Digital documentation software for accurate and accessible records

Lumiform accepts PDF, Word, and Excel file uploads and converts them into digital form templates. If your existing checklists are in table format, the upload tool extracts the structure and builds the form. Macros embedded in Excel files will not transfer, but the underlying data and layout can be imported. After upload, you edit and adjust the form directly inside Lumiform.

Yes, since the form builder is no-code. An office manager with no programming background can create, edit, and update forms directly in Lumiform. Adding or removing an inspection point does not break the form layout or require a developer to fix it afterward.

Yes. QR codes can be placed on machines, equipment, or locations. For example, when a technician scans the code, it opens the specific form linked to that unit. This removes the need to search through a list of forms manually, which matters when a technician is moving across multiple machines or sites in a single day. It also ensures the right checklist is always used for the right asset. The completed record stays linked to that unit, so the full history per machine builds up over time.

When a field worker records a negative answer or flags an issue during an inspection, Lumiform can automatically trigger a corrective action. That action is routed to the right person, tracked through to resolution, and logged against the original inspection. Managers do not need to manually follow up or chase status. Conditional logic in the form builder also controls what happens next based on specific answer selections, so the workflow adapts based on what is actually found on-site rather than running a fixed sequence regardless of results.

Field teams complete inspections fully offline on the mobile app. Data is stored locally on the device and syncs automatically once connectivity returns. This covers basements, large industrial plants, and construction sites where WiFi does not reach. No steps are lost between reconnections. The app does not require a live connection to move through a checklist. Once back in range, everything uploads without manual intervention. Data entered offline is not at risk of disappearing during the sync process.

Data is stored on servers in Germany. Completed reports are permanently stored and retrievable for the full duration of the customer relationship. If a unit was commissioned five years ago and a warranty claim comes up today, the original inspection record is still accessible. This covers scenarios like commissioning documentation, HACCP records, and maintenance protocols where retrieval years later is a real operational requirement. Data does not expire or get purged after a set period under normal account conditions.

Yes. Completed inspection data can be exported to Excel. For teams that need a full relational data structure, integrations with MS SQL, MySQL, and PostgreSQL are available. These allow you to pull Lumiform data directly into a database without transforming it through intermediate steps. The Analytics section also lets managers filter, analyze, and download results across inspections. For month-end reporting or inventory reconciliation, the export gives you a structured dataset rather than a stack of individual PDFs to process manually.

API access is available. It is included in the Enterprise plan and available as a paid add-on on the Professional plan. This covers use cases like pushing completed inspection data into an ERP or syncing records with a merchandise management system. Database integrations with MS SQL, MySQL, and PostgreSQL are also available for teams that need a relational data structure. If API access is a prerequisite for your rollout, Enterprise pricing applies.

SharePoint, Google Drive, OneDrive, Box, and Dropbox integrations are available. Completed PDF reports can be automatically stored in these without manual uploading. These integrations are included in the Enterprise plan and available as add-ons on the Professional plan.

Lumiform uses a flexible per-user pricing model, allowing you to scale access based on your team’s needs. Paid plans start at five users, with volume discounts available for larger teams. This approach ensures each inspection is tied to a specific user, supporting clear accountability and traceability. For detailed plan options and features, you can look at the pricing page.