ProQMS - Advanced Quality Management System

ProQMS is an all-in-one digital solution engineered to streamline, monitor, and improve every aspect of your organization’s quality and compliance workflow. Designed with modern businesses in mind, this platform integrates essential functions — from audits and CAPA to non-conformance tracking, risk assessment, training management, supplier evaluation, and a robust document control system.

An all-in-one QMS platform combining audits, CAPA, risks, training, supplier management, and document control with automation, tracking, and compliance tools to improve efficiency and quality across your organization.

Features

Built for compliance, Designed for growth.

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Everything You Need

A modern QMS engineered to automate workflows, reduce manual effort, and centralize all quality processes for consistent, organization-wide improvement.

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Complete Source Code

Enjoy complete control with full access to the source code. Ideal for customization, scalability, and long-term flexibility.

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Regular updates

Stay ahead with regular feature improvements and performance enhancements. Our commitment to quality ensures your ProQMS remains cutting-edge.

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Free future updates

Enjoy free updates for the lifetime of your purchase. Benefit from new features and improvements at no additional cost, ensuring your system evolves with your needs.

Audit Management

The Audit Management Module provides a structured and efficient way to plan, perform, and control internal and external audits within your organization. Users can create customizable audit templates by defining audit types, departments, and detailed question sets with scoring, evidence requirements, and instructions. These templates form the foundation for consistent, repeatable audit processes across all teams.

During an audit, assigned auditors can record responses, attach evidence, and immediately flag issues by creating linked Non-Conformance or CAPA records directly from the audit screen. The module ensures that no audit can be closed until all related NCs and CAPA actions are fully resolved, maintaining compliance and accountability throughout the process. A structured review workflow allows designated reviewers to approve, reject, or request rework on submitted audits.

Every audit maintains a complete activity log for transparency, and a comprehensive PDF report can be generated for documentation or regulatory submission. With this module, organizations can standardize their audit procedures, strengthen compliance, and ensure continuous improvement across all quality functions.

CAPA – Corrective and Preventive Action

The CAPA Management Module provides a structured approach for identifying, documenting, and resolving issues through Corrective and Preventive Actions. Users can initiate CAPA requests by defining key details such as the issue title, priority, status, due date, description, and the originating audit or event. Each CAPA can include multiple actions, categorized as either corrective or preventive, with assigned responsibilities, deadlines, and specific instructions to help guide the resolution process.

As actions progress, responsible users can update statuses, upload evidence, and document the results of each task. Reviewers can evaluate assigned actions, approve or reject completed steps, and provide additional feedback or recommendations. To enhance problem-solving and recurrence prevention, the module supports adding multiple root causes, enabling teams to analyze contributing factors comprehensively and implement long-term corrective strategies.

All CAPA activities, updates, and status changes are automatically tracked within the system, ensuring complete traceability and compliance with quality standards. Through transparent action logs, clear responsibilities, and structured workflows, the CAPA Module ensures that every identified issue leads to measurable, sustainable improvement across your organization.

Non-Conformance Management

The Non-Conformance (NC) Module enables organizations to identify, document, and manage deviations from defined standards, procedures, or audit requirements. Non-Conformances can be raised directly from audits or operational activities by capturing essential details such as severity, department, status, and related audit references, ensuring issues are formally logged and traceable.

Once a Non-Conformance is created, the module supports structured response management through clearly defined Non-Conformance Responses. Users can record corrective, preventive, or containment actions, assign responsible personnel, set due dates, and upload supporting evidence. Each response progresses through verification and effectiveness review to confirm that the issue has been properly resolved and recurrence risks are minimized.

All activities within the Non-Conformance lifecycle are automatically recorded, providing complete transparency and audit-ready traceability. By enforcing verification, effectiveness checks, and controlled closure, the NC Module strengthens compliance, accountability, and continuous quality improvement across the organization.

Risk Management

The Risk Management Module enables organizations to systematically identify, assess, and manage potential risks that could impact operations, compliance, or strategic objectives. It provides a centralized framework to document risks, evaluate their likelihood and severity, and assign ownership to responsible individuals or teams. By categorizing risks and calculating risk levels, organizations gain clear visibility into priority areas requiring attention.

Each risk can be enhanced with defined risk controls, allowing users to implement mitigation, avoidance, transfer, acceptance, or monitoring strategies. Control effectiveness, responsible owners, and current status are tracked to ensure proactive risk handling. The module also supports structured risk reviews, where risks can be reassessed over time based on changing conditions, updated likelihood, impact scores, and reviewer comments.

To maintain transparency and audit readiness, the Risk Management Module allows users to attach supporting documents, evidence, or assessments directly to each risk record. With complete activity tracking and historical reviews, this module helps organizations strengthen resilience, support governance requirements, and embed a culture of continuous risk awareness and improvement.

Complaint Management

The Complaint Management Module enables organizations to efficiently log, track, investigate, and resolve customer or internal complaints in a structured and transparent manner. It provides a centralized system to capture complaint details such as complaint type, priority, status, assigned responsibility, and reporting source, ensuring every issue is properly recorded and addressed.

Each complaint can be managed through defined complaint actions, allowing teams to assign responsibilities, monitor progress, and document completion details. Users can collaborate through internal comments, upload supporting documents, and track investigations with findings, recommendations, and follow-up actions. Root cause analysis further helps identify underlying issues, supporting long-term process improvement and prevention of recurring complaints.

With role-based visibility through features like My Complaints, users can easily view and act on assigned complaints. Every activity is automatically logged for full traceability, helping organizations enhance accountability, improve service quality, and maintain compliance with internal policies and regulatory standards.

Employee Training Management

The Employee Training Management Module enables organizations to design, deliver, and track structured training programs with ease. Integrated within the QMS environment, this module allows administrators to create training courses with defined start and end dates, ensuring learning activities are planned, controlled, and aligned with compliance requirements.

Each course can include multiple modules or lessons, complete with detailed descriptions and uploaded training materials such as documents or videos. Built-in assessments and quizzes help evaluate employee understanding by defining questions, correct answers, and passing scores, ensuring learning objectives are met before course completion.

Courses can be assigned directly to employees, who can access their training through the My Courses section. Users can track pending, in-progress, and completed courses, resume lessons at their own pace, and complete required quizzes. Upon successful completion, employees can download their training certificates, providing verifiable proof of learning for audits, compliance, and internal reporting.

Supplier Management

The Supplier Management Module provides a centralized platform to manage supplier information, performance, and compliance throughout the supplier lifecycle. Organizations can maintain accurate supplier profiles by capturing essential details such as supplier codes, contact information, location, and operational status, ensuring smooth communication, procurement efficiency, and regulatory alignment.

Beyond basic supplier records, the module supports structured supplier audits, performance evaluations, and qualifications. Users can conduct supplier audits, record findings and scores, evaluate suppliers against defined criteria, and manage qualification results over time. This enables continuous monitoring of supplier reliability, quality standards, and operational effectiveness.

To support compliance and traceability, the module also allows management of supplier certifications, including certificate details, validity status, and document uploads. With complete audit trails and historical records, the Supplier Management Module helps organizations build strong supplier relationships, reduce risk, and maintain consistent quality across the supply chain.

Document Management System

The Document Management System (DMS) within the QMS provides a centralized and secure platform for managing all quality-related documents across the organization. It supports structured document storage, version control, digital signatures, and detailed audit trails to ensure traceability, compliance, and transparency throughout the document lifecycle.

Documents are intelligently organized using metadata such as document type, department, or project, making retrieval fast and efficient. Features like OCR-based deep search enable full-text searching within scanned documents, while AI-powered document generation and summarization help users quickly create content and understand lengthy documents for faster reviews and decision-making.

The module ensures secure collaboration through encrypted document sharing, cloud storage integration, and controlled access permissions. Automated document archiving with retention policies, built-in document preview, and the ability to request documents via secure links further strengthen security, efficiency, and compliance within all document workflows.

Workflow Automation for Documents

The Document Workflow Automation feature simplifies and standardizes document-related activities by replacing manual processes with automated, rule-driven workflows. Organizations can define structured workflows to control how documents move through review, approval, and update stages—ensuring consistency, efficiency, and policy compliance at every step.

Users can configure custom workflows based on document attributes, user roles, or system events. Automated actions such as status transitions, reviewer assignments, and email alerts are executed automatically, reducing delays and minimizing human error. This allows teams to focus on decision-making rather than administrative follow-ups.

With real-time visibility into workflow progress, stakeholders can easily track task completion, identify bottlenecks, and ensure timelines are met. By enforcing standardized procedures and automated controls, the workflow engine helps organizations maintain audit readiness, improve accountability, and accelerate document lifecycle management.

Automated Reminder & Notification Scheduler

The Automated Reminder & Notification Scheduler helps organizations stay ahead of important document-related timelines by delivering timely alerts and notifications. Designed to reduce missed deadlines and manual follow-ups, this feature provides complete visibility into upcoming reviews, renewals, and compliance activities across the system.

Reminders can be configured with flexible scheduling options, allowing tasks to recur on a daily, weekly, monthly, quarterly, half-yearly, or yearly basis. Notifications can be tailored based on users or roles, ensuring the right people are informed at the right time without unnecessary noise.

By automating reminders for document expirations, approvals, and periodic reviews, the scheduler strengthens accountability and supports consistent compliance. It enables teams to act proactively, maintain control over critical events, and ensure document workflows continue smoothly without disruption.