The Non Conformance Software Built for the Front Line

Sitemate’s Non Conformance Software is powered by Dashpivot, and allows site teams to easily log non-conformances at the job site. Storm, Sitemate’s AI agent, can fill out reports with issue details, corrective actions, and even photos, then site supervisors can review, edit, and sign off directly on the form via e-signature.

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Trusted by companies, projects and teams of all sizes

Why Non Conformance management Is Harder than It Should Be

Documenting non-conformances can take too much time

Workers may need to record defect details, root causes, and photos on the spot, which can lead to rushed or incomplete entries.

Paper-based non-conformance reports can be lost or left incomplete

Paper-based non-conformance reports can go missing, get damaged, or have missing details, leaving quality teams without a reliable record of what went wrong.

Slow resolution of non-conformances stalls progress

Without a clear system to track corrective actions, non-conformances can sit unresolved, holding up work until the issue is addressed.

Unresolved non-conformances may lead to repeat defects

When root causes are not properly recorded and actioned, similar non-conformances can recur, resulting in rework and added costs.

A Smarter Non Conformance App

AI-assisted non-conformance report creation

Storm can help turn user prompts into a complete non-conformance report, pre-filled with details that are specific to user input.

Corrective actions are linked to each report

Follow-up actions can be assigned and tracked directly against each non-conformance, keeping resolution connected to the original issue.

Close out non-conformances faster

Quality teams can review, verify, and sign off on corrective actions within Dashpivot, instead of waiting on paperwork to reach the office.

Unresolved non-conformances may lead to repeat defects

Every non-conformance is logged with photos, root causes, and corrective actions, giving quality teams a clear record they can use to spot recurring problems.

How AI works in the Non-Conformance Software

Sitemate's AI agent Storm is integrated into the Non-Conformance Software to further streamline the reporting process. Storm can immediately scan voice recordings and photos and directly auto-populate fields in the non-conformance report. Workers will only need to review the report before escalating it to supervisors.

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Storm
AI Form Fill
Capture what you see and say - Storm will fill the form.

Use the photos and voice clip to fill out the Non Conformance for me

Fill

Feed Storm the raw data on non-conformance

Workers that identify a non-conformance issue can use the voice recording feature while documenting the issue and take photos of the affected area, eliminating the need to manually input information.

Auto-population of fields

Storm scans through the voice recordings and photos taken, and immediately populates data into the fields of the non-conformance report.

Review and escalate

Workers identifying the issue will verify the auto-populated fields to ensure everything is correct, and then escalate it to the supervisors through automated notifications.

Final review by supervisors

Supervisors will then review the report for any identified issues before approving the corrective action. Any confirmed non-conformances will first be flagged for rework or further investigation.

How AI Helps With Non Conformance

Streamlining the Non-Conformance Process

  • Storm and AI Form Fill can turn user prompts, photos, and voice notes into a complete non-conformance report in seconds
  • Available on any device, the Non-Conformance App lets crews log defects, deviations, and quality issues right on their mobile phones, right when they’re identified on site
  • Pre-built templates guide workers through what to capture, so nothing gets overlooked and left out of the report
  • Digital timestamping, GPS tagging, and photo capture streamline traditional manual admin work when creating non-conformance reports
  • Stakeholders and project management get notified immediately of new non-conformance reports when the report is submitted for approval

Understanding Non Conformance Software

What is a Non-Conformance Software?

A Non-Conformance Software is a tool that quality and site personnel use to create non-conformance reports, documents that record instances where work, materials, or processes fail to meet specified requirements. These reports are usually created as soon as the issue is identified, and cover details on the nature of the non-conformance, its cause, and the corrective action needed. With a Non-Conformance Software, teams can keep a digital record of these issues, as well as their resolution and close-out.

What does a Non-Conformance Software help record?

  • General information like project name, site location, and date identified
  • Description of the non-conformance and where it was found
  • Reference to the specification, drawing, or standard not met
  • Root cause of the non-conformance
  • Immediate containment or corrective action taken
  • Disposition, such as rework, repair, or reject
  • Name and sign-off of the person responsible for close-out
  • Supporting photos and attachments

Why is non-conformance tracking important?

Non-conformance tracking is important because it is a means by which quality teams can identify issues in work, materials, or processes, and elevate them to project management for proper action. These issues can arise from factors like human error, faulty materials, or gaps in the work procedure itself. This is especially relevant to industries like construction and industrial or manufacturing plants, where non-conformances can affect the safety and integrity of the finished work if left unresolved. Additionally, non-conformance records serve as a basis for project teams when identifying recurring issues and improving processes going forward.

How To Set Up a Digital Non Conformance Using Sitemate

Set up Non-Conformance report templates

First, you will need to create the templates that will be used as standard forms for all your non-conformance reports. Supervisors can create these forms in Dashpivot, where they can add fields for project details, description of the non-conformance, root cause, and corrective action recommendations.

Use Storm to fill out Non-Conformance templates

Storm captures insights and context from all sorts of user input. Manual user prompts, voice notes, photo analysis, and automatic location and time capture are all taken into account in the form.

Set up notifications

Set up the notification workflow within Dashpivot to send automatic alerts to supervisors and project managers as soon as non-conformance reports are logged.

Train personnel

Train personnel on how to use the Non-Conformance Software, especially on how to input data, photos, and voice recordings, collecting signatures, and reviewing the auto-populated fields.

Go live with the Non-Conformance Software

Deploy the Non-Conformance Software and start running consistent, well-documented non-conformance reports.

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Start Faster With Built-In Non Conformance Software Templates

Non conformance report template

Non-Conformance Report (NCR)

This free non conformance report template (NCR) makes recording, downloading, sharing and approving of non conformances simple and efficient.

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Commercial building inspection checklist

Commercial Building Inspection Checklist

This commercial building inspection checklist can be used and customised for any commercial building. Download it for free here.

See the template
Structured cabling installation checklist

Structured Cabling Installation Checklist

This Structured Cabling Installation Checklist is a reliable checklist that inspects (with guide & tips) cable runs with a free PDF example.

See the template

See How Sitemate Has Already Helped Companies Like Yours

Ward Civil

"Everything is in real-time. No longer do we need to print out forms or take out hard copies."

- Brian Mahon, COO

80%

Time saved on document handling

90%

Faster approvals

Non-Conformance Software with Flowsite

Flowsite automatically transfers completed non-conformance report data from Dashpivot into quality dashboards and tracking systems, removing the need for manual re-entry. Quality and project teams get real-time visibility of non-conformances, so issues can be reviewed and closed out with minimal admin work.

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Comparison: Paper Non Conformance vs Digital Non Conformance

Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.

Non-conformance report preparation

Non-conformance report format

Versioning

Reporting speed and flexibility

Data capture

Root cause and corrective actions

Approvals

Audit trail

Trend tracking

Storm uses voice notes, field notes, and other user input to create non-conformance reports with pre-filled data that workers can use as a guide.
Consistently get accurate and quality content, neatly formatted within a standard form for all non-conformance reports.
Everyone works from one live version that's always up to date.
Workers can log a non-conformance within minutes, straight from a phone or tablet, right at the point it's found.
Photos, descriptions, and location details are captured immediately by workers on their phones.
Root cause notes and corrective actions can be added directly to the report, with due dates and reminders included.
Once the report is complete and submitted, the appropriate personnel are automatically notified for review and approval.
Every submission, edit, and approval is time-stamped as soon as it is made.
Non-conformance reports build a searchable record, so recurring issues can be sorted and filtered by date, project, type, and more.

Paper

Non-conformance reports must be filled out from scratch every time, relying on the worker's memory of what went wrong.
Non-conformance report quality and completeness vary depending on who is preparing and filling out the form.
Supervisors have to manually update and send out the most recent version of the non-conformance form.
Reporting a non-conformance means workers need to spend time later, finding a form and writing it up from memory.
Workers have to write everything down by hand, then match it up with the right item or job later.
Root cause and corrective actions are usually tracked separately in a notebook, spreadsheet, or relying on someone remembering to follow up.
Getting the approving personnel to sign-off means physically passing on, scanning, or emailing the paperwork.
Each change or edit must be time-stamped manually, and tracking these changes will require more digging.
Spotting recurring issues means manually sorting through folders, paper files, emails, or spreadsheets.

Frequently asked questions about the Non Conformance Software

Does Dashpivot work even if offline?

Yes, the Non Conformance Software can work even without internet connectivity. It stores all collected data, like photos and corrective action notes, in the phone and automatically syncs when connectivity returns.

How does AI help when raising a non conformance?

Sitemate’s AI assistant Storm can extract data from photos and voice recordings and auto-fill the relevant fields on the report. This process eliminates manual data entry, which significantly streamlines how teams use non conformance management software on site.

Can I update existing forms in the app?

Yes, you can easily update non conformance forms in the app to align with your workflow and quality standards by using the powerful drag-and-drop form builder in Dashpivot.

Can I generate dashboards from logged non conformances?

Yes, non conformance reporting software like Dashpivot can generate dashboards based on collected data from completed reports. Supervisors and managers can easily track open issues and recurring trends without the need to manually compile records.

How does the software help track a non conformance from report to close-out?

Every logged issue moves through defined stages, from initial report to corrective action to final sign-off. As non conformance tracking software, Dashpivot gives supervisors a clear view of what’s open, overdue, or resolved at any point in a project.

What happens if a critical non conformance is identified?

Using the automated notification system, supervisors and quality officers are immediately informed of critical issues and can take the needed actions to address them before work continues.

How does tracking non conformances help manage the cost of non-conformance on a project?

Logging issues consistently makes it easier to see patterns behind rework, delays, and wasted materials over time. Understanding non conformance cost this way helps teams using non compliance software address root causes rather than just individual incidents.

Version History

2026-07-09 v1.0 Sitemate
First published content.

Non Conformance in Minutes, Not Hours

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