Features
From the first phone call to next year's recall.
What CalibraWorks does at each step of a job — for you, your technicians, and the customers whose instruments you look after. Every feature on this page is in the product today.
Enquiry and quote
Win the work, at the price you meant to quote.
Every enquiry becomes a record with a customer attached, and every quote is priced the same way twice.
- Enquiries that are not lost
- A call, an email or a form becomes a record with the customer and what they asked for, instead of a note on the counter.
- Your own price book
- Prices by instrument type, with arrangements for particular customers. A quote is priced from it, so two people quoting the same job quote the same number.
- Quotes accepted from a link
- Your customer opens the quote and accepts or declines it — no account, no password. Who accepted, when, and which version they saw is recorded.
- Repairs approved by the person with the budget
- A repair quote goes as a link to whoever signs off the spend. Once approved, the repair and every part fitted reach the invoice without being typed again.
Book in
Book it in while the customer is still at the counter.
One job for everything that arrived together, with the condition of each instrument recorded before anybody touches it.
- Condition on arrival, with photographs
- Damage and missing parts are noted and photographed at intake and printed on the customer's receipt, so a dent is never a conversation after the work.
- A receipt the customer takes away
- Emailed as the instruments are booked in, listing what you received and in what state.
- Labels straight to the printer
- Calibration stickers and test tags print directly to a Zebra or Brother label printer — no driver and no print dialogue.
- Scan instead of typing
- A barcode or QR scanner finds an instrument, a certificate or an old number from your previous system in one pass.
- Their equipment list, read for you
- Paste the list a customer sends and it is read into proposed instruments for you to check and confirm. A person confirms every line; nothing is added on its own.
- Your existing register, brought with you
- Import customers, contacts, instruments and reference standards from a spreadsheet. You see what would change before anything is saved, an import can be undone, and old reference numbers stay searchable.
Bench
The arithmetic done the same way, every time.
The bench for one instrument in depth, the batch grid for a pallet of them. Either way the result comes from one tested calculation, never from a spreadsheet somebody edited.
- 13 fields of work, 57 instrument types ready
- Force, electrical, pressure, temperature, torque, dimensional, gas, medical, test and tag, lifting gear and more — each type with its measurement model and a default calibration interval. Add your own, or ask us to add one.
- Jacks and load cells to AS 2193
- Pre-stress jacks, load cells, load rings and force gauges calculated to AS 2193-2005, with the grade, the uncertainty budget, and which point limited the grade and why.
- Everything else against its datasheet
- Meters, testers, gauges and detectors checked against the accuracy the manufacturer states, including one-sided limits such as ≤ 1 Ω and go/no-go checks.
- The batch grid for volume
- Test and tag, gloves and lifting gear in a grid built for hundreds of items a day, most of them passing.
- A second look at every reading
- Readings are checked as they are typed, and an instrument's own history flags a result that has drifted — the check most likely to catch 130.9 typed for 103.9.
- No work against an out-of-date master
- A reference standard past its calibration date cannot be used on a run, and it takes itself out of service the morning it falls due.
- Makes and models
- Record a model's datasheet accuracy once and the bench fills it in for every instrument of that model, resolved to the range being checked.
- Work on site without signal
- Readings captured on a phone or tablet with no connection are kept and uploaded when it reconnects. Nothing already recorded is lost.
- Readings from the instrument itself
- An indicator on a serial cable types its readings into the bench in Chrome or Edge, so a number is never copied by hand.
Certificate
Documents that carry your name and prove themselves.
A calibration certificate or an inspection report, whichever the item calls for, recomputed at issue and never edited afterwards.
- The right document for the item
- Calibration certificates for instruments, inspection reports for test and tag, gloves, lifting gear and medical safety — so an appliance test is never headed as a calibration.
- Your letterhead on every document
- Your logo, colours and footer, your own wording where the standard allows it, a choice of two formats and an optional watermark. Included on every plan.
- Only the right person signs
- A certificate can be issued only by somebody with a current authorisation for that method, which is the first thing an assessor checks.
- A QR code on every certificate
- Anyone holding the instrument scans it and sees whether the calibration is current — no login and no app. It keeps working even if your subscription stops.
- Corrections without rewriting history
- An amendment is a new revision of the same number with the reason stated. The original is kept, the customer is sent the replacement, and the old QR code reports it as amended.
- Repair reports
- Repairs are their own job and their own document, with the parts fitted and the approval behind them.
Invoice and payment
Nothing certificated goes unbilled.
The invoice is drafted from the work you certificated, so the job you forgot to bill is the one the system offers you.
- Invoices drafted from the work
- Each certificated instrument becomes a line, priced from your book, with its certificate number beside it for the customer's records.
- Discounts the customer can read
- A percentage or an amount off, with your reason printed on the invoice and GST worked out on what they actually pay.
- GST handled either way
- Correct whether you are registered for GST or not. The invoice is checked for what the ATO requires before it can be issued.
- Payments matched from your bank statement
- Paste a statement and each deposit is matched to the invoice it most likely pays. You confirm; it never records money on its own.
- Reminders that stop when they pay
- Overdue invoices are followed up on a schedule that ends the moment the payment is recorded.
Recall
Next year's work books itself.
Every instrument you calibrate falls due again. Recall makes sure the customer hears about it from you, before somebody else calls them.
- One email a month, listing everything
- Each customer hears once a month: what is overdue, what falls due in the next 30 days, and what is coming in 60 — every instrument once, never a message per instrument.
- Sent by you, or by itself
- Review and send from the recalls screen, or switch it to send automatically. Nothing goes to your customers until you decide.
- A call list when email has not worked
- After three monthly notices with no booking, the instrument moves to a list to telephone instead of a fourth email.
- Customers you cannot reach, counted
- Customers with no working email are shown as a number to bring down, and bounced addresses come back to the customer record.
- From your name, to your inbox
- Mail goes out under your laboratory's name, from your own domain once it is verified, and replies come to you.
For your customers
A login of their own, under your name.
Give a login to any contact at a customer. They sign in with a link sent to their email — no password to forget — and see their own company's records and nothing else, which the database enforces. Portal logins are never charged for, however many you give out.
When somebody needs last year's certificate, they fetch it themselves.
- Their instruments
- Every instrument you look after for them, with what is out of calibration and what falls due in the next 30 days.
- Their certificates
- Certificates and inspection reports to download at any time, with any amendment shown against the original.
- Their quotes
- Quotes to read and accept or decline, recorded on your side the moment they do.
- Their invoices
- Invoices to download as PDF, with the payments received and what is still outstanding.
Around the work
Assessment
Your assessment, from records you already keep.
The ISO/IEC 17025 records fill in as the work is done, rather than in the fortnight before an assessor arrives. Accreditation stays yours — the software makes the records behind it hard to get wrong.
- Every register an assessor asks for
- Nonconforming work, complaints, corrective action, document control, competence, risks, internal audits, management review, suppliers, feedback, proficiency testing, scope, equipment history and room conditions.
- Nonconforming work that finds what it touched
- When a master is found wanting, the certificates it was used on are a list, not an afternoon with the filing cabinet.
- Procedures approved by a second person
- One version in force at a time, never approved by its own author. A procedure's text can be drafted from your own method records for the reviewer to check.
- Competence, including for a laboratory of one
- Who may perform and sign each method, with evidence and review dates. A sole practitioner names an external assessor rather than signing off themselves.
- An audit trail nobody can edit
- Every change to every record, with who made it and what it was before. No role, administrator included, can alter it.
- A login for your assessor
- Read-only access to everything, plus an assessment pack and a management review pack generated from your records for any period.
Your team
Each person sees what their job needs.
7 roles over 28 permissions, enforced by the database rather than by hiding buttons.
- Roles that fit the work
- Technicians do not see prices, finance cannot touch a result, front desk books in without changing anything technical.
- Invitations, and leaving cleanly
- Add people by email invitation. Somebody who leaves is suspended, not deleted — their seat is freed and everything they signed stays.
- Two-factor sign-in
- An authenticator app for staff, and your choice whether to require it for everyone.
- Only seats are limited
- Instruments and sites are counted, never blocked. A customer at the counter is never turned away by a number.
Your records
Your records, stored in Sydney and yours to take.
The laboratory owns its records. CalibraWorks holds them on its behalf.
- Stored in Australia
- The database and every file are held in Sydney.
- Export everything, at any time
- Every record as one archive of spreadsheets, whatever the state of your subscription. Leaving is a download.
- Nothing deleted for a commercial reason
- Records stay readable after a trial or a cancellation, and certificate verification is never switched off.
- An API for your own systems
- Instruments, jobs, certificates and invoices through a documented API, with keys you issue and revoke. An add-on.
Missing something?
Tell us what your laboratory needs.
An instrument type we do not carry yet, something your certificates need to say, or a feature that would save you time. Much of CalibraWorks came from laboratories asking for it, and we will look at adding what you ask for.
Start free. Thirty days, everything included.
No card. Nothing is deleted when a trial ends — the records are yours and stay readable.