Why It's Time to Replace SharePoint with a Purpose-Built QMS

June 6, 2025

Many companies start with Microsoft SharePoint for quality management because it’s familiar, customizable and already in use. But SharePoint was never designed to be a Quality Management System (QMS) − and it shows as compliance needs grow. SharePoint provides centralized document storage, user access control and a degree of workflow automation, but as companies grow and face increasingly complex quality and compliance requirements, SharePoint’s limitations become more apparent.

A dedicated Quality Management System (QMS), like QT9 QMS, offers a more effective, purpose-built solution that provides built-in workflows, centralizes documentation and ensures compliance. According to LNS Research, only 13% of companies using non-purpose-built tools like SharePoint consider their quality processes to be “excellent.” In contrast, companies using dedicated QMS platforms report significantly higher performance in compliance, audit readiness and efficiency.

In this article, we explore why switching from SharePoint to an eQMS solution is a smart move for any organization looking to simplify and streamline compliance in one, centralized environment.

Limitations of SharePoint for quality management

SharePoint is a powerful collaboration and document management tool, but it has limited applications for quality management since it is a general-purpose platform and not purpose-built for quality management. Many quality teams using SharePoint eventually experience challenges such as:

Disparate processes: Because SharePoint doesn’t come with out-of-the-box quality management workflows, teams must manually build and maintain these processes, increasing the risk of human error and data silos.

Limited audit trails: While SharePoint tracks document changes, it lacks the robust traceability and audit trails required for national regulatory and ISO compliance.

Disconnected systems: Integrating SharePoint with other systems, such as ERP, MES or CRM software, requires complex development and ongoing IT support.

Cumbersome change management: Managing document revisions, approvals and training acknowledgments in SharePoint typically requires workarounds, such as emailing stakeholders or maintaining separate tracking spreadsheets.

Ultimately, SharePoint becomes a patchwork solution. It can support certain aspects of quality, but it requires extensive customization and still leaves critical compliance gaps.

Can you use SharePoint as a QMS?

Yes, SharePoint can technically be configured to manage quality documents and workflows, but it is not a purpose-built QMS. SharePoint lacks built-in compliance features like electronic signatures, audit trails and CAPA workflows required by FDA and ISO standards. To meet regulatory requirements without costly customizations, organizations typically switch to dedicated QMS software like QT9 QMS.

Why SharePoint isn't a scalable QMS software solution

While SharePoint is sometimes used for QMS by small teams, it lacks scalability, automation and compliance readiness required by FDA-regulated and ISO-certified organizations. For companies seeking a true SharePoint QMS alternative, solutions like QT9 QMS offer significant advantages.

Why QMS software is better than SharePoint

Compliance-focused features

The first reason to move from SharePoint to QMS software is to be able to take advantage of the built-in features offered by an eQMS solution. While SharePoint can be configured for basic document storage and sharing, it often falls short in meeting more strict document compliance standards such as those required by FDA 21 CFR parts 11 and 820, ISO 9001 and ISO 13485.

QMS software comes prebuilt with features such as electronic signatures, secure document control and audit management, ensuring your company remains compliant without relying on custom development.

Centralized, automated workflows

In SharePoint, managing workflows typically involves a mix of custom scripts, manual tasks and third-party tools. QMS software alternatives to SharePoint replace that complexity with automated, rules-based workflows that streamline every step of the quality process.

For example, when a nonconformance is reported in QT9 QMS, the software can automatically:

• Notify the appropriate stakeholders
• Launch a CAPA if needed
• Assign and track corrective actions
• Monitor deadlines and send reminders

Automation reduces administrative overhead and ensures consistency, traceability and accountability across the organization.

Advanced compliance support

Limitations of using SharePoint for QMS are evident when it comes to tracking regulatory compliance. QT9 QMS is designed to help companies comply with any regulatory standard, including ISO 9001, ISO 13485 and FDA 21 CFR Part 11. Compliance features include:

• Secure electronic signatures
• Full audit trails
• Easy traceability
• Built-in change control workflows
• Role-based access control
• Document version control
• Automated record retention

While SharePoint stores documents, it doesn’t provide the built-in compliance tools that regulators expect to see. For companies in highly regulated industries, especially, this can lead to audit findings, corrective actions or even fines.

With QT9 QMS, you can confidently and easily demonstrate control over your quality processes and data, which is critical for passing audits and inspections.

Faster implementation, better user experience

SharePoint was not designed with quality management in mind, which often results in clunky interfaces and low user adoption. QMS software platforms like QT9 QMS are built specifically for quality teams, offering intuitive dashboards, task reminders and mobile access to keep your entire team aligned and engaged.

Some QMS systems come fully validated, like QT9 QMS. Fully validated QMS software can save companies countless hours and thousands of dollars by eliminating the need to spend resources on validation testing and documentation and improving audit readiness.

Real-time data for better visibility and reporting

QT9 QMS provides real-time dashboards and built-in reporting tools that make it easy to monitor KPIs, track compliance and spot trends. Whether you're managing audits, customer complaints or supplier performance, you can access critical insights with just a few clicks.

In SharePoint, reporting typically involves exporting data to Excel or building custom Power BI dashboards, which is an additional burden on IT and quality teams. Worse, those reports may be outdated by the time they're reviewed.

QT9 QMS gives you immediate visibility into open issues, overdue tasks and risk areas so you can take proactive action rather than reacting to problems after the fact.

Cloud-based access with security built in

QT9 QMS offers a secure, cloud-based solution that provides 24/7 access from any device with an internet connection. It’s built with data protection and security in mind, including:

• Encrypted data transfer and storage
• Multi-factor authentication
• Role-based access permissions
• Regular system backups

With SharePoint, security and access management often depend on your internal IT team’s capabilities. And if you’re using an on-premises version of SharePoint, you’re responsible for maintaining uptime, updates and cybersecurity protections.

QT9 QMS handles all of that for you—so your team can focus on quality, not IT management.

Scalability and centralized control

As organizations grow, maintaining control over multiple SharePoint sites can become unmanageable. QMS software offers a centralized platform that scales with your business, ensuring consistent quality processes across all locations and departments.

Faster implementation and easier maintenance

Deploying a fully functioning QMS using SharePoint can take months or even years, especially if you're building workflows and integrations from scratch. And once built, those systems require ongoing IT support and maintenance.

QT9 QMS is designed for fast implementation. Most customers are up and running in weeks, not months. The software is also easy to update and scale as your needs evolve, with no need for custom code or costly consulting services.

QMS software vs SharePoint: Key compliance differences

When evaluating QMS software vs SharePoint for managing quality processes, it's important to recognize that these tools serve very different purposes. SharePoint is a general-purpose collaboration platform, while QMS software is purpose-built to ensure regulatory compliance, automate quality tasks and support continuous improvement in manufacturing, life sciences and other regulated industries.

QMS migration from SharePoint does not need to take long. Document import tools built into QMS platforms like QT9 QMS make it fast and easy to centralize your data.

Make the switch to QT9 QMS for better control and compliance

QT9 QMS is a cloud-based eQMS solution specifically designed to manage quality and compliance processes in regulated industries. Unlike SharePoint, QT9 QMS includes prebuilt, configurable modules tailored to meet ISO, FDA and industry-specific standards.

Out-of-the-box quality processes

QT9 QMS comes equipped with over two dozen fully integrated modules, including:

• Document Control
• CAPA (Corrective and Preventive Actions)
• Change Management
• Audit Management
• Nonconformance Tracking
• Employee Training
• Customer Feedback
• Risk Management

Each module is designed with quality and regulatory requirements in mind, so companies don’t have to reinvent the wheel. This not only reduces implementation time but also ensures best practices are baked into your quality workflows.

Building and maintaining these same processes in SharePoint would require significant time, development expertise and IT resources without the assurance that the resulting system meets compliance standards.

Considering switching from SharePoint? Schedule a demo of QT9 QMS today to see how we can help streamline your quality processes.

The bottom line

While SharePoint can be a stepping stone for managing quality, it simply doesn’t compare to a purpose-built QMS like QT9 QMS. As quality and compliance demands grow, so does the need for a system that’s designed to handle them with efficiency, accuracy and confidence.

Benefits of switching from SharePoint to QMS software:

• Faster, automated quality processes
• Improved compliance with FDA and ISO standards
• Centralized control across departments
• Real-time KPI visibility and tracking
• Reduced audit preparation time

If your team is spending more time managing SharePoint workarounds than improving quality, it’s time to switch to a smarter solution. QT9 QMS gives you the tools you need to ensure quality at every level of your organization without the complexity and limitations of SharePoint.

Ready to simplify quality and compliance? See how QT9 QMS can help your team work smarter, not harder. Schedule a personalized demo today →