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How to use this checklist
- 1
Define must-haves and nice-to-haves
Go through the list with quality, IT and one business department and mark what is essential. Fewer must-haves make the comparison clearer.
- 2
Pre-filter vendors
Send the must-haves to three to five vendors. Anyone who does not answer clearly drops out.
- 3
Test with real scenarios
In the demo or trial, test your own processes: approve a document, assign a training, record a deviation.
- 4
Compare total cost
Compare licence, implementation, data migration, training and internal effort over three years.
Detailed advice is in our guide on how to choose QMS software.
Requirements catalogue
Document control
Training and competence
Improvement and deviations
Standards and compliance
Evidence and integrity
AI features
Usability
IT, security and data protection
Vendor and cost
Download the checklist as PDF
Print-ready with tick boxes – ideal for your next audit or team meeting. Free; we also email you the link.
Frequently asked questions
How many vendors should I compare?
Three to five vendors are usually enough. More vendors increase the effort without improving the decision much.
How long does a QMS implementation take?
For SMEs a few weeks is realistic if templates can be used and documents imported. Complex data migrations and validation extend the timeline.
Do I need validated software?
In regulated areas such as medical devices or pharmaceuticals, computerised systems must be validated for their intended use. Ask the vendor for validation documentation.