5 Best Inspection Management Software Systems in 2023

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 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! 

5 Best Inspection Management Software In 2023

1. Xenia

Xenia is flexible, friendly operations management software for your frontline team and beyond—it makes inspection management across every industry easier than ever.

Not only does Xenia include a library of hundreds of inspection templates to get you started, the solution also features:

• Photo and note attachments on individual inspection items and inspection checklists 
• Flexible input types like text fields, pass/fail toggles, numerical inputs, photo fields 
• An easy-to-use desktop dashboard and mobile application for streamlined accessibility 
• Detailed reporting features so you can dive deep into inspection details

On top of these key elements, Xenia also includes instant messaging tools that allow you to create individual or group chats with your team on the go. This way you’re able to stay in contact about inspection needs without noisy radios or third-party handoffs. You can quickly get information where it needs to go to keep work flowing. 

Xenia’s preventative maintenance calendars allow you to plan maintenance needs as you sort through inspection data. And with a full directory of assets and spaces, you’ll be able to access all the details you need to prioritize maintenance appropriately. 

To top it all off, Xenia’s robust yet simple task management features provide a way to create and assign tasks directly from inspections checklists. You can assign individual checklist items to team members and create new maintenance tasks for completion whenever and wherever you are. This improves overall accountability and surface work so it doesn’t get lost in the shuffle. 

Pricing

• Xenia's paid plan starts at $15 per user, per month for monthly subscribers
• Annual plans are further discounted to $10 per user, per month
• There's also a free trial available for evaluation purpose

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2. Fulcrum

Fulcrum is a field inspection application specifically for inspection management. It automates the process of inspections and task management for faster workflows, seamless transitions, and deeper insights. The solution provides: 

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• Automated inspection workflows and customizable checklists 
• Flexible and detailed inspection reports for a thorough understanding of inspections
• Instant notifications to keep work flowing and make handoffs a breeze 
• Built-in dashboards for an easy understanding of inspection needs at a glance 

3. iAuditor by Safety Culture

iAuditor automates inspection processes and streamlines visibility into tasks and workflows. The solution offers comprehensive reports and centralizes inspection data so it can be accessed from your desktop or mobile device. 

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It’s also free for up to 10 users, so it’s a great way to test out automated inspection management and get a feel for how your team can use digital processes. The solution features: 

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• Photo and note attachments for better visualization into inspection details
• Real-time reporting and inspection notifications for easier handoffs 
• Automated inspection and maintenance scheduling 
• Flexible task creation to assign inspection items or maintenance needs quickly

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. The solution features: 

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• Checklist and task assignment for increased accountability and communication
• Real-time, detailed analytics dashboards for informed decision making and planning
• Group messages and one-on-one chats for instant communication across teams
• Visible work order tracking so that failed inspection tasks are managed quickly

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The solution utilizes a visual “traffic light” system for work. The team can visualize red items as items that need to be completed, yellow items as items that are in progress, and green items as items that have been completed. And since studies have found that 90% of the information transmitted by the brain is from visual sources, this can be really beneficial for some teams. 

5. GoAudits

GoAudits is a flexible audit and inspection app that allows teams to complete inspections on the go from their preferred mobile or desktop device—even when you’re offline. This digital solution also features elements such as: 

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• Custom digital checklists that can include photos, notes, or e-signatures
• Automated data insights with digital reports on every inspection task 
• Easy task management and task assignment to keep everyone on the same page
• Centralized inspections data across departments and locations 

The right software works 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. 

Many of these software solutions offer trial runs or live demos to help you feel out if the solution will be the right fit before you even sign up! For example, iAuditor is free for up to 10 users and Xenia offers free demos anytime and ongoing onboarding help and support for all users. Once you find the best tool for you, you can go into 2023 and beyond with modern inspection protocols that unite your entire team and streamline your workflow.