with no risk of missing anything. I also automatically updates staff and managers if their certs are due to expire .

Vendor Response

Hi Natasha, thank you so much for your feedback!

Replied April 2020

Tom S.

Verified reviewer

Education Management

51-200 employees

Used monthly for less than 12 months

Reviewed November 2023

My Papertrail Experience

Very good, the support team are great and very responsive

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Ability to maintain a digital inspection record, ability to remotely monitor Inspections

Cons:

Cost, for a small organisation it is too expensive to have multiple users which stops me rolling it out across our whole organisation.

Reasons for switching to Papertrail

I'm not sure if that's the correct asset track. I don't recall the exact name. I moved organisation and wanted some of the benefits of a digital record but in a more user friendly product

Vendor Response

Hi Tom many thanks for your review, we're pleased to hear that you are happy with our product and the support team. We are always reviewing our pricing models and welcome all feedback. Please feel free to reach out to the support team to discuss your additional user needs. Kind regards, Papertrail Support Team

Replied December 2023

Dave S.

Verified reviewer

Entertainment

11-50 employees

Used monthly for less than 2 years

Reviewed October 2020

The H&S Must-have software

Papertrail has been excellent, easy to use and a constant source of information about PPE.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Easy to use, the staff will help you transition your old record system into it.

Cons:

I would like to be able to completely delete old users rather than just 'archive' them.

Reasons for choosing Papertrail

Already set up and specialised in the area. Advice and help available from staff.

Reasons for switching to Papertrail

Recommended by a trainer, and it is a vast improvement on the previous system. It's accessible from anywhere with an internet connection, and allows access from mobile devices as well.

Vendor Response

Hi Dave Thank you so much for your feedback and great review! Pleased to hear that you are loving our App. Just to let you know, the reason we don't have an option to delete old users from the system is to maintain the integrity of your records, as deleting the users would remove their inspections from your account. Best wishes Vicki

Replied October 2020

Liam O.

Verified reviewer

Sports

11-50 employees

Used daily for more than 2 years

Review source

Reviewed January 2025

270 Adventure Ltd

The more we use it, the more we find other uses for it, and customer support team is always happy to help

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Its ease of use and versatility, we use it for everything from PPE thorough inspections to daily task schedules and MOT/ service records. Particularly like the record sorting/search functions along with the analytics

Cons:

could be easier to create/ edit checklists

Vendor Response

Thank you for your fantastic review Liam! We're delighted to hear that Papertrail’s ease of use and versatility are helping you manage everything from PPE inspections to daily task schedules and service records. It's great to know that the record sorting, search functions, and analytics are making a difference in your workflow. We appreciate your feedback on creating and editing checklists. We’re always looking for ways to improve and will take this on board. If you have any specific suggestions, our support team would love to hear them. Thanks again for your support, and we look forward to continuing to help you streamline your processes!

Replied January 2025

Holli M.

Verified reviewer

Recreational Facilities and Services

11-50 employees

Used weekly for more than 2 years

Reviewed December 2024

Helps my forgetful brain

Have been a customer for 5 years now and I will never give it up. It has simplified my life and keeps us on track and our records clean. Its makes it easy for our annual inspection also because all the information they need is in one place.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

User friendly platform. It allow me to track all of my equipment and challenge courses plus reminds me when items need retired or inspected. I don't feel like I have to stress about remembering all of it because Papertrail helps me remember.

Cons:

Not much to complain about this is really a me thing. As someone who forgets to do things a lot. I wish I could back date or see notes in the on the task that i create easier. I tend to forget to put in maintenance project that I have done immediately. Even if I could just see notes that I add better, then when I forget, less of an issue.

Vendor Response

Thanks for taking the time to Review Papertrail Holi! Great to hear that you are a long time Papertrail user and it is a valuable equipment management solution for your Recreational facilities & services company and that you are happy with offering and support. We appreciate your recommendation, Thank you for choosing Papertrail.

Replied December 2024

Kerrie M.

Verified reviewer

Consumer Services

2-10 employees

Used daily for more than 2 years

Reviewed March 2025

Ideal for Tree Suregons

brilliant has literally gived us more control knowing whos used equipment and where it last was,

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Managing vehicles and maintaining kit aswell as HR and training

Cons:

price, but the system is good enough that it outweighs the cost

Kieran B.

Verified reviewer

Electrical/ Electronic Manufacturing

11-50 employees

Used daily for more than 2 years

Review source

Reviewed October 2024

Papertrail the ones for you

Painless, easy going and a very experienced team that are willing to help. Ben has clearly created a great place to work as they all want to make sure the customer is heard and always wanting to improve their asset system for every company. Look forward to seeing what else you guys develop.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The assets management system they have built is quick and easy to use with some of the friendliest staff around. I have worked with the sales, development, tech and marketing department, they are all very willing to help.

Cons:

Only had one issue which I know that the development are looking into, and that is when you're on inspections you cant "jump" to a serial number

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