8 Things to Look for in Quality Control Software

March 18, 2025

In a perfect world, manufacturers could flip a production-line switch then sit back and wait for a perfect product to come out at the end. Unfortunately, this isn’t a perfect world. Mistakes can happen before, during and after production that can derail the best-laid manufacturing plans.

That’s why quality control isn’t just a box to check—it’s a critical process that ensures products meet both regulatory standards and customer expectations.

Quality control software automates these tasks, generally as part of a company’s broader Quality Management System (QMS). From inspections and testing to supplier management and compliance tracking, good quality control software helps businesses catch problems early, streamline quality control operations and maintain a competitive edge.

What is quality control?

Quality control is part of a quality management system that involves inspecting and testing products at different stages of production in order to identify and correct problems prior to going to market. It is used in many industries, although regulated industries that track compliance use it more than nonregulated industries.

What is quality control software?

Quality control software is a platform that automates tracking and controlling product defects, maintains documentation for audits, and helps ensure adherence to compliance and regulatory requirements.

Quality control software enables companies to more easily meet regulatory mandates and comply with industry standards by providing a centralized, systematic process for quality control and assurance.

Quality assurance vs quality control

A common misconception regarding quality management processes involves the difference between quality control (QC) and quality assurance (QA). Though these two terms are often used interchangeably, they actually are different parts of the quality management process.

Quality assurance focuses on defining standards for all stages of the product’s lifecycle, from design to packaging to marketing. The American Society for Quality defines quality assurance as “all the planned and systematic activities implemented within the quality system that can be demonstrated to provide confidence that a product or service will fulfill requirements for quality.”

Essentially, quality assurance is the planning, testing and monitoring parts of a quality management plan that ensure the product is ready to be manufactured.

Quality control is the inspection portion of quality management, designed to ensure that a product is safe and effective after production.

Key features of quality control software

A robust QMS addresses all of the key components of quality control. These typically include document control, inspections, testing, sampling, data analysis, corrective actions, supplier management and audits/compliance.

Inspections and testing

Inspection applications in quality control software allow for the creation and execution of testing and inspection plans. Users are able to configure processes to their specifications so that inspections are triggered according to set parameters.

Users can use the software to plan, schedule and communicate about inspections both internally and externally. Various testing methods are accommodated, with all data centralized and organized for easy access and shareability. Inspection and test results are easily tracked and recorded for traceability and compliance.

Nonconformance management

Quality control software allows for the consistent monitoring of processes and outputs against established criteria, helping to identify and evaluate nonconformances, and providing tools for recording, assigning and monitoring progress toward closure.

Document control

Document control is an essential feature of quality control software. A QMS provides a centralized repository for all quality documentation, from word processing files to CAD drawings, photos and spreadsheets. Automatic version control, approval routings and electronic signature capabilities assist in keeping quality control efforts on track.

Supplier management

Another key QMS quality control function is managing materials and components supplied by third parties. Supplier management applications centralize supplier information in one, web-based system where companies can track supplier performance and communicate with suppliers about related tasks, such as corrective actions.

QMS quality control software provides a platform to streamline all of the tasks that make up a business’ relationship with a supplier, including onboarding, documentation, performance evaluations, corrective actions and surveys.

Compliance management and traceability

Quality control software facilitates every stage of the audit process, from planning and scheduling to generating final reports, improving the efficiency and accuracy of the audit process. It automates the process of preparing and executing audits by helping companies analyze data, assess risks, track issues, report results and centralize documentation. Regulatory compliance is streamlined and simplified with centralized workflows and full traceability.

Reporting and analytics

Effective quality control relies on comprehensive data analysis. Quality control software offers robust reporting and analytics tools that provide insights into quality trends, process performance and areas for improvement. This data-driven approach enables continuous improvement and informed decision-making.

Benefits of quality control software

With modern technologies, such as Quality Management System (QMS) software, document control is completely automated and connected, reducing the opportunity for human error and keeping quality tasks on 

An automated quality management system is the simplest way to stay competitive in an increasingly digital world. A QMS takes quality processes from labor-intensive to being a simple part of everyday operations. Some of the greatest benefits you’ll see from QMS software include:

Operational efficiency

Automated quality control processes are faster and more accurate than manual inspection processes. This leads to significant time savings and allows employees to focus on more strategic tasks. Software can identify bottlenecks in the review process and inefficiencies in production, enabling companies to optimize operations.

Greater accuracy

Quality control software provides a centralized system for managing all necessary documentation, from inspection records to nonconformance reports. This ensures that companies can provide the required evidence to demonstrate compliance during audits.

The cloud-based accessibility of modern quality control software ensures that the most current information is available for all system users, whatever their location. This enables teams to collaborate more efficiently and helps to eliminate inaccuracies.

Simplified compliance

Quality control software provides a built-in framework for regulatory compliance, helping to ensure that all documents are complete and available when needed. Most QMS software offers templates that can be used as-is or configured to meet a business’ unique needs. All actions are tracked and easily traceable.

Mitigated risk

Quality control software includes tools for risk assessment and mitigation, helping organizations identify potential risks and implement effective controls. Not only is the risk of noncompliance diminished, quality control software can help to identify and correct defects early, reducing necessary rework, minimizing waste and lowering production costs.

Data-driven actions

Real-time data, combined with the reporting and analytics features available with quality control software, can provide valuable insights into production processes and quality trends. A data-driven approach enables companies to make more informed decisions that support continuous improvement initiatives. By discovering root causes of quality issues, companies can take proactive measures to prevent future problems.

Improved supplier relationships

Quality control software offers applications that can help your business build strong supplier relationships. Supplier management applications streamline processes, automate tasks and provide end-to-end visibility into supplier performance for better risk control, communication and regulatory compliance. QT9 QMS offers a supplier portal, which enables two-way communication and document sharing, allowing suppliers to more easily partner with your organization.

Competitive edge

Technological innovations are rapidly changing the way businesses operate. Investing in quality control software will help your company maintain a competitive edge by more easily and efficiently addressing the quality process that keep you producing consistently high-quality products.

Customer satisfaction

High-quality products lead to higher customer satisfaction. By ensuring that products meet or exceed customer expectations, companies can build stronger relationships with their customers and enhance their brand reputation. Satisfied customers are more likely to become repeat buyers and recommend your products to others.

8 things to look for in a quality control system

Choosing the best document control system for your organization should involve an evaluation of your company’s needs against the software’s core features, such as storage and retrieval, version control and 

1. Document control with electronic signatures

A document control system is a major component of any QMS. In the eQMS arena, look for a system that offers electronic approvals and signatures, auto archiving and built-in traceability. This is especially important for Life Sciences companies that are required to meet FDA 21 CFR Part 11 requirements.

2.  Regulatory  / audit management

eQMS software in 2025 should automatically schedule audits and notify you when due; should be able to audit against any regulatory standard; and should link directly to other quality processes, such as documents and corrective and preventive actions (CAPAs).  

3. Scalability

Look for an eQMS that offers the ability to grow within the platform. While you’ll likely need document control from the start, other functions, such as automating supplier management, might be something you don’t currently need but can foresee being an asset as your business evolves. Keeping your data centralized in one platform can have reporting benefits that make it easier to make calculated decisions.

4. Cost effectiveness

There are many pricing models used by the various eQMS software providers. Make sure your non-negotiable functions are part of the core applications provided, and be aware of which applications are add-ons and at what cost. You’ll also need to consider number of users and type of access. 

5. Out-of-the-box capabilities

Many eQMS providers offer customization, which takes costs to a whole new level. Out-of-the-Box eQMS solutions can provide robust capabilities for less and generally mean quicker implementation.

6. Comprehensive support

As with any new software, there will likely be a learning curve. Look for an eQMS provider that will be there when you need help, whether its onboarding, software updates, over-the-phone support or a library of published instructions. 

7. Automations

eQMS software saves an organization time and money through integrations that eliminate repetitive, manual tasks and help operations stay on track. eQMS capabilities, such as real-time data updates across applications, auto-assignment of tasks, compliance tracking and electronic notifications, enable companies to more easily share information for improved collaboration and more impactful business decisions.

8. Validation

Organizations focused on life sciences, medical devices and pharmaceutical products should consider using validated QMS. Validated systems ensure that the software is in line with requirements set forth in FDA 21 CFR Part 11 and Part 820. Using a pre-validated QMS gives life sciences companies upfront knowledge that this requirement is already complete.

QT9 QMS quality control software

Selecting the right quality control software is about choosing tools that integrate seamlessly with your operations, promote proactive compliance management and empower your organization to meet regulatory obligations with confidence.

QT9 QMS is award-winning quality management software geared toward quality and compliance. With more than 25 modules that come standard, QT9 QMS is one of the most effective tools a business can use to ensure your quality control measures are aligned with regulatory guidelines. QT9 QMS automates and integrates quality processes, including: 

• Document control
• Risk management
• Employee training
• Change control
• Corrective actions
• Supplier management

QT9 QMS offers an easy user interface and is backed by free software updates, full customer support, an available ERP integration and Business Intelligence tool.