Firm certificate of authorization (COA) tracking for multi-state firms
Quick answer
Most states expect an engineering firm to hold its own credential before it offers work there: a certificate of authorization (COA), firm registration or firm license. In our data, 37 of 51 jurisdictions do for engineering and 32 for architecture. Each has its own renewal date and usually depends on a named licensed person. SealBench tracks every registration, who it depends on, and when it renews.
What a COA is and why it matters
A PE license lets a person practice. A certificate of authorization lets the firm offer engineering in that state. Where one is required, a sheet can’t go out under the firm’s name without it, however well licensed the engineer is. Read who needs a COA and how it works.
States use different names: certificate of authorization, firm registration, business registration, firm license, certificate of authority. Most require one or more licensed people in responsible charge, and some set a deadline to replace that person or tell the board when they leave.
What makes COAs easy to lose track of
- Separate dates. Firm registrations often renew on a different cycle from the licenses of the people behind them.
- A/E firms may need two. In 18 jurisdictions in our data, engineering and architecture firms register with different boards.
- The qualifier leaves, or their license lapses. The registration can depend on one person. See COA and qualifier tracking.
- New states. Winning work in a new state means a firm registration there, not just a comity license for one engineer.
How SealBench tracks firm registrations
- Every registration with its state, number, what it covers (engineering, architecture or both) and expiration date, in the same list as the licenses.
- Qualifiers: the people each registration depends on, with a warning when one leaves or holds no active license in that state.
- A prompt when you add a license in a state that expects a firm registration the firm doesn’t have.
- Set Check blocks every sheet in a state where the firm isn’t registered, and says why.
- Import: a list of firm COAs can come in from a spreadsheet too, with the rest of the roster.
- Reminders: Reminders at 90, 60 and 30 days before each license, firm registration and CE deadline are coming soon.
SealBench never applies for or renews a registration. Your firm files with the board. If you want someone to file COA applications for you, that is a managed filing service, which SealBench is not; see SealBench and Harbor Compliance.
What it costs
One license is free. Pro is $5 a month for one person and every license they hold. A firm pays $12 a month for each licensed person it tracks (or $120 a year), billed for at least 3; office staff who aren’t licensed sign in free. One price per person, however many states they’re licensed in. See pricing.
Common questions
Which states require an engineering firm COA?
37 of the 51 jurisdictions in our data, not yet confirmed with each board. The by-state table shows which, and each state page gives the details and links the board.
Is a firm COA the same as registering with the Secretary of State?
No. Registering to do business in a state is separate from the board’s firm credential. Many firms need both.
What happens if our qualifying engineer leaves?
It depends on the state. Some set a deadline to replace them or tell the board. Read our guide and the state’s own page, then check with the board.
Does SealBench track architecture firm registrations too?
Yes. Each registration records whether it covers engineering, architecture or both, and the state pages say where an A/E firm registers with two boards.
What does it cost?
One license is free. Pro is $5 a month for one person and every license they hold. A firm pays $12 a month for each licensed person it tracks (or $120 a year), billed for at least 3; office staff who aren’t licensed sign in free. One price per person, however many states they’re licensed in. See pricing.
Is any sheet blocked by a missing COA?
Send one permit set and your roster. Within two business days we return who may seal each sheet, and why anyone is blocked. Your first Set Check is free.
Request a free Set CheckSealBench suggests who may seal each sheet and shows why. The licensed professional takes responsible charge and applies the seal. SealBench is not a law firm, does not give legal advice, and does not file anything with any board. Questions or corrections: support@sealbench.com.