7 Equipment Auditing Software for Factory Machinery and Equipment Audits

Managing production machinery and equipment isn't just about maintenance. Companies also need to ensure that each asset is used according to procedures, inspected regularly, has adequate documentation, and meets safety standards and internal policies.

The problem is, equipment audits are often conducted using paper forms, spreadsheets, emails, and separate folders. This makes it difficult for companies to track inspection history, verify the implementation of controls, and ensure that any findings are addressed.

Using equipment auditing software can help companies manage the machine and equipment audit process more systematically. This system allows auditor, operational team, quality assurance, maintenance, and management document inspections, findings, evidence, recommendations, and corrective actions in one platform.

This article discusses the functions, benefits, important features, and several recommendations for factory equipment audit applications that companies can consider.

What is Equipment Auditing Software?

Equipment auditing software is software used to plan, implement, document, and monitor audits of machinery, production equipment, facilities, and a company's physical assets.

This software helps companies check whether equipment:

1. Used according to operational procedures.
2. Have a clear inspection and maintenance schedule.
3. Meet occupational safety standards.
4. Have complete documentation of condition and history.
5. Follow-up has been taken when damage or non-conformity is found.
6. Managed according to internal policies and industry standards.

Unlike simple checklists, more comprehensive machine and production equipment audit software can also support risk-based audit planning, worksheet management, recording of findings, approvals, corrective actions, and monitoring the completion of recommendations.

Summary of Equipment Auditing Software Functions

In general, an equipment audit system can help companies in the following activities.

Why Do Companies Need Factory Equipment Audit Applications?

Production machinery is a vital asset in a manufacturing company. A disruption to a single piece of critical equipment can impact production capacity, product quality, employee safety, and the achievement of operational targets.

Here are some reasons why companies are starting to need special applications for equipment audits.

1. Inspection data is spread across many places

Inspection checklists can be stored in physical forms, spreadsheet files, instant messages, emails, and individual department folders.

When a company requires audit evidence, the team must gather documents from multiple sources. This increases the risk of data loss, using the wrong document version, and delays in report preparation.

Audit applications can store documents and audit evidence centrally so they are easier to find again.

2. Inter-unit checklists are inconsistent

Companies with multiple factories, production lines, or branches may have different inspection formats.

This inconsistency makes it difficult for management to compare audit results between locations. With a machine inspection application, companies can create inspection templates and standards that apply to all units.

3. Findings were not immediately followed up

The value of an audit does not stop at finding problems. Companies need to ensure that every nonconformity has an action plan. PIC, deadlines, and proof of completion.

Without a monitoring system, findings risk being resolved late or reappearing in the next audit period.

4. The history of the engine condition is difficult to track.

Companies need to know whether certain machines are experiencing the same problems repeatedly. This information is essential for evaluating the effectiveness of controls, maintenance procedures, operator competence, and asset viability.

Equipment audit software helps keep a history of findings and corrective actions taken.

5. Management does not obtain information in real-time

Manual reports are typically only available after auditors have collected and processed all the data. As a result, management cannot immediately identify the number of critical findings or high-risk units.

Digital dashboards provide faster visibility into audit progress, findings status, and action plan completion.

Differences between Equipment Audit, Inspection, CMMS, and EAM

Companies need to understand that software audits, software inspections, CMMS, and EAM have different focuses.

Companies don't always have to choose one system over another. In large organizations, audit applications can be used alongside a CMMS, ERP, QMS, or asset management system.

For example, a CMMS can be used by a maintenance team to manage work orders. Meanwhile, equipment auditing software is used by internal auditors to assess whether maintenance processes are being implemented in accordance with established policies, risks, and controls.

Key Features of Production Machine and Equipment Audit Software

Before selecting an application, companies need to ensure that the system is capable of supporting comprehensive audit needs.

1. Audit universe dan risk assessment

Equipment that poses a significant risk to safety, quality, or production continuity should receive higher priority.

The risk assessment feature helps companies group machines based on several factors, such as:

• Machine criticality level.
• Impact if damage occurs.
• Frequency of disturbance.
• Asset value and age.
• History of previous findings.
• Occupational safety risks.
• Impact on product quality.
• Inspection obligations based on policy or regulation.

The assessment results can be used to determine audit priorities and frequency.

See also: Know what the Audit Universe, benefits, procedures, and examples

2. Audit planning and scheduling

The software needs to provide features to define:

• Audit objects and locations.
• Scope of inspection.
• Implementation period.
• The auditor on duty.
• Department or auditee.
• Audit programs and procedures.
• Solution target.

Centralized planning helps reduce the risk of missed schedules and double checks.

3. Customizable checklist

Each type of machine has different characteristics and procedures. Therefore, companies need to be able to customize checklists based on the type of equipment, location, production process, and standards used.

A production machine audit checklist may include:

• Asset identity, number and location.
• Physical condition of the machine.
• Safety protective equipment.
• Leaks, vibrations, or abnormal sounds.
• Electrical conditions.
• Compliance with operational parameters.
• Preventive maintenance schedule.
• Calibration notes.
• Damage history.
• Operator competence and authorization.
• Availability of SOPs.
• Cleanliness and condition of the work area.
• Completeness of the logbook.

4. Documentation of digital evidence

Auditors need to be able to upload evidence in the form of:

• Photo of the machine condition.
• Short video.
• Maintenance documents.
• Calibration certificate.
• Equipment logbook.
• Measurement results.
• SOP Document.
• News.
• Confirmation from the auditee.

Evidence needs to be directly linked to the audit procedures or related findings to be easily traced during the review process.

5. Recording findings and risk levels

Software needs to help auditors document the elements of findings in a structured manner, including:

• Conditions found.
• Criteria or standards that should be met.
• Cause of non-conformity.
• Impact or risk.
• Supporting evidence.
• Recommendations for improvement.
• Priority level of findings.

Classification can be made into low, medium, high and critical categories according to the company methodology.

6. Corrective action and PIC appointment

Each finding should have a clear action plan. Corrective action features should include:

• Description of corrective action.
• Person in charge or PIC.
• Solution target.
• Employment status.
• Deadline reminder.
• Upload proof of completion.
• Review auditor.
• Approval of closing findings.

With this mechanism, companies can distinguish between findings that are still open, being processed, awaiting verification, or have been completed.

7. Workflow review and approval

Equipment audit results need to go through a review process to ensure procedures, evidence, and conclusions are adequate.

Tiered approval also helps companies maintain separation of duties between auditors, reviewers, audit managers, and auditees.

8. Dashboard and reports

Management needs easy-to-understand summaries, such as:

• Number of audits planned and completed.
• Number of machines that have been inspected.
• Findings based on risk level.
• Findings by location or department.
• Action plan that missed the deadline.
• Equipment with repeated findings.
• Compliance trends over time.
• Recommendation completion level.

The dashboard helps management determine improvement priorities and resource allocation.

9. Audit trail

Audit trail record who performed the activity, when the activity was performed, what information was changed, and who gave approval.

This feature is necessary to maintain transparency, accountability, and integrity of the audit process.

10. Integration with other systems

For more complex needs, companies may consider integration with:

• Enterprise Resource Planning or ERP.
• Computerized Maintenance Management System atau CMMS.
• Enterprise Asset Management or EAM.
• Quality Management System atau QMS.
• Procurement system.
• Sistem inventory.
• Business intelligence.
• Single sign-on.
• Enterprise API.

Integration can reduce repetitive data entry and help auditors obtain data from more consistent sources.

7 Recommended Equipment Auditing Software for Business

The following list is organized by the focus of use and features advertised by each provider. The order does not imply that one application is necessarily better for all companies.

1. Audithink

Suitable for: Companies that require comprehensive internal audit management, including audits of machines, assets, facilities, and operational processes.

Audithink is an internal audit management software that helps companies manage audit stages starting from risk assessment, planning, implementation, documentation, review, reporting, to follow-up monitoring.

In the context of an equipment audit, companies can include production machinery, facilities, maintenance processes, and asset management as part of the audit universe.

Audithink key features:

• Annual Audit Universe.
• Annual Risk Assessment.
• Annual Audit Plan.
• Auditor assignment management.
• Audit work program.
• Working paper digital.
• Centralized evidence documentation.
• Multi-level review and approval.
• Management of findings and recommendations.
• Corrective action.
• Upload proof of completion.
• Follow-up monitoring.
• Dashboard and reports.
• Audit trail in the audit process.

Advantages:

Audithink isn't just focused on field inspection checklists. This platform is more relevant for companies looking to connect equipment audits with risk management, audit programs, working papers, findings, recommendations, and action plan monitoring.

Things to consider:

Companies need to determine whether their primary need is internal auditing or day-to-day maintenance management. For highly technical technician work orders and preventative maintenance, integration with a CMMS may still be necessary.

2. SafetyCulture

Suitable for: Companies that need a mobile-based inspection checklist.

SafetyCulture provides an inspection platform that can be used to convert paper forms or spreadsheets into digital checklists.

Relevant features:

• Template checklist.
• Form builder.
• Conditional logic.
• Photo documentation.
• Report creation.
• Penetapan follow-up action.
• Team collaboration.
• Access via mobile devices.

SafetyCulture can be considered for equipment inspections, safety checks, work area audits, and routine checking activities.

3. GoAudits

Suitable for: Manufacturing, quality assurance, safety, and factory operations teams.

GoAudits provides an audit and inspection platform with a focus on field inspections. The system can be used for daily checks, pre-shift checks, equipment safety, GMP audits, 5S, 6S, and factory floor walkthroughs.

Relevant features:

• Digital checklist.
• Usage via web and mobile devices.
• Offline use support.
• Photos and annotations.
• Electronic signature.
• Timestamp.
• Automatic scoring.
• Automated report.
• Corrective action.
• Inspection results dashboard.

This application can be an option for companies that need to implement digital checklists on several shifts, lines, or factory locations.

4. Lumiform

Suitable for: Companies with recurring inspection processes and dispersed operational locations.

Lumiform is a digital platform for managing checklists, inspections, audits, and corrective actions.

Relevant features:

• Digital inspection form.
• Online and offline access.
• Penetapan corrective action.
• Proof of solution.
• Audit-ready report.
• Dashboard real-time.
• Inspection template.
• QR code to access forms based on assets.
• Integration via API and webhooks.

QR codes can help teams open checklists that correspond to specific machines or workstations, making the inspection process faster and more structured.

5. MaintainX

Suitable for: Companies that require a combination of maintenance management, asset management, work orders, and inspection checklists.

MaintainX focuses more on CMMS and enterprise asset management than internal audit software.

Relevant features:

• Work order.
• Preventive maintenance.
• Checklist dan inspection procedure.
• Asset history.
• Asset performance monitoring.
• Spare parts management.
• Corrective work order from inspection results.
• Integration with enterprise systems.

MaintainX can be considered if the company's primary need is to maintain machine availability and link inspection results with maintenance work.

6. ToolSense

Suitable for: Companies that require inspection management as well as equipment history.

ToolSense provides functions for building inspection forms, scheduling inspections, documenting findings, and storing a history of each asset.

Relevant features:

• Custom inspection form.
• Recurring inspection.
• Photo documentation and notes.
• Inspection report.
• Equipment history.
• Asset management and maintenance.

This platform can be used for machines, vehicles, tools, and various other physical assets.

7. Mobiess

Suitable for: Organizations requiring asset register-based inspections.

Mobiess provides asset-based inspection management that links inspection reports with asset registers.

Relevant features:

• Asset register.
• Inspection scheduling.
• Recording of asset conditions.
• Defect documentation.
• Corrective action.
• Photos as evidence.
• Compliance reporting.
• Maintenance planning support.

An asset-based approach can help companies view the condition and inspection history of each piece of equipment in a more structured manner.

A Brief Comparison of Equipment Audit Software

Example of a Production Machinery and Equipment Audit Checklist

Here's a simple example that can be adapted based on the type of equipment and company processes.

A. Equipment identity

• Asset name and code.
• Serial number.
• Brand and type.
• Year of purchase.
• Location of use.
• Responsible department.
• Operator name.
• Asset criticality level.

B. Physical conditions and safety

• There is no serious physical damage.
• Machine guards are available and functional.
• The emergency stop button can be used.
• Electrical cables and panels are in safe condition.
• There is no leakage.
• The area around the machine is clean.
• The warning label is still visible.
• Personal protective equipment is available.

C. Machine operation

• The machine operates according to parameters.
• There are no abnormal sounds or vibrations.
• The control system is working.
• Sensors and indicators work.
• Usage capacity according to specifications.
• Operators follow SOP.
• Operational logbook updated.

D. Maintenance and calibration

• Preventive maintenance is carried out according to schedule.
• Documented work orders.
• Critical spare parts are available.
• Crash history is saved.
• The measuring instrument has been calibrated.
• The calibration certificate is still valid.
• Previous corrective actions have been verified.

E. Documentation and compliance

• SOP is available and uses the latest version.
• Operators have the necessary competencies.
• Daily checks have been carried out.
• Inspection documents are traceable.
• Previous findings have been followed up.
• Approval is carried out by the authorities.
• Data changes are recorded in the audit trail.

How to Choose the Right Equipment Auditing Software

1. Determine the purpose of use

Companies need to determine whether the system will be used to:

• Risk-based internal audit.
• Routine operator inspection.
• Security check.
• Compliance audits.
• Quality control.
• Maintenance management.
• Asset life cycle management.

These goals will influence the type of software that is most appropriate.

2. Map the running processes

Identify how the company currently plans, inspects, documents, reports, and monitors findings.

This mapping helps companies identify which processes need to be maintained, simplified, or automated.

3. Evaluate the flexibility of the checklist

Ensure the company can modify the checklist without having to rely on the vendor. The form should be customizable based on machine type, location, department, and risk level.

4. Check corrective action management

Don't just evaluate the ability to complete a checklist. Consider whether the system can assign a PIC, deadlines, reminders, proof of completion, and approval for closing findings.

5. Consider access rights and security

Companies need to be able to restrict access based on roles, such as:

• Administrator.
• Auditor.
• Reviewer.
• Audit manager.
• Operator.
• Maintenance.
• Auditee.
• Management.

Also check the backup mechanisms, data security, and user activity logging.

6. Evaluation of integration capabilities

If your company already uses ERP, CMMS, QMS, or EAM, consider integration capabilities to avoid data duplication.

7. Conduct a demo based on a real case

When conducting a demo, use examples of your company's own processes. For example, ask the provider to demonstrate the following flow:

1. Create a production machine audit program.
2. Assigning auditors.
3. Fill out the inspection procedure.
4. Upload photos and documents.
5. Record critical findings.
6. Set PIC and deadlines.
7. Upload proof of repair.
8. Conduct a review.
9. Closing the findings.
10. Presenting reports to management.

With real scenarios, companies can assess the suitability of the system more objectively.

Benefits of Equipment Auditing Software for Companies

Proper implementation can provide the following benefits.

1. Improve inspection consistency

Auditors and officers use the same procedures and checklists so that audit results are easier to compare.

2. Strengthen audit documentation

Evidence, notes, working papers, findings, and approvals are stored in one system.

3. Accelerate monitoring of findings

Management can view corrective actions that are not completed or have passed the deadline.

4. Reduce the risk of recurrent findings

Finding history helps companies identify persistent problems on a particular machine, process, or location.

5. Support risk-based decision making

Companies can prioritize improvements to assets that have the greatest impact on safety and production.

6. Increase accountability

Every activity, change, review, and approval can be traced through an audit trail.

7. Facilitates reporting to management

The dashboard provides a summary of equipment audit conditions without having to manually combine data.

Conclusion

Equipment auditing software helps companies manage audits of machinery, production equipment, facilities, and physical assets in a more structured manner.

The right system doesn't just provide a digital checklist. Companies also need to consider risk assessment capabilities, audit planning, evidence documentation, working papers, findings management, corrective action, approvals, dashboards, and audit trails.

SafetyCulture, GoAudits, and Lumiform focus more on checklists and field inspections. MaintainX and ToolSense are more focused on maintenance and asset management needs. Meanwhile, Audithink can be considered by companies requiring end-to-end internal audit management and wanting to link equipment audits to risks, internal controls, findings, and follow-up monitoring.

Software selection must still be adjusted to the objectives, operational complexity, audit methodology, number of locations, integration needs, and organizational structure of the company.

Manage Equipment Audits in One Platform with Audithink

Does your company's machinery and equipment audit process still rely on spreadsheets, emails, and separate folders?

Audithink helps audit teams manage risk assessments, audit plans, work programs, working papers, evidence, findings, recommendations, corrective actions, reviews, and reporting in one integrated platform.

Learn more through Audithink home page, schedule Audithink app demo, or contact Product Expert to discuss your company's audit needs.

Frequently Asked Questions