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 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!

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.

Key features of Fulcrum Inspection Software include:

1. Customizable inspection forms: Users can create their own forms and templates to fit their specific needs and requirements.
2. Data capture: The software enables users to collect and store data in real-time, including images, GPS locations, timestamps, and more.
3. Reporting and analytics: Fulcrum Inspection Software generates reports and analytics that provide insight into trends, issues, and areas for improvement.
4. 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.

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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.

Key features of iAuditor by SafetyCulture include:

1. Customizable checklists: Users can create their own inspection forms and checklists, including text, images, and reference documents, to meet specific needs.
2. Template Library: iAuditor has an extensive template library for operations, inspections and other uses.
3. Offline functionality: The software can function offline, allowing users to conduct inspections in areas with limited connectivity.
4. Real-time data capture: iAuditor enables users to capture data in real-time, including photos, signatures, timestamps, and GPS location.
5. Reporting and analytics: The software provides customizable reports and analytics, enabling businesses to track trends, identify areas for improvement, and maintain compliance.
6. 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.

The solution features: 

• 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.

Key features of GoAudits include:

1. Customizable checklists and forms: Users can create their own inspection forms and checklists, including text, images, and reference documents, to meet specific needs.
2. Template library: GoAudits has a template library of hundreds of ready to use inspections and audits
3. Tasks and Workflows: GoAudits enables users to capture data in real-time, including photos, signatures, timestamps, and GPS location.
4. 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:

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.