- Inspection tools side by side
- Eleven inspection tools to compare
- Inspection tools by the work you do
- How long to keep an inspection record
- Checklist app or specialist inspection system?
- Six questions for an inspection software vendor
- Signs your inspections need software
- My plain advice on inspection software
- Frequently asked questions
Inspection software replaces paper checklists with mobile forms that record what was checked, by whom and when, with photos, signatures and follow-up actions. Some tools are general checklist apps, others focus on audits, equipment certification or field data collection. Eleven options follow in no particular order.
Paper checklists have a habit of getting filled in at the end of the week, in one pen, from memory.
Inspection software makes that harder, because every check carries a time, a person and often a photo. The eleven tools below are listed alphabetically and in no particular order, and every description comes from the vendor's own website, read this week. My guide to the steps for looking after a workplace covers the basics around inspections.
Inspection tools side by side
I checked the free plan column on each tool's own website, as of Oct 2026. Yes means the site names a free plan, a free version, a free account, a free edition or an open source release. Trial only means a time-limited trial. Not stated means the pages I read named neither, even where there's a button inviting you to try it, so check the vendor's page before you sign up.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Certainty | Audit and inspection software | Proving every issue was closed | Not stated |
| Device Magic | Mobile forms and data collection | Turning paper forms into mobile ones | Not stated |
| Fluix | Inspection management for field teams | Field teams working from documents | Not stated |
| Formitize | Paperless forms and job software | Small firms going paperless | Trial only |
| Fulcrum | Field operations and data collection | Map-based field inspections | Trial only |
| GoAudits | Audit and inspection app | Multi-site audits with photos | Trial only |
| GoCanvas | Frontline operations platform | Large frontline workforces | Not stated |
| InspectAll | Inspection and service software | Recurring inspections for service firms | Trial only |
| Lumiform | Frontline operations and inspections | Checklists for frontline staff | Not stated |
| Papertrail | Inspection and certification platform | Equipment inspection records | Not stated |
| Xenia | Operations execution platform | Consistency across many locations | Not stated |
Eleven inspection tools to compare
Certainty
Best for: Organisations who need audits and inspections where every finding is tracked through to verified closure.
Device Magic
Best for: Field teams who want their existing paper forms turned into mobile forms that work on any device.
Fluix
Best for: Field crews who want inspections, documents and customer sign-offs managed together on tablets, even out on remote sites.
Formitize
Best for: Small service businesses who want forms, inspections, quotes and jobs in one modular paperless system, with a free trial.
Fulcrum
Best for: Utilities and field operations teams who want inspections tied to maps and location data, with a free trial.
GoAudits
Best for: Multi-site businesses who want audits and inspections with photos and reports, starting with a 14-day free trial.
GoCanvas
Best for: Companies with large frontline teams who want inspections and data capture on mobile across many locations.
InspectAll
Best for: Service companies who run repeat inspections for clients and want schedules and reports in one app, with a free trial.
Lumiform
Best for: Businesses who want simple mobile checklists and inspections that turn frontline work into better operations.
Papertrail
Best for: Firms that inspect and certify equipment who want each item's inspection history, certificates and due dates kept together.
Xenia
Best for: Multi-location operators who want checklists, inspections and team tasks kept consistent across every site.
Inspection tools by the work you do
- Multi-site audits with photos: GoAudits or Lumiform.
- Consistency across many locations: Xenia.
- Large frontline teams: GoCanvas.
- Turning paper forms into mobile ones: Device Magic or Formitize.
- Map-based field inspections: Fulcrum.
- Field crews working from documents: Fluix.
- Recurring inspections for clients: InspectAll.
- Equipment inspection and certificates: Papertrail.
- Proving every finding was closed: Certainty.
How long to keep an inspection record
The Health and Safety Executive's guidance on inspecting work equipment says the result of an inspection should be recorded and the record kept at least until the next inspection of that equipment. It adds that records don't have to be made in writing, but if they're kept another way, such as on a computer, they should be held securely.
So digital records are fine, and often better. The point is that you can find last time's result when the next check comes round, and show an inspector a history rather than a single sheet.
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Checklist app or specialist inspection system?
General checklist apps are quick to set up and suit most retail, hospitality and facilities checks. You build a form, staff fill it in on a phone and issues become tasks.
Specialist systems go deeper on one job, such as certifying equipment, collecting data on a map or tracking audit findings until they're closed.
If inspectors work for clients or regulators, pick a tool whose reports they'll accept without retyping.
Kitchens and food producers have their own checks, and our list of food safety software compares software built for them.
Six questions for an inspection software vendor
- Does it work offline in basements and remote sites?
- Can inspectors add photos, notes and signatures?
- Do failed items turn into actions with owners?
- Can you schedule recurring inspections and reminders?
- Will records stay available until the next inspection?
- Can you export reports in a format clients accept?
When an inspection finds a fault, our list of work order software looks at tools for turning it into a job.
Signs your inspections need software
- Checklists get filled in late. Time-stamp each check.
- Faults are found twice. Turn them into actions.
- Old records are hard to find. Keep them searchable.
- Clients ask for reports. Export them in one click.
Do you make inspection or audit software? Tool makers can ask to be considered for a featured place on this list.
My plain advice on inspection software
Move one weekly checklist into a trial and run it on paper and in the app side by side for a month. If the app catches more issues and gets them fixed faster, move the rest. If it just copies the paper form, try a different tool.
For a look at how inspection data can feed maintenance, my piece on predictive maintenance and parts tracking shows where it can lead.
Frequently asked questions
What is inspection software?
It's software that replaces paper checklists with mobile forms, recording what was checked, by whom and when, with photos, signatures and follow-up actions.
How long should inspection records be kept?
HSE says the result of an inspection of work equipment should be recorded and kept at least until the next inspection of that equipment.
Can inspection records be digital?
Yes. HSE says records don't have to be made in writing, but records kept another way, such as on a computer, should be secure.
Does inspection software work offline?
Many tools let inspectors work offline and sync later, which matters on remote sites and in buildings with poor signal.
Is there a free trial of inspection software?
Several tools offer a free trial. Check the free plan column above and confirm on each vendor's site.
What's the difference between an audit and an inspection?
An inspection checks the condition of something, such as equipment or a site. An audit checks whether a process or system is being followed. Many tools handle both.
