QM Software: Your Key to a Practiced and Efficient QMS.

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In a Nutshell
A practiced quality management system (QMS) is a clear competitive advantage. In addition to improved product quality, the reasons for this include a reduced reject rate and increased efficiency. An integrated management system offers even more advantages: it brings together requirements from different disciplines in one management system – and creates synergies. However, a QMS must not only be introduced, but also practiced. Quality management software (QM software) is a good tool in any case, as it offers those involved a tangible user interface and therefore transparency and scope for co-design.

We at Babtec know what we are talking about. As a software provider for QM solutions with over 25 years of experience and two promising software solutions, we offer you various options for what you are looking for.

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QM as Competitive Advantage

Effective Quality Management

Why do companies whose quality management is effective have a competitive advantage? Anyone who has ever asked themselves this question will have come across the following reasons:

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Improved product quality
Precise monitoring and control of the production process means that problems can be identified at an early stage. In most cases, they can be rectified before they lead to defects.
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Reduced reject rate
The early identification of defects minimizes the rejection of faulty products. This reduces production costs and increases profitability.
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Increased efficiency
The precise definition and, at best, automation of quality assurance processes can limit human error. The result: more time and resources for better utilization of production capacities.
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Compliance and certification
Verifiable quality management results in increased competitiveness because it makes it easier to comply with industry-specific standards and regulations. This may give companies access to new markets and customers that require certain standards.
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Data-based decision-making
Through structured quality management, companies collect extensive data about their production process. This serves as the basis for decisions to optimize processes – and benefits continuous improvement.

Good to Know: More Is Possible – With the Integrated Management System

In addition to quality management requirements, companies are also subject to requirements from areas such as environmental protection or occupational health and safety. So why not look directly beyond quality management?

An integrated management system (IMS) is a strategic approach that combines these requirements into one system. The result: a single system – with great potential.

The basis of management system standards is the Harmonized Structure (formerly High Level Structure). Different management system standards can be integrated more easily thanks to this uniform basic structure. You can find more information on this in our blog article on the topic of Harmonized Structure / High Level Structure.

The advantages of an integrated management system are obvious:

  • Redundant activities in different disciplines such as quality management, environmental management and occupational health and safety are avoided – and synergies are used instead.
  • The view of potential risks goes beyond a single discipline and takes a holistic approach.
  • It is easier for the company to meet requirements from different standards and regulations, as they are all tracked and documented within an integrated framework.

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Acceptance of QMS

Introduction of Quality Management Systems (QMS)

A QMS must not only be introduced in a company, it must also be lived. Only then will it be effective in the long term. In both cases, the QM software plays an important role: the available functions contribute to the introduction of the quality management system (QMS). It is also conducive to the acceptance of QMS, as it offers those involved transparency and scope for co-design.

These Points Are Important

If a QM system is to be introduced within a company, various aspects must be taken into account. Above all, the leadership and commitment of the company management is essential. The latter has a role model function. It is also necessary to plan resources in terms of people, time and budget in order not only to introduce the QM system but also to maintain it.

In addition, companies should define clear quality objectives and strategies in order to use these as the basis for the QM system. The analysis and documentation of existing processes can also be incorporated into this.

Document control is also very important, by means of which relevant documents and procedural instructions are properly managed, updated and controlled.

In order not only to introduce the QM system, but also to live it, employees need to be trained. They must understand the requirements of the system so that they can implement and live them. By means of internal audits, companies continuously put the QM system to the test in order to identify potential weaknesses.

This Is How QM Software Can Support

QM software provides a remedy when it comes to introducing a QM system. It provides functionalities that benefit the above-mentioned challenges:

Document Control
QM software enables the central storage and management of documents, guidelines and procedures. This ensures that everyone involved always has access to the latest versions.

Automation of QM Processes
Automating quality processes and workflows makes it easier to carry out the processes defined in the QM system, such as inspections or failure mode and effect analyses.

Risk Management
QM software can support the identification, evaluation and monitoring of potential risks – and even generate warnings in the event of deviations or critical events.

Audit Management
QM software supports the planning, implementation and follow-up of internal and external audits. This makes it easier to ensure compliance with standards and regulations.

Training Management
The ability to manage training activities within the QM software also means that training requirements can be identified. In this way, companies ensure that employees have the necessary skills for their tasks.

Provision of Key Figures
QM software makes it easier to create dashboards and reports. This not only makes it easy to track the development of quality, but also to check in which areas there is a need for improvement. The analysis of quality data helps to identify patterns and make well-founded decisions.

Quality processes that are mapped using QM software are automatically documented and can also be viewed and traced at a later date. This makes it easier to comply with regulations and provide corresponding evidence.

Acceptance of QMS

The 3 Most Common Reasons for Lack of Acceptance

  1. Lack of communication and too few training opportunities mean that employees do not understand why the quality management system (QMS) is being introduced, what benefits it offers and how it affects their daily work.
  2. Employees fear additional work or uncertainty due to newly established processes and therefore resist.
  3. There is a lack of leadership and support from the company management.

The use of QM software helps you to increase the acceptance of your quality management system (QMS).

How QM Software Counteracts this

By using QM software, a company can promote the acceptance of the QMS.

  • The software offers a specific user interface and certain functionalities that make the QM system more tangible.
  • QM software documents changes to previous working methods and also quality processes that are derived from a QM system. This creates transparency for everyone involved.
  • Employees can actively contribute to the continuous improvement process by using the QM software to identify and submit suggestions for improvement, for example.
  • QM software promotes collaboration within the team on the one hand and between different departments on the other.
  • The provision of dashboards within the QM software promotes the communication of benefits: performance indicators can be used to show the extent to which the QM system is contributing to success.

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Standards & Regulations

Between Obligation and Opportunity: Standards and Regulations

Whether standards and regulations are obligations or opportunities may vary from case to case. Depending on the industry, company and customer, various standards are certainly (unspoken) obligations. However, meeting additional requirements can also be an opportunity.


  • Legal or statutory obligations
  • Industry standards and certifications that are a prerequisite for bringing products to market (e.g. in the pharmaceutical industry)
  • Safety standards in safety-critical industries such as aviation
  • Contractual requirements of business partners that form the basis of a business relationship, e.g. in the automotive industry


  • Opening new customer groups because, for example, environmental responsibility is ensured through compliance with ISO 14001
  • Compliance with further standards for the purpose of market approval and access to open other markets in addition to the original market
  • Repeat business through customer trust and satisfaction
  • Cost savings by reducing energy and waste, e.g. by complying with environmental management standards

Standard-Compliant Document Control – With the Electronic QM Manual

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An electronic QM manual is basically the digital version of a quality management manual. It is used for the electronic storage of all relevant information and documentation relating to the quality management system.

An (electronic) QM manual is not or no longer explicitly prescribed in standards. Nevertheless, the need for effective document control and management is a relevant issue – and the most effective way is to use an electronic solution. This offers companies the following advantages in particular:

  • Central storage location
  • Updates of documents and revisions
  • Version control to ensure that only the latest versions are circulated
  • Access control including definition of authorized users
  • Linking of documents for simplified navigation
  • Direct connection with other QM tools such as risk and audit management

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QM Software from Babtec

Babtec Product Worlds: The Choice Is Yours

You want to achieve the best results for your product or service in terms of quality – we want to provide you with the best possible support. That's why we offer you the choice between two product worlds: BabtecQ supports comprehensive quality management with a high level of detail and the best process integration for your company. The cloud-based BabtecQube fulfills the desire for tried-and-tested, intuitive and immediately available standard tools.

Comprehensive QM Software BabtecQ

for all those who have high demands on the level of detail of their quality control loop.


  • Suitable for quality management with a high level of detail
  • Integration of all quality tasks in one software
  • Individual composition through modular structure
  • Problem-free connection to third-party software (ERP, MES, etc.) 
  • Customizing for company-specific requirements
  • Browser-based extension BabtecQ Go for cross-departmental collaboration can be used additionally

Quality processes to be mapped

A total of 21 modules: APQP, Requirements Management, Audits, Task and Action Management, CAD Integration, CAPA, Checklists, Control Plan, Document Control, Initial Sampling, Production Inspection, FMEA, Maintenance, Supplier Assessment, Gage Management, Process Management, Qualification and Training Management, Complaints Management, Incoming and Outgoing Goods Inspection, Warranty Management, Quality Cockpit


  • Consulting
  • Project support
  • Customizing
  • Software update
  • Support
  • Academy trainings


Depending on the required modules, interfaces and customizing needs;
you will receive an individual offer on request

Get to know BabtecQ now

BabtecQ on the laptop

Lean QM Software BabtecQube

for all those who have less high demands on the level of detail of their quality control loop.


  • Fulfills the need for field-proven, out-of-the-box standard tools
  • Intuitive and location-independent usability on all end devices
  • Promotes cross-company collaboration thanks to cloud technology
  • No connection to third-party software; only import and export function

Quality processes to be mapped

A total of 5 services: Complaints & Deviations, Goods Inspections & Checklists, Equipment & Gages, Tasks & Actions, Analyses


  • Software update
  • Support


Basic account free of charge; premium subscription from €29 per month per user

Get to know BabtecQube now

BabtecQube on the laptop, tablet and smartphone

Companies That Already Rely on CAQ Software from Babtec

Logo of J. Schmalz GmbH
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Logo of Melitta Europa GmbH & Co. KG
Logo of MENNEKES Elektrotechnik GmbH & Co. KG
Logo of HAILO-Werk Rudolf Loh GmbH & Co. KG
Logo of HES-Präzisionsteile Hermann Erkert GmbH
Logo of KEUCO GmbH & Co. KG
Logo of KTM Sportmotorcycle Deutschland GmbH
Logo of Woodward L'Orange
Logo of Niterra EMEA GmbH
Logo of Rosenberg Ventilatoren GmbH
Logo of Stadler Rail AG
Logo of Thomas Magnete GmbH
Logo of ulrich GmbH & Co. KG
Logo of Weißer + Grießhaber GmbH
Logo of WMF GmbH
Logo of Woco Industrietechnik GmbH
Laptop with QM software from Babtec Product Worlds Comprehensive quality management or smart solution in the cloud: The choice is yours Team leader instructs his team in the production hall Take responsibility for quality management How your quality management gets a little better every day with Babtec Building blocks form a structure High Level Structure: The Basis of Management System Standards In this BloQ article, we take a look at the High Level Structure and its benefits.