Quality

Quality records that finish when the inspection finishes

Quality managers and inspectors walk the site, take photos, and voice their findings like they always have. Now the ITRs, defect reports, and inspection records draft themselves, ready for review and sign-off.

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Powered by Storm

Voice notes, photos, measurements become completed quality records.

Built in Dashpivot

One platform for quality, safety, site diaries, inductions, and timesheets.

Works offline

Capture quality data on-site with the mobile app, even without internet.

Audit-ready

Every record is timestamped, signed, and exportable for ISO 9001 audits.

Trusted by companies, projects and teams of all sizes

What is a Quality Management System (QMS)?

A quality management system is how a company defines, inspects, and proves the quality of its work, from inspection test plans and commissioning sheets to defect management and audit evidence.

QMS software brings it into one place: records captured on-site as the inspection happens, approvals in real time, and handover documentation that's always ready.

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Why use a Quality Management System

Deliver consistent quality at scale

Run the same inspection and testing standards across every site, lot, and crew. No more hoping each team applies them the same way.

Reduce defects and rework

Catch issues at hold and witness points, not at handover. Log defects, route them, and close them out before they hit a client report.

Build traceable evidence

ITPs, ITRs, and acceptance criteria build a clean audit trail that proves quality met spec. No more chasing test records before audits.

Real-time defect visibility

Quality managers see every open defect, severity, and status across projects. No more reconciling spreadsheets at month-end.

Stay audit-ready

ISO 9001 and industry quality standards require timestamped, signed records. A quality management system maintains that trail automatically.

Continuous improvement

Defects, non-conformances, and audit findings feed back into procedures and ITPs. Each finding makes the next one less likely.

Every quality workflow, powered by AI, controlled by your team

From inspections and ITRs to defect management and handover, here's how teams use Dashpivot to run their quality workflows. AI handles the documentation. Your team stays in control.

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Quality Inspection

Inspection reports draft themselves as quality managers walk the site. No more typing up notes back at the office, no more delayed findings.

Identified from photos captured on-site

Photos are captured during the walk. Non-conformances and severity ratings are identified from what's in the image.

Transcribed from voice observations

Voice notes are converted into written findings with measurements and corrective actions structured.

Date and location captured automatically

Date, GPS location, and assignment details are populated automatically from the device.

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Inspection and Test Plan (ITP)

ITPs draft themselves from project specs and scope of works, with hold points and acceptance criteria pre-populated. No more starting from scratch, no more missed checkpoints.

Built from a description or existing document

Describe the work scope or upload an existing ITP. The template is built with hold points, witness points, and acceptance criteria

Filled from on-site inspection

Inspectors record results at each checkpoint. Observations are mapped to the right row with pass/fail status applied

Signed off before the phase starts

The quality manager validates hold point outcomes, confirms acceptance criteria are met, and approves before the next phase begins

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Defect Management

Defects get logged the moment they're spotted, with photos and location attached. No more scattered spreadsheets, no more rejected handovers.

Captured the moment it's found

Photos of the defect and surrounding area are attached to the record automatically.

Transcribed from voice description

Voice descriptions become structured defect records with trade classification and project phase.

Tagged with location, ready for severity

GPS location and severity are populated from the device, ready for assignment.

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Inspection and Test Record

ITRs capture themselves as inspections happen on-site. No more remembering measurements hours later, no more missed details.

Captured during the test

Photos of test setups and results are tagged to the corresponding test entries automatically

Transcribed from voice measurements

Voice recordings of measurements and observations are mapped to test method, value, and equipment fields

Auto-matched to acceptance criteria

Pass/fail status against tolerances is applied automatically based on the recorded values

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Enterprise quality management. Governed, auditable, compliant from day one.

Don't let AI run riot on critical quality processes. Sitemate gives enterprise teams the governance and control they need: workspace, template, field, and cell level AI control, full auditability, and deep integration into existing systems.

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Workspace-level AI control

Control where AI operates at the workspace, template, field, and cell level. Quality-critical processes get the configuration they need

Full audit trail

Every record shows what was auto-populated, what was manually entered, and who approved it. Complete traceability for ISO 9001 audits

Central oversight, local execution

Align quality processes across projects while allowing local teams to adapt to site conditions. Regional dashboards roll up to enterprise-wide visibility

Integration into existing systems

Connect to SharePoint, Power BI, and custom APIs via Flowsite. Quality data flows into your existing systems without manual re-entry

Access controls and permissions

Role-based permissions at every level. Control who can create, edit, approve, and export quality records

Scalable rollout

Deploy to one site or one thousand. Mobile-first design means crews adopt it on day one

Streamline your Quality operations

Quality teams shouldn't have to choose between inspecting the work and documenting the work. The Quality Management System captures records as the inspection happens, so your team stays focused on finding issues while keeping handover documentation ready.

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Mobile-first inspections

Complete inspections from anywhere with a mobile or tablet, even with no internet.

Photo, attachment, and markup

Attach PDFs, drawings, and photos to inspection records, and annotate them in the form for clarity.

Audit-ready exports

Produce compliant, professional reports in seconds for internal or external review.

Digital signatures

Smart signature fields designated for the correct approver, with a full audit trail.

Document control

Built-in version control. Changes can be traced, providing visibility across your quality system.

Corrective action workflows

Assign and track corrective actions with automatic reminders, an essential part of quality control software.

Linked forms and data

Reference list items within a form, ensuring the latest data is used.

Automated quality compliance

Sitemate supports companies working to ISO 9001 and industry-specific quality standards. Every inspection, test result, and defect is timestamped, signed, and exportable. Your audit evidence and handover documentation are ready before they're requested.

FLOWSITE

Connect your quality data to the rest of your business

Quality records shouldn't live in a silo. Flowsite allows you to connect your quality data to the tools your business already runs on, from plug-and-play integrations to full programmatic access.

Flowsite Integrations

Push quality data from Dashpivot into your other business tools with no-code integrations. Connect in minutes with drag-and-drop configuration, no developers required.

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Open API

Build custom integrations and pull quality data directly into your own systems. Full programmatic access for teams that want complete control over how data moves.

Sitemate MCP (Model Context Protocol)

Connect your quality data to AI tools like ChatGPT, Claude, and Copilot. MCP gives external systems structured, read-access to your Dashpivot data with proper authentication and permissions.

See how Sitemate has helped companies like yours improve their Quality Management Systems

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Energy & Resources

SciDev

“I'd recommend Dashpivot to anyone that was looking to obtain their ISO certification.”

Infrastructure

AM1 Projects

“Dashpivot’s got raving reviews within the company, even our clients prefer the output.”

Manufacturing

Primo Plastics

“Dashpivot gave us the document control we needed, helped us meet compliance requirements, and made our processes more efficient.”

ManufacturinG

Primo Plastics

“Dashpivot gave us the document control we needed, helped us meet compliance requirements, and made our processes more efficient.”

How to set up a Quality System using Dashpivot

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Start with Dashpivot

Choose Dashpivot as your quality platform. The Quality Management System sits inside Dashpivot alongside Safety, Field Reporting, Time and Materials, and Custom, so quality records share approvals, data, and governance with the rest of your operation.

  • Workspace setup
  • User invites
  • Project structure
  • Role-based access

Generate templates with AI Templates

Describe the quality document you need (ITP, ITR, inspection checklist, defect report, commissioning sheet, audit checklist) and AI Templates builds the structured digital template in seconds, with hold points, witness points, and acceptance criteria mapped in.

  • Prompt examples
  • Hold and witness points
  • Acceptance criteria
  • Approval chain

Import existing documents

Already have your own ITPs, ITRs, or inspection forms? Upload your Word, Excel, or PDF and AI Templates converts them into smart digital templates, keeping your fields, sections, and approval flow intact.

  • File formats (Word, Excel, PDF)
  • Field mapping review
  • Tolerances and pass/fail logic
  • Signature points

Configure your quality workflows

Add smart fields, conditional logic, approval chains, and role-based permissions. Set tolerances, pass/fail rules, and routing for non-conformances. Every template can be tailored to match your terminology and sign-off flow.

  • Tolerances
  • Pass/fail rules
  • Defect routing
  • Role-based access

Storm fills records as work happens

Inspectors record voice notes, photos, and field measurements as they walk the site. Storm transcribes, maps content to the right fields, and drafts the record. Your quality manager reviews and approves before anything is signed off.

  • Voice measurements
  • Photo prompts
  • Review workflow
  • Approval roles

AI controls and governance

Set guardrails at the workspace, template, field, and cell level. Control where Storm operates and where humans must approve. Every AI-drafted record is clearly marked and fully traceable.

  • Workspace-level controls
  • Template permissions
  • Field-level rules
  • Audit trail

Digital quality system vs legacy quality systems

Most safety teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move to a digital safety management system.

When docs happen

How docs are created

Quality team time

Handover readiness

Defect tracking

Traceability

As the inspection happens, on-site

Drafted from voice notes, photos, and measurements

Minutes reviewing and signing off

Ready at the moment the work finishes

Structured records from the point of discovery

Full audit trail, searchable across all records

Legacy

After the inspection, often days later

Manual typing from handwritten notes and memory

Hours typing up reports

Scramble to compile before client sign-off

Scattered spreadsheets, lost photos

Folders, filing cabinets, email chains

Frequently asked questions

What does the Quality Management System cover?

The Quality Management System covers the full quality documentation lifecycle. It includes quality management plans, inspection and test plans (ITPs), commissioning sheets, inspection and test records (ITRs), inspection and test certificates, quality audits, quality inspections, defect management, and lot management.

Is the Quality Management System standalone, or does it work alongside other Sitemate components?

The Quality Management System sits inside Dashpivot. It works alongside the Sitemate App for front line worker access and Flowsite for integrating quality data into back-office systems. Safety, Field Reporting, and Time and Materials systems can run on the same Dashpivot platform if you need them.

What does a typical quality workflow look like?

A typical quality workflow starts with a quality management plan and ITP at project planning, runs inspections and tests against hold and witness points during work, logs any defects as they're found, and compiles certificates for handover. Each record links to the next, creating a traceable quality chain from plan to proof.

Are there regional variations of common quality documents?

Yes. ITPs are also called inspection and test plans, quality plans, or hold point registers. Quality audits map to ISO 9001 or other industry-specific standards. The platform supports all variants and your terminology can be set in the template.

What does Storm do in the Quality Management System?

Storm generates structured digital templates for quality documents (QMPs, ITPs, commissioning sheets, audit checklists, inspection certificates) when you describe what you need or upload an existing document. It also fills out quality forms by reading voice notes, photos, and field measurements captured on site, and maps them to the right form fields.

Where does the human stay in control?

All AI-generated templates and form fills are drafts until a qualified person reviews and saves them. Quality managers and inspectors approve every record before it's committed. Admins control which workspaces, templates, and fields Storm is allowed to write to.

Does the Quality Management System support ISO 9001 compliance?

Yes. Audit checklists for ISO 9001 and other relevant standards can be generated as templates. Quality records are timestamped, signed off, and linked to project specifications. Documentation is exportable as audit-ready PDFs.

How does the system handle audit trails and traceability?

Every quality record is linked to the project, lot, or work package it belongs to. Hold points, witness points, and acceptance criteria are tracked through inspection records. Each change has a traceable owner, and records can be filtered, searched, and exported for client or auditor review.

How long does it take to set up the Quality Management System?

Most teams are running their first workflow within days. Pre-built templates for common quality documents are ready out of the box, and AI Templates can build custom templates from a description or by importing your existing documents.

Can we tailor the system to match our existing quality processes?

Yes. Every template can be edited to match your terminology, sections, and approval flow. Forms support conditional logic, smart fields, and role-based sign-offs. You can build any workflow without writing code.

Quality records that finish when the inspection finishes

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