01
Warehouse and DC
- Forklift check before every shift
- Racking, beam and guard inspection
- Docks, levellers and pedestrian routes
- Housekeeping, palletised loads and fire protection
Inspection and Audits for Logistics
In logistics, every operation demands attention: from the forklift and the warehouse racking to the vehicle leaving for the road, properly documented dangerous goods and a temperature that cannot fail. Whether in-house warehousing, 3PL or haulage, each operation has its particularities, but the commitment is the same: care and rigour in every check.
The essential points of attention in logistics, in a single app
In logistics, every operation demands attention: from the forklift and the warehouse racking to the vehicle leaving for the road, properly documented dangerous goods and a temperature that cannot fail. Whether in-house warehousing, 3PL or haulage, each operation has its particularities, but the commitment is the same: care and rigour in every check.
02
Transport and fleet
- Vehicle check before the trip
- Tyres, brakes, lights and reported defects
- Load securing and distribution
- Preventive maintenance and periodic inspections
03
Dangerous goods
- Transport documents and written instructions on board
- Orange plates, labels and vehicle equipment
- Checks before loading and unloading
- Segregated storage and spill containment
04
Cold chain
- Pre-cooling the vehicle before loading
- Temperature records at receipt, storage and delivery
- Temperature excursions and batch disposition
- Calibration of thermometers and loggers
In logistics, the record travels with the load
If the customer asked right now for the temperature record of the last delivery, how long would your team take to find it? With Smart apps, records are organised from the dock onwards, with evidence available whenever the team needs to look up or demonstrate what was checked.
Every shift, every vehicle
The forklift is checked at the start of the shift, the truck before every trip. Hundreds of short checks a week, and each one has to be shown on request.
The driver is on their own
Away from the warehouse, whoever drives decides whether the vehicle leaves. With the checklist on the phone, the defect is reported before departure.
Temperature does not wait
A temperature excursion decides what happens to the batch. Without a recorded reading, with time and owner, nobody can defend the load.
Evidence has to be at hand
The customer audits, roadside enforcement stops the truck and the insurer asks for evidence after a claim. All of it comes from the same record, or from nowhere.
What happens after the finding is written down
Recording the issue is the easy part and almost everyone already does it. What fails is what comes next: who handles it, by when, with what evidence, and how anyone knows it will not come back.
The record arrives late
The check is done on paper at the dock and typed into a spreadsheet at the end of the shift. What was not photographed at the time is gone.
The action has no owner
It sits in an e-mail to the traffic manager or a message to the supplier. Without a named owner and a deadline, nobody answers for it.
Nobody chases the deadline
Chasing depends on someone remembering to go and check. Usually they remember the day the client asks.
The close has no evidence
Saying it was resolved is easy. Showing the state before, the action taken and the state after is another matter.
Nobody knows what repeats
Without a type and a cause, the same deviation shows up at three docks and on two vehicles and counts as five isolated cases.
Management asks and waits
How many open issues, for how many days and in which warehouses or routes. The answer comes from phone calls, not from the system.
What the law already requires of every operation
In Brazil, NR-12 requires a machine inspection at the start of each shift and waives the record. ANVISA requires drug temperatures to be recorded and kept for two years. And vehicle inspection was never regulated.
Warehouse and DC
- Cables, chains, pulleys and hooks «inspecionados, permanentemente» (NR-11, 11.1.3.1)
- Forklift operator with an identification card valid for one year (NR-11, 11.1.6 and 11.1.6.1)
- Maintenance «registradas em livro próprio, ficha ou sistema informatizado» (NR-12, 12.11.2)
- Operator inspects the machine at shift start: no record required (NR-12, 12.14.2 and 12.14.2.1)
Transport and fleet
- Up to 5h30 of uninterrupted driving in road freight transport (CTB, art. 67-C)
- The driver is «responsável por controlar e registrar o tempo de condução» (CTB, art. 67-E)
- Recorder, logbook, time sheet or electronic means (CTB, art. 67-E, § 2º)
- Vehicle inspection, provided for since 1997, was never regulated (Federal Court SP, 2026)
Dangerous goods
- Consignor assesses safety conditions before every trip (Res. 5.998, art. 29, VIII)
- Carrier checks the vehicle before moving it (Res. 5.998, art. 35, XIV)
- Vehicle free of external dangerous product contamination (Res. 5.998, art. 35, IV)
- No record required ; the defence holds only «desde que devidamente comprovado» (art. 35, § 1º)
Cold chain
- Storage with equipment to control and monitor temperature and humidity (RDC 430, art. 43)
- «O monitoramento deve ser registrado», kept at least two years (RDC 430, art. 43, § 3º)
- Carrier monitors temperature with calibrated instruments (RDC 430, art. 64, II)
- Periodic monitoring only on worst-case routes, after risk analysis (RDC 430, art. 64, § 4º)
From street to management system, in four moves
It's the same sequence in all four domains, whether a safety inspection, a works audit or the periodic check of a harness.
Capture
In the field, on the phone, with or without a connection. What is not captured on the spot gets rebuilt from memory, hours later, back at the office.
Evidence it
Photo marked up and captioned, signature identified, time and coordinates, tied to the item they evidence instead of bundled in at the end.
Handle
The nonconformity leaves the field already with type, priority, due date, owner and a 5W2H action plan.
Deliver
Dashboard for management, report in your branding, and the process opened inside the management system , yours or your client's.
What the inspection subject can be
A work front, a network asset, equipment or PPE with its holder, a material batch. Each with its own record and accumulated history, instead of a loose document per check.
The rule is in the model
Conditionals, weights, severity, mandatory evidence, calculated items and exit rule. The same inspection gives the same result with any technician.
The finding has a flow
From finding to proven closure, with a trail of who did what and when. Where there is SoftExpert, the process opens inside it by native integration .
The whole inspection fits on the phone
Evidence that holds up in an audit
One work-site inspection produces dozens of photos. Whoever opens them a year from now has to see, unaided, what each one evidences.
Mark and caption
Free pen in six colours over the image itself, captioned at the moment of the inspection.
The mark survives the PDF
What was drawn on the phone enters the document as a numbered table, tied to the evidence number and to the answer that raised it.
No inspection closes half-finished
The system counts what is missing and says who has to sign. Usually two people: the inspector and whoever answered for the work front.
Open items in view
Unanswered questions, mandatory fields left blank, pending result and missing signature, counted by the system before it lets you close.
Signature with context
Name, e-mail, ID document and location captured at the moment of signing.
Calculated result
Score and rating applied by the model's rule, identical across every site and every crew.
Only then, closed
No open items and no missing signatures. Until then the inspection stays in progress, visible to whoever ordered it.
From checklist to certificate, with nothing to write up afterwards
The certificate and the technical sheet come from the same checklist the team filled in on site. What was answered, photographed and signed becomes the final document, in the company template.
Answer
Each item with its answer, numbered evidence and who answered.
Conclude
The conclusion and the issues go into the document, with category and description.
Sign
The inspector's signature, with date, time and location.
Issue
Certificate or technical sheet in the company template, with instance number and revision.
The certificate comes from the checklist
Nobody copies answers into a separate document. What is in the certificate is what was recorded on site.
One checklist, several documents
Report, certificate and technical sheet from the same answers, each in its own template.
No stray versions
Instance number and revision on every page: the client always knows which certificate they received.
Your inspection standard, applied the same by every crew
What today depends on the inspector's experience becomes a rule in the system, the same on every front and with any technician.
Conditional answers
The inspection first asks the conditions of the operation: dangerous, refrigerated or general cargo. Only then does it show what applies. That is what makes the "not applicable" answers disappear.
Weights and scoring
Each item is worth what it has to be worth, so the score reflects how critical the failure was rather than item count.
Calculated items
Formulas that combine answers and return the result on the spot, with no side maths.
Score evaluation
Rating bands that you define, applied automatically when the inspection closes.
Answer severity
A single critical item, such as missing PPE, fails the whole inspection.
Validation rules
Minimum and maximum ranges, mandatory evidence and justification, checked on the device.
The nonconformity leaves the field with an owner and a date
Finding the nonconformity is the start. What the operator charges for, and what you sell, is the record that someone closed it on time.
Opens on site
The noncompliant item opens the issue during the inspection, with the photo, the place and who found it.
Classifies
Type, priority and due date set by the process rule, the same on any front.
Handles
Named owner, 5W2H action plan, controlled deadline and automatic chasing.
Evidence
Auditable timeline: who did what, when, and with what evidence attached.
Nothing waits for someone to remember
Deadlines coming due, issues with no owner and overdue actions show on the dashboard and in the alert before the client asks.
Expand your ecosystem
The field record enters SoftExpert as a process
Native SoftExpert integration
Smart apps and SoftExpert have partnered for over twenty years. The integration is native, built by people who work on both sides, not a connector bolted on from outside.
01
Mobile execution
Inspection or audit completed on the phone, with evidence, answers and item context.
02
Server orchestration
SmartApp receives the closure, validates the package and prepares the integration send.
03
Integration queue
Async processing with status, retry and history for every submission.
04
SoftExpert workflow
Opens or updates the native SoftExpert process — no file export/import.
05
Occurrences and actions
Deviations follow the existing nonconformity flow, with evidence and owner.
06
Dashboards, portals and reports
Management follow-up, synced checklist portal and report attached to the process.
The record is already inside SoftExpert
Follow-up portal, answer grids, deviation with evidence and history for every send — in SoftExpert.
Every occurrence type has a workflow of its own
You create the occurrence types yourselves, and each one carries its own workflow. Below are four examples, not a closed list: a support ticket and an audit nonconformity are not handled the same way.
Nonconformity
Record · Root cause · Actions · Effectiveness check
Environmental anomaly
Record · Handling · Approval · Effectiveness check
Improvement opportunity
Record · Analysis · Actions
Support ticket
Record · Handling · Closure
From root cause to a verified close
This is where a digitised inspection parts ways with a good-looking report: the finding gets a method of analysis, a plan with an owner and a deadline, and a check that confirms the result.
Reports, inspection certificates and technical sheets, with your branding
The same checklist produces the document each reader needs: a report for management, a certificate for the end client and the asset technical sheet for the auditor. Nobody puts anything together in a rush the day before.
Report, certificate or technical sheet
Each document type has its own template: fields, order, logo and visual identity. You pick the template; nobody assembles the document by hand.
Numbered, traceable evidence
Each photo has its own number, linked to the item that required it, with who answered, date, time and coordinates.
Log of issues raised
Nonconformities listed at the end, with category and description, ready for the end client and the auditor.
Instance and revision in the footer
Every report carries the instance number and the revision on each page. No doubt about which version the client received.
The whole process in five steps
Dedicated features for every need.
01
Design the checklist
Your own checklists
Sections, items, weights and rules from your standard
Conditional answers
The right question at the right moment
Validation rules
Limits, mandatory fields and blocking
Calculated items
Formulas solved by the system
02
Run it in the field
Web and mobile execution
Offline by default, on iOS and Android
Complete evidence
Photo, audio, video, signature and GPS
03
Score and rate
Weights and scoring
The score reflects real criticality
Score evaluation
Rating bands applied automatically
Answer severity
A critical item fails the whole set
04
Handle the deviation
Configurable handling workflows
A workflow of its own for each occurrence type
Root-cause analysis tools
Ishikawa 6M, with the root cause flagged
Action plan and effectiveness
5W2H and effectiveness check with evidence
05
Govern and integrate
SoftExpert integration
Native, with governance and history
Customisable reports and inspection certificates
With issues, images and your company branding
Spreadsheet import
Initial load with no typing
Users and crews
Scope and permissions by profile
Traceability and audit
A complete trail of who did what
Take digital to the field. Bring the evidence back.
Contact
Book a conversation
SmartApp for Logistics
Tell us about the operation. We will follow up with the best evaluation path.