Inspection management is critical to proper asset maintenance, quality control, safety and brand-standards compliance, and more.
Managing the process and adherence to regular inspections procedures keeps maintenance consistent, ensures issues are caught and taken care of more quickly, and helps prevent new problems from arising.
When it comes to keeping track of inspections, many operations have historically implemented paper tracking methods like clipboard inspection checklists and protocol binders. But while paper tracking works, it falls short when it comes to accessibility and handoffs.
Analog inspection tracking tools only go so far when you’re trying to maintain clear communication between teams. Not only can paper documents be more easily misplaced, differences in handwriting and filing methods can directly cause miscommunications or even missing information. It doesn’t seem like a big deal when things are missed here and there, but when it comes to inspections any missing information can make the difference between putting out the flames and avoiding the fire altogether.
That’s where modern inspection management software can make a huge impact in the overall inspection tracking process. The right digital solution streamlines inspection management and makes information and documentation more accessible, consistent, and clear.
Why Proper Inspection Management Is a Big Deal?
In nearly every industry, regular inspections improve the overall safety, quality and consistency of locations, assets, and offerings.
At a hotel, for example, regular inspections of guest rooms and amenities ensure that spaces and appliances are in consistent working order for guests. Without these regular inspections to help plan for maintenance needs and make last-minute fixes where necessary, guests might arrive for their stay to find the HVAC unit in a room is broken or the television isn’t functioning properly. These things seem like small problems, but when clients and customers, in this case guests, are inconvenienced it can have direct impacts on your reputation—and your bottom line. And when it’s a matter of proper process issues, it likely won’t be an isolated incident. In a hotel that isn’t conducting regular inspections for example, it’s only a matter of time before breakdowns and safety issues start impacting guests.
In construction and manufacturing, poor safety inspections can lead to workplace accidents and with it, expensive medical bills and lawsuits. Without regular inspections, risk of non-compliance escalates and places profitability at risk.
Inspections provide a regular outlet for you and your team to check over necessary safety, compliance and quality concerns. Having standard operating procedures for inspection processes and managing those processes appropriately is paramount to maintaining the operations of properties, assets, and services and ensuring the quality of client offerings.
5 Best Inspection Management Software In 2024
Let's jump right into some of the best inspection management software recommendations to help you understand how these programs work in real life use cases.
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1. Xenia - Overall No. 1 Best Inspection Management Software
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Xenia is a team operations platform for deskless industries that unifies daily operations, maintenance management and safety compliance. Their features are perfect for inspection management, providing comprehensive tools to help you streamline your inspection processes and keep your facilities running at peak performance. With an easy-to-use platform on desktop and mobile, you can schedule and conduct regular inspections, create custom checklists, track results, and generate detailed reports. Xenia enables you to prioritize and resolve issues quickly, ensuring a safe and compliant environment for your team and customers.
Feature highlights:
- Operations Template Builder: Streamline work processes, inspections, and maintain compliance using customizable pre-built templates and a powerful builder.
- Smart Inspections: Streamline inspections with built-in logic to automate corrective tasks, follow up questions or photo requirements.
- Scheduled Work: Enhance productivity with clear task schedules and mobile team notifications.
- Task Management: Eliminate pencil-whipping; demand images, notes, and templates for task accountability.
- Work Requests and Approvals: Centralize request management, expedite approvals, and monitor associated costs and resources.
- Incident Reports: Optimize incident handling with mobile reporting, corrective actions and live progress tracking.
- Team Communication: Enhance teamwork with quick chats, group updates, company announcements, and task mentions.
- Analytics Reports: Enhance decision-making with detailed work analytics, advanced filters, and flexible data exports.
With plans built for everyone from small businesses to global enterprises, Xenia has the tools you need to succeed.
Xenia offers team based pricing with one flat monthly rate for the first 20 users. Xenia has a free trial as well as a free forever plan to get started risk free. Check out the full pricing table for more information and reach out for a free demo!
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. Fulcrum
Fulcrum Inspection Software is a cloud-based inspection platform that allows businesses to manage their inspection workflows more efficiently. The software enables users to create custom inspection forms, capture data and images, and generate real-time reports, all from a mobile device. It can be used across a wide range of industries, including construction, utilities, oil and gas, transportation, and more.
With Fulcrum Inspection Software, users can streamline their inspection processes, automate tasks, and reduce the risk of errors. The software allows for easy collaboration between team members and can integrate with other business systems, such as GIS and CRM software.
Feature highlights
- Customizable inspection forms: Users can create their own forms and templates to fit their specific needs and requirements.
- Data capture: The software enables users to collect and store data in real-time, including images, GPS locations, timestamps, and more.
- Reporting and analytics: Fulcrum Inspection Software generates reports and analytics that provide insight into trends, issues, and areas for improvement.
- Mobile accessibility: The platform is accessible from any mobile device, allowing users to complete inspections from anywhere.
Overall, Fulcrum Inspection Software is a powerful tool for businesses looking to optimize their inspection processes, improve data accuracy, and increase productivity. View Fulcrum Pricing below: (updated 3/30/2023) Keep in mind that these prices are for a monthly contract, with their annual Professional contract priced at $33 per user per month.
3. iAuditor by Safety Culture
iAuditor by SafetyCulture is a mobile inspection software designed to help businesses improve safety and quality in the workplace. The software is widely used across various industries, including construction, manufacturing, hospitality, and healthcare, among others.
With iAuditor, businesses can create custom checklists and inspection forms, conduct audits using mobile devices, and generate real-time reports. The software helps to streamline workflows, reduce compliance risks, and increase operational efficiency.
Feature highlights
- Customizable checklists: Users can create their own inspection forms and checklists, including text, images, and reference documents, to meet specific needs.
- Template Library: iAuditor has an extensive template library for operations, inspections and other uses.
- Offline functionality: The software can function offline, allowing users to conduct inspections in areas with limited connectivity.
- Real-time data capture: iAuditor enables users to capture data in real-time, including photos, signatures, timestamps, and GPS location.
- Reporting and analytics: The software provides customizable reports and analytics, enabling businesses to track trends, identify areas for improvement, and maintain compliance.
- Integration: iAuditor can integrate with other software systems, including Zapier, Salesforce, and Slack.
View SafetyCulture Pricing below: (updated 3/30/2023) Keep in mind that these prices are for a monthly contract, with their annual Professional contract priced at $33 per user per month.
4. Snapfix
Snapfix is a digital solution for work orders, planned maintenance, and fire safety. It includes flexible checklist features that allow you to manage maintenance inspections and create work orders on the go. Their software is photo centric, making it easy to snap and fix anything anywhere.
Feature highlights
- Work Order Management
- Planned Maintenance
- Asset Management
- Fire Safety
- Data Analytics
Their solution is popular in the hospitality industry and they offer a special package for hotels based on the number of hotel rooms at the property. Check out the full Snapfix Pricing below
5. GoAudits
GoAudits is a cloud-based inspection software designed to help businesses automate their inspection workflows and improve quality and safety in the workplace. The software is designed for use across a wide range of industries, including food and beverage, hospitality, retail, and healthcare.
With GoAudits, businesses can create custom inspection checklists and forms, conduct inspections using mobile devices, and generate reports in real-time. The software helps to streamline processes, reduce costs, and improve overall compliance.
Feature highlights
- Customizable checklists and forms: Users can create their own inspection forms and checklists, including text, images, and reference documents, to meet specific needs.
- Template library: GoAudits has a template library of hundreds of ready to use inspections and audits
- Tasks and Workflows: GoAudits enables users to capture data in real-time, including photos, signatures, timestamps, and GPS location.
- Instant Reports & Smart Dashboards: The software provides customizable reports and analytics, enabling businesses to track trends, identify areas for improvement, and maintain compliance.
Go audits starts at $12 per user per month when paid monthly and is 20% off to $10 per user when paid annually. See full GoAudits Pricing below:
6. Spectora
Spectora is a cutting-edge and intuitive inspection software that offers a smooth and effective inspection procedure. Inspectors can effortlessly explore and create expert reports using its modern design. Spectora is renowned for its cloud-based storage, which guarantees that inspection data is accessible from any location.
As one of the best inspection management software, this program is a flexible tool for a range of inspection types because of its extensive customization options, which enable inspectors to customize reports to their specifications.
Feature highlights
- User-Friendly Interface: Spectora's cutting-edge, user-friendly interface makes sure inspectors have a seamless experience.
- Cloud-Based Storage: Inspectors can access and manage information from any place since inspection data is saved on the cloud.
- Customization of Reports: With the software's wide range of customization possibilities, inspectors can create reports that are specifically suited for their customers.
- Integration Capabilities: Spectora improves workflow productivity by integrating several platforms and devices.
- Effective Scheduling: Inspectors can efficiently manage their workload by using the software's scheduling options.
The monthly software subscription is priced at $99 per month, with an additional charge of $89 per month for extra inspectors. For an annual software subscription, the cost is $999 per year, with a discounted rate of $828 per year for additional inspectors.
7. ComplianceQuest
The Inspection Management system from ComplianceQuest is made to help several sectors, such as manufacturing, biotech, life sciences, pharmaceuticals, medical devices, food and beverage, and automotive, comply with regulations. With several features, ComplianceQuest Inspection Software improves overall productivity and expedites the compliance process.
To guarantee uniformity and standardization of inspections, the system provides a centralized database together with pre-defined inspection checklists.
Removing the requirement to start from the beginning when creating checklists, streamlines the procedure and saves time.
Stakeholders can make educated choices by having complete access to inspection outcomes via reporting and dashboards. The review process is further accelerated by automated email approval features.
Feature highlights
- Customizability: Design and alter inspection templates to meet the unique demands and specifications of your organization using the software.
- Mobile Accessibility: Access the software work on mobile devices. It is possible to use a tablet or smartphone to do an on-site inspection?
- Data Capturing: Enable numerous data capturing techniques such as text fields, checkboxes, drop-down menus, picture and video integration, and electronic signatures.
- Reporting Capabilities: The software can provide thorough inspection reports instantly. You can quickly customize and share the reports with stakeholders.
- Data Analytics: Get options for data analysis based on inspection data to find trends, patterns, and areas that might need improvement. Based on the analysis, it can provide reports or visual representations.
Ask the vendor for pricing.
8. Horizon
Moving on with our best inspection management software recommendations, we've got Horizon on the list.
Known for its rapid report creation and simplified inspection procedure, Horizon Software is a complete inspection tool.
Inspectors can easily use Horizon Software's user-friendly interface, which is designed with dependability and performance in mind. The software gives inspectors the freedom to choose their favorite workspace by supporting desktop and mobile platforms. Horizon Software is adaptable to many sorts of inspections because of its cooperation features and integration possibilities.
Feature highlights
- Streamlined Inspection Process: Horizon Software places a strong emphasis on a streamlined inspection procedure to guarantee data collecting accuracy and efficiency.
- Dependable Performance: The software offers inspectors a robust foundation for their examinations as it is built with dependability and performance in mind.
- Desktop and Mobile Compatibility: Horizon Software gives inspectors freedom in selecting the devices they use by supporting both desktop and mobile platforms.
- Integration Capabilities: The software connects and streamlines the inspection process by integrating with a range of platforms and devices.
- Collaboration capabilities: Because Horizon Software has collaboration capabilities, inspectors working in teams or with clients could profit from using it.
The starting price for the monthly plan is $79.00 per month.
9. Palm-Tech
A mobile-friendly inspection software called Palm-Tech was created for inspectors who are always on the road and want comfort and flexibility.
The software facilitates effective data collecting and report production straight from mobile devices, using a mobility-focused approach. To accommodate a variety of specializations, Palm-Tech additionally provides a selection of customized templates for distinct inspection kinds. The picture management and annotation features of the software improve the inspection procedure and provide inspectors in the field with a complete solution.
Feature highlights
- Mobile-Friendly Design: Palm-Tech's mobile-friendly design enables inspectors to do inspections and create reports while on the job site.
- Template Library: To accommodate varied specializations, the software offers a library of editable templates for various inspection kinds.
- Photo Annotation: Palm-Tech offers solutions to improve the visual recording of concerns found in inspection images via annotation.
- Device Integration: Palm-Tech easily connects with a range of devices, giving inspectors operating on multiple platforms freedom.
- Effective Report Production: By providing capabilities for rapid and effective report production, the software helps inspectors in the field save time.
The monthly cost is $50 per user, with no hidden fees, free tech support, and the assurance of never paying for updates. Users can cancel anytime.
For the annual plan, the cost is $500 per user per year, resulting in a savings of $100 per year per user.
10. ISN (Inspector Services Network)
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Inspector Services Network (ISN) is a full-featured inspection software that is well-known for emphasizing the scheduling and administration of inspections.
ISN gives inspectors the tools they need to efficiently plan inspections and improve workflow efficiency and communication.
To encourage cooperation between inspectors, customers, and real estate agents, the software integrates with other platforms and provides communication capabilities.
Feature highlights
- Inspection Scheduling: Inspectors can easily manage their workflow with the support of ISN's powerful tools for effective inspection scheduling.
- Workflow Management: From scheduling to report production, the software has tools for managing and coordinating every step of the inspection process.
- Integration Capabilities: ISN connects and streamlines the inspection process by integrating with a number of third-party systems.
- Effective communication between customers and real estate brokers is made easier by ISN, which improves cooperation throughout the inspection process.
- Automation capabilities: By reducing manual labor, the software's automation capabilities help inspectors save time.
The cost is $6 per inspection for the first 50 inspections processed through ISN each month. For the subsequent 50 inspections (up to 100), the charge is $450 per inspection. After the initial 100 inspections, the cost decreases to $3 per inspection for the remainder processed through ISN each month.
5 Attributes of a Good Inspection Management Software
Modern inspection management software provides digital tools for tracking, managing, and even completing inspections. The right software will allow you to share inspection procedures with your team, complete inspections on the go, and customize checklists for your specific workflow and needs. Some other aspects of good inspection management software include:
1. Pre-Built Inspection Template Library
Many modern software solutions offer inspection capabilities, but a really good inspection software will offer you pre-built inspection templates right out of the box. This allows you and your team to get started managing your inspections immediately while you determine the best digital methods for your team and tailor templates to your individual workflows. If the templates are not perfectly aligned with your process, they still offer a solid foundation make adjustments and build from.
2. Photo & Note Attachments on Inspection Items
A good inspection software will have the flexibility to include photos and notes on individual inspection items. This allows the team to be crystal clear with communications and provide necessary info for work orders or maintenance needs. For example, if something is broken in a hotel guestroom, your team can attach a photo to demonstrate what’s wrong and exactly what’s needed to resolve the problem. This aids in overall clarity and can reduce back and forth between team members so that issues are resolved more quickly.
In construction, a key use case of inspections is creating punch lists which identify deviations between plans and actual work to make necessary corrections before closing our the job. This is typically a long process that can be enabled and streamlined by powerful inspection tools.
3. Flexible Forms for Every Inspection
The ideal inspection software will allow for multiple input types, too. This way you can check off inspection items in the way that works best for your process and your team can easily include required or necessary info. Software like Xenia allows for inspection and checklist items to have required text fields, be marked simply as pass/fail, include number inputs, and attach photos or documents. This ensures that inspection items can be evaluated clearly and logged correctly.
4. Desktop & Mobile-friendly Options
The best modern inspection applications include both desktop and mobile accessibility for both employees at the office and deskless staff alike. Solutions like Xenia provide a seamless, user-friendly mobile experience so your team can easily work through inspections on the go and automatically share and log inspection data. Leadership can easily view details and further information from the desktop application anytime.
5. Comprehensive Reporting
Finally, a solid digital inspection solution will include comprehensive and customizable reporting features that allow you to dig deep into inspections data. With a solution like Xenia you’re able to compare inspection items to spot patterns quickly and better plan for the future. So you’ll spend less time putting out fires and more time preventing them in the first place!
Try Xenia, or Try them All to Find the Right Fit for Your Team.
Every inspection management software has different focuses and capabilities, even when they include similar offerings—what’s important is that you find the solution that works best for the way your team works and centralizes data in a way that makes sense for your organization.
Check out the software above and take the time to weigh out the pros and cons, and if you need additional insights consider signing up for a trial or demo.
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Centralized Facility Management & Maintenance Activities
When it comes to mobile facility management activities, Xenia unifies daily operations, maintenance management and quality assurance to help ensure that everyone's on the same page.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Build Inspections, SOPs and Logs Within Minutes!
Take the lead on your church facility management activities by creating detaild templates with unlimited steps and diverse reponse times.
📆 Plan Ahead With Scheduled & Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Dedicated Mobile App
Download and install Xenia's official iOS and Android app on your smartphone to centralized your on-site facility management activities.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
🛠️ Work Orders Management
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
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