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Quality Management System
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Quality Management System · Available now

Trace a finding from inspection through verified corrective action.

Quality Management System connects product specifications, inspection plans, sample plans and measurement results to nonconformance and corrective action. An Inspector / QC Operator records inspections and defect evidence.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen CAPAs
Quality Management System · CAPAs

Open CAPAs

CAPAs in one list

New capa
CAPAs in view
6
Open
1
In progress
1
Implementation
1
Open1
Prevent repeat seal damage in transitCPS-36482
23 Oct
Add
In progress1
Correct gauge calibration lapseCPS-29891
29 Oct
Add
Implementation1
Eliminate bracket edge burrsCPS-45418
29 Oct
Add
Verification1
Restore lot traceability at packingCPS-98784
26 Oct
Add
Effectiveness check1
Reduce recurring harness pin errorsCPS-36533
14 Oct
Add
Prevent repeat seal damage in transitCAPAs · CPS-36482
Open
Due date23 Oct
OwnerFelix Nguyen
Quality managerNia Campbell
Approve dispositionCPS-36482 · Prevent repeat seal damage in transit

Quality Manager decides the material disposition.

Waiting for Quality Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
27
Saved views
15
Roles with set permissions
7
Reports and dashboards
8
Features

Inspection work in view

Every feature works on the same records. Pick one to see the screen your team works in.

Inspection planning

Set product specifications, sample rules and inspection stages before work arrives.

  • Product basis
  • Inspection stage
  • Sampling decision
  • Products
  • Quality standards
  • Specifications
  • Inspection types
  • Inspection plans
  • Sample plans
Explore inspection planning
OverviewMy Inspection Worklist
Quality Management System · Inspection planning

My Inspection Worklist

Inspections

New
Inspection numberInspection dateStatusItemInspection typeInspector
INS-4611409 OctOpenPump housing, cast alloySupplier source inspectionEthan Brooks
INS-9770920 OctIn progressMounting bracket, right handIncoming material inspectionRavi Menon
INS-9322416 OctPassFilter cartridge, fine meshFinal functional testFelix Nguyen
INS-6550819 OctFailMounting bracket, right handIncoming material inspectionFelix Nguyen
INS-8828811 OctConditionalSeal kit, high pressureIncoming material inspectionClara Weiss
6 of 6 records
Pump housing, cast alloyInspections · INS-46114
Open
Inspection date09 Oct
Inspection typeSupplier source inspection
InspectorEthan Brooks
Example screen with sample data
Process

From finding to effective action

Inspection failure to effective action ships ready to use. 2 steps need a named approval before the work moves on: Approve disposition (Quality Manager) and Verify effectiveness (Quality Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Plan inspection

    Set the item, specification and sample basis.

    Prevent repeat seal damage in transitCPS-36482 · Quality Engineer
    Plan inspectionBy Quality Engineer

  2. Record result

    Capture measurements and cited defects on the inspection.

    Prevent repeat seal damage in transitCPS-36482 · Inspector / QC Operator
    Record resultBy Inspector / QC Operator

  3. Contain issue

    Record the affected material and immediate action.

    Prevent repeat seal damage in transitCPS-36482 · Inspector / QC Operator
    Contain issueBy Inspector / QC Operator

  4. Approve disposition

    Quality Manager reviews and records the material decision.

    Prevent repeat seal damage in transitCPS-36482 · Quality Manager
    Approve dispositionBy Quality Manager
    ApprovalQuality Manager decides the material disposition.

  5. Correct cause

    Assign root cause and corrective tasks to their owners.

    Prevent repeat seal damage in transitCPS-36482
    Correct cause

  6. Verify effectiveness

    Quality Manager checks whether the action worked.

    Prevent repeat seal damage in transitCPS-36482 · Quality Manager
    Verify effectivenessBy Quality Manager
    ApprovalQuality Manager decides whether corrective action was effective.

Start with Inspection to nonconformance

Inside a record

Connect the source of each lot

Open any capa to see its capa tasks, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Due date, Owner and Quality manager.

  2. 2
    CAPA tasks

    Each line is linked to this capa.

  3. 3
    Who works on it

    Viewer, Quality Engineer and Quality Manager, each with their own permissions.

  4. 4
    Process stages

    Review severity and Start CAPA, with the role that acts.

  5. 5
    Approvals

    Approve disposition and Verify effectiveness, with who decides.

Open CAPAsPrevent repeat seal damage in transit
Quality Management System · CAPAs

Prevent repeat seal damage in transit

Open

Log activity
1
Record details
Due date23 Oct
OwnerFelix Nguyen
Quality managerNia Campbell
2
CAPA tasks

Prevent repeat seal damage in transit

Task namePhaseDue date
Inspect returned seal cartonsInvestigation11 Oct
Verify gauge master readingsCorrective action22 Oct
Revise bracket deburring stepPreventive action20 Oct
CAPA tasks
6
3

Who works on it

  • ViewerView Audits, CAPAs, Defects, Inspections, non-conformance…
  • Quality EngineerManage CAPA tasks, fishbone categories, five whys steps…
  • Quality ManagerManage audit findings, Audits, CAPA tasks, CAPAs, Containment…
4

Process stages

  • Review severityQuality Manager
  • Start CAPAQuality Manager
5

Approvals

  • Approve dispositionQuality Manager
    Approved
  • Verify effectivenessQuality Manager
    Waiting
Example screen with sample data
Approvals

Quality decisions with named owners

Inspectors enter observed results; Quality Manager makes disposition and closure decisions.

OverviewApprovals
Quality Management System · Overview

Approvals

Signed in as Quality Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CPT-70392Inspect returned seal cartons
    Reduce recurring harness pin errorsRequested by Ravi Menon
    Investigation2dActions
  • CPT-34552Verify gauge master readings
    Improve torque record completionRequested by Zara Mahmoud
    Corrective action1dActions
  • CPT-44696Revise bracket deburring step
    Improve torque record completionRequested by Felix Nguyen
    Preventive action4dActions
  • CPT-63760Train packers on lot scans
    Eliminate bracket edge burrsRequested by Samira Youssef
    Verification6dActions

Who approves what

DecisionApprover
Approve dispositionQuality Manager reviews and records the material decision.Quality Manager
Verify effectivenessQuality Manager checks whether the action worked.Quality Manager
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Quality Management System to the work that is theirs. Pick a role to see what it starts with.

Viewer

Read-only header-level visibility across quality records; no write access anywhere.

This is the first screen this role sees.

OverviewSupplier Quality Scorecard (current period)

Supplier Quality Scorecard (current period)

Supplier quality scores · Viewer

SupplierPeriodPeriod startPeriod endReceipts inspectedIncoming reject rate
Pinehaven FastenersJanuary 202618 Oct23 Oct30160
Cedarline PackagingFebruary 202613 Oct20 Oct520260
Brindle Cable SystemsMarch 202623 Oct30 Oct550510
Eastvale Precision WorksQ2 202614 Oct17 Oct390940
Silvermere SealsJuly 202622 Oct30 Oct730940
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read the quality record

Review inspection outcomes, issue age, corrective action and supplier quality.

Overview
Quality Management System · Overview

Quality Management System dashboard

This quarter

Audit findings in view
6
Observation
2
Minor non-conformance
2
Major non-conformance
1

CAPAs by status

How far records got this quarter

StageReachedStep
Open24
In progress833%
Implementation225%
Verification150%

Number of capas by status

Sample counts per stage

0
-50Open
-60In progress
-20Implementation
-50Verification
-60Effectiveness check
Example screen with sample data
  1. 01Inspection outcome by type

    Compare inspection status by type and product over selected inspection dates.

  2. 02Defects by category and severity

    Group recorded defect quantities by catalog category and severity.

  3. 03NCR age and disposition

    Show open dates, severity, status and disposition for each nonconformance report.

  4. 04CAPA due and effectiveness

    Compare due dates, status, effectiveness result and verification dates.

  5. 05Audit findings by standard

    Group findings and severity by audit and its quality standard.

  6. 06Calibration due list

    Show equipment, calibration status and the next due date.

  7. 07Supplier period quality

    Compare supplier period scores, grades, incoming reject rate and major NCR count.

  8. 08Training completion

    Show assignment and completion dates, status and assessment score by trainee.

All reports and dashboards

Who it's for

Built around your quality cycle

See how Quality Management System fits your kind of team.

Component manufacturers

Inspect incoming and in-process components against item specifications.

Supplier quality teams

Connect incoming defects, supplier findings and periodic scorecards.

Regulated product teams

Keep standard references, audit evidence and event-linked training together.

Controls

Keep evidence with the case

Each stage of inspection failure to effective action names the role that acts and the status it records, so a change is never anonymous.

OverviewInspection failure to effective action
Quality Management System · Process

Inspection failure to effective action

Each stage, the role that acts and the status it records

Process stages
12
Approval steps
2
Roles involved
4
Tables touched
12
Record result
Inspector / QC Operator
StatusOpen → in progress
RecordsInspection results, Defect instances, Inspections
Classify failure
Inspector / QC Operator
StatusIn progress → Fail
RecordsInspections
Contain issue
Inspector / QC Operator, Quality Manager
StatusOpen → in containment
RecordsContainment
Inspection failure to effective action
  1. Start
    Record resultOpen → in progress
    Inspection results
  2. Step
    Classify failureIn progress → Fail
    Inspections
  3. Step
    Contain issueOpen → in containment
    Containment
  4. Approval
    Approve dispositionAwaiting disposition → disposition approved
    Quality Manager
  5. Step
    Start CAPAOpen → in progress
    Root cause analysis
Example screen with sample data

See each stage in detail

AI agent

Work through cases with Proto

Ask Proto to help inspect quality cases and prepare decisions for your team.

It can

  • Inspector / QC Operator: Find assigned inspections and summarize the item, type, date and source reference before measurements are entered.
  • Quality Engineer: Compare an inspection's item plan, sample numbers and specification parameters for review.
  • Quality Manager: Assemble an NCR's defect citations, containment and CAPA history before disposition or effectiveness review.
  • Auditor: List open findings by due date and response owner for an assigned audit.

Stays with a person

  • Disposition approval, root cause approval, audit sign-off and CAPA effectiveness remain decisions by the named people.
  • Ask Proto to show the records behind a suggested action and review them in the app before recording the decision.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Quality Management System
  • Receiving and purchasing
  • Production
  • Returns
  • Document storage
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 27 tables
27tables
  • Inspection planning7
  • Inspection execution7
  • Nonconformance7
  • CAPA and root cause7
  • Audits6
  • Calibration and training7
  • Supplier quality7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the quality basis

    Confirm products, active standards, specifications, defect codes and users.

  2. Configure inspection

    Choose an inspection type, effective plan, sample rules and calibrated equipment for a pilot item.

  3. Rehearse an issue

    Record a result, defect, nonconformance, containment and Quality Manager disposition.

  4. Run corrective work

    Assign CAPA cause, tasks, verification and effectiveness review.

  5. Add oversight

    Schedule an audit, follow a finding and review supplier and training records.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Quality Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Quality Management System for your business. Begin with one product, its active specification, an inspection plan and a representative lot.

What starts a nonconformance report?

An inspection marked Fail or Conditional can create a report linked to that inspection. The report can also record other issue sources through its source field.

How is severity chosen?

The worst cited defect severity sets the report's severity when defect citations are added or changed. Critical and major issues require root cause work.

Who approves disposition?

Quality Manager owns the decision. The report records the selected disposition, approving user and approval time.

What happens after a serious issue?

A major or critical nonconformance can create a corrective CAPA once. Assigned tasks and root cause analysis carry the longer work.

What if corrective action does not work?

A not effective result reopens the CAPA and creates fresh corrective and verification tasks for another cycle.

How are audits recorded?

Audits carry scope, standard, schedule and auditor. Clause checklists record observations, while findings have their own response owners and due dates.

What happens when an instrument is out of tolerance?

Inspections that referenced it on or after its last calibrated date are flagged for Quality Manager review.

Can I review supplier quality by period?

Supplier score records hold a period, date range, quality measures, score and grade linked to the supplier.

How do training assignments connect to issues?

A training record can link to an NCR, CAPA and standard. Qualifying serious NCR closures can create retraining for the source inspector.

Set up Quality Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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