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QMS platform · Kvaltix

Your quality system, without paper and without panic before the audit.

The QMS platform Kvaltix: documentation, internal audits, corrective actions, complaints, risks and KPIs — all in one place, with AI support and an audit trail for every step. Built on 17 years of hands-on ISO consulting practice.

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✓ Hosted in the EU✓ AES-256 encrypted backups✓ MFA login✓ Export without lock-in

What is a QMS

A QMS is a quality management system. The platform is where it lives.

A QMS (quality management system) is the agreed way a company defines its processes and responsibilities, controls documents, audits, mistakes and risks, and improves its work so that products and services consistently meet customer expectations. The most widely used framework for it is ISO 9001.

The QMS platform Kvaltix is the software where that system lives: documents, audits, actions, risks and KPIs in one place, with reminders and an audit trail, instead of folders, spreadsheets and e-mail.

Reality without a platform

Does this sound familiar?

Spreadsheets and folders QMS platform Kvaltix
Finding the latest version of a document Searching e-mail and shared folders — and often finding the wrong version One true version, available to everyone with access rights
Preparing for an audit A week of collecting evidence from spreadsheets and folders The audit trail exported to PDF in seconds
Employee acknowledgment Paper signature sheets that get lost Automatic tracking and reminders, provable at any moment
Corrective actions Tracked in a separate spreadsheet nobody updates A live workflow with reminders and effectiveness checks
Management review Manually gathering indicators from several sources A dashboard that is ready in real time

Six core modules

Each module solves its own challenge.

ISO 9001 · 7.5

Documentation and versioning

Every document follows an approval route tailored to your organizational structure. Major/minor versioning (1.0 → 1.1 → 2.0) separates cosmetic fixes from changes of substance — for the latter, acknowledgment is reset automatically and every employee confirms again.

  • Approval routes by role and organizational unit
  • Automatic reminders before a document review is due
  • Support for legacy versions inherited from the old system
  • An audit trail of every change, exported to PDF in one click
ISO 9001 · 9.2

Internal audits with AI dictation

During the audit you dictate findings into your phone — the AI turns them into a structured record, worded to the requirements of the standard and filed under the right clause.

  • Audit planning according to the annual program
  • Questionnaires by standard, findings with photo evidence
  • Direct link from a finding to a corrective action (CAPA)
  • History of all audits for trend analysis
ISO 9001 · 10.2

CAPA — corrective and preventive actions

A four-step flow — finding, root-cause analysis, action, effectiveness check — with photo evidence before, during and after implementation. No action gets lost in e-mail threads or notebooks.

  • Photo documentation at every stage
  • Automatic reminders to the responsible person and management
  • Root-cause analysis following a standard method
  • Effectiveness checked before the action is closed
ISO 9001 · 9.1.2

Customer complaints

The complete complaint-handling cycle — from receipt to closure — with response-time analytics. Management sees where complaints are piling up before they become a systemic problem.

  • A number, a deadline and an owner for every complaint
  • Response-time tracking against internal targets
  • Corrective action opened straight from the complaint
  • Trends by type, source and severity
ISO 9001 · 9.1.3

KPIs and objectives

A dashboard of performance indicators that fills itself from all modules — no manual data gathering from separate files before every management review.

  • Your own indicators with targets and thresholds
  • Period comparison and trends
  • Export for the management review (Excel/PDF)
  • Deviations from target visible immediately
AI assistant

"Ask your QMS" — the AI assistant

Instead of browsing folders you ask in plain language: "Which documents deal with waste handling?" The assistant returns an answer with a link to the source. It proposes wording in the language of the standard — a person decides.

  • Document summaries and mapping to ISO clauses
  • Version comparison with an impact rating
  • Documentation completeness check before an audit
  • Suggested audit questions based on past non-conformities

All modules

18 modules and an AI assistant, one system.

  • Audits

    Internal audits: planning, questionnaires by standard, findings and reports

  • Documents

    Document control, approvals, versioning and acknowledgment

  • Complaints

    Customer, supplier and employee complaints with deadlines and owners

  • Actions (CA/PA)

    Corrective and preventive actions with effectiveness checks

  • KPIs & objectives

    Indicators with targets and thresholds, a status overview for management

  • Info screen

    Indicators and a notice board on a screen on the shop floor or at reception

  • Planner

    All deadlines in one place: reviews, audits, actions, training

  • Suppliers

    Supplier evaluation with history and classification

  • Risks

    Risk register, likelihood and impact scoring, 5×5 matrix

  • Training

    Training records and a competence matrix with expiry reminders

  • Equipment

    Measuring and work equipment, calibration, inspections and maintenance

  • Management review

    Automatically compiled inputs, decisions and minutes

  • Non-conforming outputs

    Non-conforming products and services with their treatment

  • Standard transition

    Transition of an existing system to a new edition of the standard

  • Standard implementation

    A guided path from zero to certification readiness

  • Legal register

    Your register of legal requirements with impact assessments and evidence; automatic detection of amendments is currently available for Slovenian legislation

  • Environment

    Environmental aspects and impacts (ISO 14001), hazardous substances

  • Business processes

    Process map, process cards (SIPOC) and flowcharts

  • AI assistant

    Plain-language input, "Ask your QMS", audit dictation, version comparison

Security

Data you can trust.

The platform is built on the same principles a management system requires: traceability, access control and proof of every change.

EU hosting

Data is stored in data centers in the EU (Frankfurt).

Encryption

Daily encrypted backups (AES-256) and encrypted transfer (HTTPS/TLS) on every connection.

Two-factor login

MFA (TOTP) for users, access by role and organizational structure.

Audit trail

Every change is recorded and exportable to PDF — ready for any audit.

Questions about the platform

Before you book a demo.

How long does it take to roll out the platform?

The basic setup (organizational structure, import of existing documents, users) typically takes 1–2 weeks. Bulk import from Excel and ZIP archives is supported.

What happens to our existing documents?

You import them as legacy versions — the platform treats them as the starting point, from which normal versioning and the approval workflow continue.

Is the AI assistant mandatory?

No. AI features are a separate module that you can switch on or off for the whole organization. The core platform works entirely without them.

Where is our data stored?

Exclusively in the EU (Frankfurt), with daily encrypted backups (AES-256) and two-factor login (MFA). If you switch on the optional AI module, texts sent to the assistant are processed by an AI provider in the USA.

Can we export all our data if we decide to leave?

Yes, at any time. Documents, audits and KPI data can be exported in standard formats (PDF, Excel, ZIP) — no vendor lock-in.

Ready to stop chasing versions by e-mail?

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