How it works
One instrument, from the first email to next year's reminder.
Watch a pressure gauge from Example Mining go round the whole job — and the customer's portal fill in as it does. Step through it at your own pace, or let it play.
Illustration · invented names
Step 01 of 10 · the laboratory
An enquiry arrives
Example Mining asks about a pressure gauge. It is captured as a record, not a note on a desk.
A call, an email or the quote form in their portal all land in the same place.
Every step, written out
Ten steps, one record.
Each step hands the next one what it needs, so nothing is typed twice and nothing is forgotten between the bench and the invoice. The names are invented; the steps are the product's.
01 · the laboratory
An enquiry arrives
An enquiry by telephone, email or the public enquiry form is written down as a record against the customer, so the one that arrives on a Friday afternoon is still there on Monday. A customer with a portal login can ask for a quote from there.
A call, an email or the quote form in their portal all land in the same place.
02 · the customer sees
The quote, accepted online
The quote is priced from the laboratory's own price book, with any arrangement it has with that customer, and emailed with the PDF attached and a Review and accept button. The customer accepts without an account, and the name, the time and the exact version they accepted are kept.
The name, the time and the version accepted are recorded.
03 · the laboratory
Booked in at the counter
Everything that arrives together is one job. The condition of each instrument is recorded on arrival, with photographs, while the customer is still at the counter; its label prints, and the customer is emailed a receipt saying what was received and in what state.
The receipt states the condition it arrived in, on the customer's copy too.
04 · the laboratory
On the bench
The technician enters readings on the sheet for that kind of instrument and ticks the reference standards used. A master that is out of calibration, out of service or has no due date cannot be cited — the database refuses it. The calculation engine is deterministic: the same readings always give the same error, expanded uncertainty and result, and the decision rule the laboratory declared is applied wherever pass or fail is stated.
Hard block: a reference standard out of calibration cannot be cited.
05 · the laboratory
Reviewed, then issued
Review is an optional approval step before issue. Issuing replays the stored readings through the engine and refuses if anything differs from what was reviewed, and it is refused outright to anybody who is not an authorised signatory with a current competence record for that method.
Only a signatory with a current competence record for the method can issue.
06 · the customer sees
A certificate anybody can verify
The certificate cannot be edited once issued; a correction is a new revision of the same number, and the original is kept. Its QR code and random verification code tell a site supervisor whether it is current, amended or withdrawn. Test & Tag and other inspection items are issued an inspection report, which states that criteria were met and asserts nothing about measurement accuracy.
An inspection item gets an inspection report instead: no grade, no uncertainty, no accreditation mark.
07 · the laboratory
The invoice drafts itself from the work
The invoice is drafted from the items on the job that have been certificated, priced from the book, with each certificate number attached. It is emailed to the customer's accounts contacts with a Pay online link and PayID printed on it, if the laboratory has set them up.
A certificated item is offered at invoicing, so it cannot be forgotten.
08 · the laboratory
Paid, and the reminders stop
The customer pays through the laboratory's own payment page, by PayID or by bank transfer. Bank statement reconciliation suggests which open invoice each deposit belongs to, and a person records it. Once it is recorded, the reminder ladder stops.
Reminders stop the moment the payment is recorded.
09 · the customer sees
Back before it falls due
Recall counts days from each instrument's own due date. Each customer gets one email a month listing everything overdue, due within 30 days and due within 60, and it stops for an instrument the moment it is booked in. Nothing is sent until the laboratory chooses manual or autopilot.
Sent when you choose, or on autopilot. After three notices an instrument goes to the call list.
10 · the customer sees
And the customer sees all of it
The customer signs in with a code emailed to them and sees only its own company — the database enforces that, not the screen. The portal carries the laboratory's logo, name and colour, and the laboratory decides which sections it shows.
Under your name. You switch each section on or off, and portal logins are never charged for.
And around it all
Competence records, reference standards, complaints, nonconformities and the other ISO/IEC 17025 records are kept as the work is done. Accreditation is the laboratory's own, and an assessor assesses the laboratory.
See how the work is done →Test & Tag and inspection
Hundreds of items go through the batch grid instead of the bench, and each is issued an inspection report rather than a certificate.
For businesses that do both →The customer's side
What the portal shows, and the switches that decide it, are on their own page.
See the customer portal →Start free. Thirty days, everything included.
No card, and one trial per organisation. Nothing is deleted when a trial ends — the records are yours and stay readable and exportable.