Why business license compliance is nonnegotiable and how to stay ahead

Amid the hustle of scaling operations, opening new locations, or expanding product lines, it’s easy for businesses to overlook one unglamorous but critical requirement: business license compliance. Yet ignoring it could cost far more than a forgotten renewal fee.

For example, in May 2025, a San Francisco restaurant frequented by Hollywood celebrities found out it had been operating without an active liquor license since late 2024. The license had been suspended because the restaurant had fallen behind on state taxes. But it wasn’t until the owner was contacted by a local newspaper that she found out her liquor license was suspended. She became concerned for the restaurant’s future. The paper quoted her as saying, “A slow and unsexy death due to penalties and taxes is not really what anyone wants.”

Businesses that serve food and alcohol aren’t the only ones impacted by license lapses. Retail, hospitality, healthcare, manufacturing, and construction are among the industries that also must stay on top of their licensing requirements. In fact, you’d be hard-pressed to find any business that doesn’t need to obtain multiple local, state, or federal licenses or permits and track their renewals.

• Business license compliance lapses can be costly. Missing, expired, or incorrect business licenses can lead to steep fines, operational shutdowns, and reputational harm.
• Managing licenses is complex. With 35,000+ licensing authorities in the U.S. and no centralized application system, manual tracking through spreadsheets leaves businesses vulnerable to errors.
• Business license automation turns compliance into an advantage. Using technology to centralize business license management and outsourcing compliance to professionals helps companies stay compliant, reduces administrative work, and supports business growth.

Many companies don’t recognize the complexity of business license requirements until they’re hit with a violation. Whether you’re a growing retailer or a nationwide service provider, here’s what’s at stake when license compliance slips through the cracks.

Municipal, state, and federal agencies can impose steep penalties for missing, expired, or improperly filed licenses. These costs can escalate quickly and are often nonnegotiable. 
 
A state Supreme Court judge in New York fined the owner of seven unlicensed cannabis shops more than $15 million in 2024. The owner reportedly said his shops didn’t require licenses because they only offered consulting, education, and free samples. The judge set the penalty at 90% of the owner’s gross sales between February 2022 and May 2023 as well as $10,000 for each day he operated without a license.

Operational disruptions

Authorities can order noncompliant businesses to close or suspend operations. 

The Baltimore City Health Department has shut down nearly 100 food establishments since the start of 2025 for operating either without a valid license or outside the scope allowed by a license.

Even a temporary shutdown leads to revenue loss. Your business might also have to deal with disgruntled customers who are inconvenienced or anxious vendors who expect to be paid.

Reputational damage

In today’s digital age, even minor violations can become public and harm your company’s reputation. One lapse could result in unwanted press or customer distrust, particularly if compliance issues are confused with more serious infractions like health or safety violations.

Legal exposure

Without the right licenses, businesses may find themselves out of legal standing to operate, which can open the door to lawsuits, contract breaches, or challenges in obtaining permits and insurance.

Lost business opportunities

Government contracts, partnerships, and investment deals often require proof of current compliance. Falling short could exclude your company from lucrative opportunities.

If business license management were easy, fewer companies would face fines, penalties, and closures. The root of the problem is two-pronged: 

1. The volume of licenses a typical business needs makes it tough to keep on top of them.
2. Trying to rely on fragmented and manual processes is burdensome.

According to a 2022 U.S. Census Bureau report, some 35,000 licensing authorities across the United States at the federal, state, county, and city levels issue licenses covering hundreds of different products and services.

Licensing requirements vary by industry, location, revenue, and even product mix. While a local clothing boutique might need only a couple of licenses, a grocery store chain that sells many regulated products in numerous locations could need hundreds or thousands.

Changes to your company’s structure often impact licensing obligations. For example, if your business converts from an LLC to a C Corp or acquires a new business, you’ll likely need new licenses.

It’s not always clear who’s responsible for license management

Business license management is a bit of a hot potato that can be tossed around among different departments or job roles. Worse yet, nobody may claim responsibility.

Even if you have a dedicated accounting, tax, or legal department to handle licensing, how they go about the task matters. If your company still manages licenses using manual processes like spreadsheets instead of automation, you’re probably more likely to make a compliance mistake.

The good news: Technology and outsourcing are changing the game. Businesses no longer need to juggle this burden alone. Avalara Business Licenses provides support in three ways.

1. Centralized license management software helps maintain compliance proactively.

Avalara License Management automates license requirement research, filing, and renewals. The solution centralizes license data in a scalable, intuitive platform, replacing error-prone spreadsheets. Avalara License Management tracks renewal dates, jurisdictional rules, and all the steps required to remain compliant and help ensure nothing slips through the cracks.

2. Outsourcing license compliance can free up resources for high-value priorities.

With Avalara License Managed Services, businesses can offload the entire burden to licensing professionals. Avalara receives agency notices on behalf of your business, files renewals, handles payments, and provides your company status updates. Your team has more time to work on revenue-generating tasks.

3. Project-based licensing support helps businesses manage corporate expansions and shifts.

For mergers, acquisitions, store openings, or business restructuring, Avalara License Professional Services provides analysis of your licensing requirements and helps ensure every new location or entity meets licensing requirements from day one.

Take business licensing compliance from burden to business advantage

Don’t wait for a fine or shutdown to expose licensing compliance gaps.

Think of business license management as a requirement for customer trust, operational stability, and staying on firm legal ground. Companies that take a proactive approach reduce risk and support growth more easily.

Ready to make business license management an advantage? Learn more about how Avalara Business Licenses can help you manage, renew, and track every license so your company can get ahead. 

What happens if I operate without the proper business licenses?

Your business may be fined, your customers and investors may lose trust, or authorities could even force you to shut your doors. Authorities may allow you to resume operations once you have the right licenses in place.

How can I tell if my business licenses are up to date or missing?

Start by auditing your existing licenses against all current business activities, locations, and entity structures. Many companies discover gaps when they compare state and local requirements to what’s filed. Avalara License Management can expedite this process by flagging expired licenses and providing a resource to locate any missing licenses.

What triggers a change in licensing requirements?

Numerous events can create new licensing obligations, e.g., opening new locations, changing your company structure, or adding new product lines. Even small shifts, like deciding whether to sell alcohol or adding online sales, may require additional permits.

Who in my company should own business license compliance?

Ownership depends on your company’s size and structure. Accounting or operations often manage business licenses at smaller businesses. Larger companies might assign responsibility to tax, legal, or compliance teams. Some organizations designate a compliance lead who works with external experts to coordinate renewals and filings.

What’s the ROI of automating license management?

Automating business license management with a solution like Avalara License Management cuts labor hours spent on tracking renewals, reduces risk of fines or shutdowns, and improves audit readiness. Many businesses find the cost savings from avoiding even one penalty outweighs the investment.