BioTrack Integration in New York: What Cannabis Operators Need to Know

Update (Sept 2025): The New York OCM has announced it will transition to the Metrc STS system (instead of BioTrack) with implementation expected in early 2026. All licensees must still maintain a real-time inventory tracking solution. 

GrowFlow helps you stay compliant today and is fully integrated with Metrc, so you’ll be ready for the transition when it happens.

New York’s cannabis industry is entering a critical transition phase: BioTrack is now the state’s official seed-to-sale tracking system, and all licensees are expected to be integrated and compliant within specific timeframes based on license type.

For operators across the supply chain (cultivators, processors, distributors, retailers, and microbusinesses), this means adapting to new workflows, managing plants and inventory through a third-party system that communicates with BioTrack’s API, and applying required digital identifiers to track cannabis products from cultivation through retail sale.

The Office of Cannabis Management (OCM) has issued clear deadlines for integration, and while some of these dates have already passed, others are rapidly approaching. It’s essential to understand what’s required, when those requirements take effect for your license type, and how to prepare your systems and team accordingly.

This post outlines the key compliance dates, digital tag requirements, and operational changes operators should be prepared for, along with practical guidance on how to manage this transition efficiently.

Key Biotrack Deadlines for New York

New York’s selection of BioTrack dates back to late 2022, but much of the system’s functionality has only recently been finalized. Below is a summary of the most relevant milestones and deadlines:

• December 20, 2022: The OCM selected BioTrack as the official tracking system for the state’s regulated cannabis supply chain.
• November 18, 2024: BioTrack’s NY API became available. Operators were encouraged to select a compliant third-party tracking provider capable of connecting with the state’s system
• January 17, 2025: Deadline to notify the OCM of your chosen inventory system. This system did not need to be the commercial BioTrack platform, but it had to be able to integrate with BioTrack NY via API.
• June 15, 2025: The first major integration requirement took effect. As of this date, real-time reporting through an integrated inventory system was required for multiple license types.

Upcoming Deadlines for Full Integration

August 1, 2025

Applies to: Licensed cultivators, microbusinesses, registered organizations, and permitted laboratories.

September 1, 2025

Applies to: Licensed processors and distributors.

October 1, 2025

Applies to: Licensed retail dispensaries.

Operators must be fully integrated with BioTrack NY by their corresponding deadline. Failing to meet these deadlines may affect your ability to remain in compliance.

BioTrack is currently working with the Office of Cannabis Management (OCM) to finalize the process and timing for sending licensees their BioTrack credentials. Once you receive these credentials, you’ll be able to begin ordering your digital tags.

If you're a cannabis licensee, keep a close eye on your email for these credentials, they’re essential for connecting your third-party inventory system to BioTrack ahead of your deadline.

We’ll cover digital tags in more detail shortly, including what they are and how to manage them.

Data Reconciliation: A 30-Day Window

Once your system is fully integrated with BioTrack, you will have 30 days to reconcile your inventory data. During this window, you can identify and correct discrepancies between physical inventory and digital records without needing OCM approval.

After the 30-day reconciliation period ends, any inventory corrections must be submitted directly to the OCM for approval.

To avoid delays, it's strongly recommended to:

• Conduct a physical audit of all inventory items
• Review all inventory records ahead of integration
• Establish clear naming conventions
• Ensure your team is trained on how and when to apply tags (GrowFlow can help you out here)

Digital Tags: What They Are and Why They Matter

BioTrack requires every cannabis item, from plants to packaged goods, to be assigned a 16-digit digital inventory tag. These tags are tracked through your inventory system and are essential for all major inventory actions.

Once your system is connected, you’ll receive an initial allotment of free tags through your STS account:

• Cultivators: 2,500 tags
• Processors: 750 tags
• Microbusinesses: 750 tags
• Distributors: 750 tags
• Registered Organizations (ROs): 3,250 tags

Tags can be printed if needed. When your free supply runs low, you’ll be able to purchase more through BioTrack at $0.10 each.

How GrowFlow Supports New York Operators

GrowFlow is an officially approved BioTrack NY Integrator, fully integrated with the BioTrack NY API and built to support licensees through every phase of this rollout. Learn more here.

With GrowFlow, operators can:

• Track inventory from cultivation to retail
• Automate BioTrack data submissions
• Manage digital tags efficiently
• Prepare accurate reports for internal use or state audits
• Minimize errors that could result in compliance violations

Many New York operators have already transitioned smoothly to BioTrack using GrowFlow, and we’re here to help you do the same. To learn how GrowFlow can support your integration and keep your operation running without disruption, get in touch with our team.