Reporting data on certification for building work
Important information about how certification data is reported to the NSW Government.
Required data
If you are a registered certifier or a local council, you must report data on certification for all building work approved on or after 1 July 2018 to the NSW Government. This data gives the Government real-time, centralised information on building activity across NSW, helps improve public policy, and strengthens certification and building regulation.
Currently a large percentage of certification reporting (complying development certificates, construction certificates, critical stage inspections and occupation certificates) is being provided to both Building Commission NSW and the NSW Planning Portal.
The NSW Planning Portal reflects requirements for certifiers outlined in the following legislation:
- Building and Development Certifiers Act 2018
- Building and Development Certifiers Regulation 2020
- Environmental Planning and Assessment Act 1979
- Environmental Planning and Assessment Regulation 2021
- Environmental Planning and Assessment (Development Certification and Fire Safety) Regulation 2021.
The required data must be reported within 2 business days after each event. This could be completing an inspection or issuing a certificate.
Many certifiers currently report via the Planning Portal, as well as to Building Commission NSW using one of our reporting solutions, as follows. These solutions are being phased out, with all future reporting solely to the NSW Planning Portal.
The CertAbility web portal and mobile app will be available until 1 July 2025, but new building works may only be entered until 31 March 2025. Certifiers will still be able to use CertAbility to report existing building works.
We’ll continue to update certifiers on the transition of data reporting to the NSW Planning Portal.
Additional information on current processes:
| Reporting options | Status |
| CertAbility web portal and mobile app | The CertAbility web portal and mobile app are available but certifiers using this method will be consulted to confirm transition plans. It is expected to be unavailable from July 2025. Note: From 31 March 2025 the ‘new’ entry functions in data collection methods in CertAbility will be closed, however certifiers will still be able to use CertAbility to report existing building works until 30 June 2025. |
| API – Application Programming Interface | The API to Building Commission NSW is still available. Also, an API is available to the NSW Planning Portal for Critical Stage Inspections and Written Direction Notices. |
| Secure File Transfer Protocol (SFTP) | SFTP (file transfer) is still available but certifiers using this method will be consulted to confirm transition plans. It is expected to be unavailable from July 2025. |
* We will continue to assess progress with the move to the NSW Planning Portal.
Frequently asked questions
Which certifiers need to report data? keyboard_arrow_down
You only need to report data for building work if you’re the principal certifier. This applies to private certifiers, local councils and registered bodies corporate.
If you’re a registered certifier who does an inspection on behalf of the principal certifier, you must provide the record to the principal certifier, who must then report the inspection.
Can office staff report data on a certifier’s behalf? keyboard_arrow_down
Yes, but certifiers are still responsible for data reported on their behalf.
How often do I need to report data? keyboard_arrow_down
You must report certification data no earlier than 2 business days before building work commences, and no later than 2 days after each reportable event. A reportable event could be issuing a certificate or carrying out an inspection.
Can I record critical stage inspections and written direction notices for certificates that have not been created on the portal? keyboard_arrow_down
Only if certificates have been assessed and determined on the NSW Planning Portal, will you be able to record a critical stage inspection or written direction notice on the Portal.
However, certifiers must continue to keep a separate record of inspections and notices, for works recorded outside the Portal (see Part 7 of the Building and Development Certifiers Regulation 2020). These inspections and notices can still be reported to the regulator using one of the methods in the table above.
I have issued and determined a certificate on the NSW Planning Portal and the first few critical stage inspections were reported using CertAbility. Can I report my next critical stage inspection on the NSW Planning Portal? keyboard_arrow_down
Yes. There is no need to transfer or upload data previously provided to the regulator. We have a record of all critical inspections you have provided before.
Can I change my reporting option? keyboard_arrow_down
For SFTP, send one zip file, covering all building works. For both API and SFTP, you must only send amendments and updates, but you can send all records if you prefer.
From 31 March 2025 the ‘new’ entry functions in data collection methods in CertAbility will be closed, however certifiers will still be able to use CertAbility to report existing building works until 30 June 2025.
From July 2025, you won’t be able to send information via the API and SFTP. Plan your transition to the NSW Planning Portal now.
What if the principal certifier changes? keyboard_arrow_down
The former principal certifier will need to report all certification work done up to the date they are replaced. The new principal certifier will begin reporting from the date they accept the appointment.
Depending on the reporting method, the new certifier might need to re-enter data from the previous certifier's work.
- If both certifiers use CertAbility, the outgoing certifier can give access to the new certifier through the app, so no data re-entry is required.
- If the outgoing certifier uses CertAbility and the new certifier uses the API or SFTP, the outgoing certifier can export a CSV file and send it to the new certifier. The new certifier will need to re-enter the data, but the file will help as a reference.
- If the outgoing certifier uses the API or SFTP and the new certifier uses CertAbility, the new certifier will need to re-enter the data from the previous certifier's work.
What about data and privacy? keyboard_arrow_down
For details on how the Building Commission NSW collects and manages your personal information, visit the NSW Government Privacy Statement and the Department of Customer Service Privacy Management Plan.
Contact us
For issues regarding data reporting and the transition to the NSW Planning Portal, email certifierstrategy@customerservice.nsw.gov.au.
For technical issues with the Planning Portal: Submit an enquiry | Planning Portal - Department of Planning and Environment.