Compare
Paper logs or a HACCP app?
Both can work. Paper is cheap and familiar; an app is quicker to fill in, harder to fake and much easier to search. Here is an honest comparison to help you decide.
| Paper logs | A HACCP app | |
|---|---|---|
| Cost | Printing and folders | A monthly subscription |
| Who did the check | Initials, if filled in | Each person’s own login, with the time |
| Readings | Often a tick, or copied from yesterday | An actual number, checked against your range |
| Out-of-range readings | Often nothing written about what was done | Asks what was done before saving, and alerts a manager |
| Missed checks | A blank square, noticed later (or never) | Shown as missed on the day |
| Corrections | Crossed out or overwritten | Kept beside the original, with who and why |
| Finding a batch code | Leafing through folders | A search, in seconds |
| Owner away | Can’t see anything until they’re back | Sees today’s checks from anywhere |
| No signal | Not a problem | Needs an app that works offline |
| Power cut or flat phone | Not a problem | Keep a paper sheet as a backup |
| Learning it | Nothing to learn | A few minutes per person |
When paper is the right choice
- You are one or two people, always on site, and your records are already complete.
- You only do a few checks a day and rarely need to look anything up.
- Your team really can’t use phones at work.
If that’s you, our free HACCP templates are a good place to start.
When an app pays for itself
- Several people record checks across different shifts, and gaps keep appearing.
- The owner or head chef isn’t on site every day.
- You have more than one location, or more than one kitchen area.
- You lose time finding records for a supplier recall, a customer complaint or an inspection.
- Out-of-range readings are found days later, instead of the moment they happen.
What an inspector looks for, either way
An environmental health officer isn’t checking whether you use paper or an app. They look at whether the records are complete, whether they are real readings taken at the time, whether problems were dealt with, and whether they match what happens in the kitchen. Paper can do all of that. An app makes the gaps and the corrective actions much harder to miss, and the records much quicker to show. See the EHO inspection checklist.
The real cost of each
Paper costs little in money and a lot in time: printing, chasing missing sheets, filling gaps, and searching folders when someone asks. An app is a monthly cost, but the checks take less time and the records find themselves. For a single small kitchen, paper may genuinely be cheaper. With several staff, shifts or locations, the time saved and the problems caught early usually outweigh the subscription. Hygivo is priced per location, with staff included: see pricing.
The time it takes
A paper fridge round means finding the sheet and a pen and writing each reading. In an app, the round lists the fridges that are due and you type each number. The bigger saving is afterwards: no filling in gaps, no chasing staff for initials, and no hunting through folders when someone asks for a record.
Switching over
Keep your paper records, pick a start date, and set up the app to match your plan. Moving from paper to an app walks through it step by step.
Hygivo is a HACCP app, so we’re not neutral, but every point above holds for any good app, ours included. This is general information, not advice for your business. Your food safety management system (HACCP plan) and FSAI guidance are the reference. Hygivo is not affiliated with or endorsed by the FSAI.
Questions
Is paper still acceptable?
Yes. Paper records are fine if they are complete, accurate and kept up to date. Many Irish kitchens use the FSAI Safe Catering Pack forms on paper.
Is an app worth it for a very small business?
It depends on how many people record checks and how often things get missed. A one-person food truck may manage well on paper. A café with part-time staff across several shifts usually gains more from an app.
Can I use both?
Yes. Some businesses keep the plan and one-off forms on paper and the daily checks in an app. Decide in writing which one is the official record for each type of check.
Try it with your own checks
Last reviewed 2026-10-12.