Document Management Software
The right document, the right version, every time. Eliminate version confusion, route approvals automatically, and make sure everyone works from the latest controlled document — with a full audit trail a shared drive can never give you.
The right document, the right version, every single time
Shared drives and email attachments guarantee one thing: someone, somewhere, is working from an out-of-date document. Q-Hub gives you controlled documents where the current version is the only version anyone can find.
Version Control
One controlled master for every document, with full version history. Superseded versions are archived automatically, so the live version is the only one in circulation.
Learn moreApproval Workflows
Route documents through review and approval with the right people, in the right order — no more chasing sign-offs by email or wondering whether a procedure was ever approved.
Learn moreControlled Distribution
Publish an approved document to exactly the people and sites that need it, and know who has the current version — instead of hoping the right email reached everyone.
Learn moreRead & Understood
Capture that people have read and understood a new or changed procedure — with an electronic acknowledgement — so you can prove a critical update actually reached the front line.
Learn moreReview Scheduling
Every controlled document gets a review date, with automatic reminders — so procedures are kept current on a schedule, not rediscovered as out-of-date during an audit.
Learn moreSecure & Auditable
Permission-controlled access with a complete audit trail of who changed, approved, and accessed what — the control an ISO auditor expects and a shared drive can never give.
Learn moreFrom draft to controlled — and never out of date again
Q-Hub runs every controlled document through the same governed lifecycle, so the version people use is always the current, approved one.
Draft
Create or upload a document against a controlled document type.
Approve
Route it through the defined review-and-approval workflow.
Publish
Release the approved version to the right people and sites — old versions withdrawn.
Acknowledge
Capture read-and-understood sign-off where a change matters.
Review
Scheduled reviews keep it current, with reminders before the due date.
Documents connected to the work they govern
A procedure only matters when it’s used. Because document control lives inside Q-Hub’s QHSE platform, your controlled documents connect to the audits that check them, the training that rolls them out, and the processes that follow them.
- Audits reference the controlled procedure and current version directly
- A changed procedure can trigger read-and-understood training
- Forms and checklists always use the latest approved template
- A full change history stands up to any certification audit
A shared drive stores documents. It doesn’t control them.
Folders and email attachments have no version control, no approval trail, and no way to know who’s reading an out-of-date procedure. Document control is exactly what they can’t do.
| Capability | Shared Drive | Generic DMS | Q-Hub |
|---|---|---|---|
| Single controlled master + version history | ✗ | ✓ | ✓ |
| Defined approval workflows | ✗ | Partial | ✓ |
| Controlled distribution to roles/sites | ✗ | Partial | ✓ |
| Read-and-understood acknowledgement | ✗ | ✗ | ✓ |
| Scheduled document reviews | ✗ | Rarely | ✓ |
| Linked to audits, training & forms | ✗ | ✗ | ✓ |
| Full change & access audit trail | ✗ | Partial | ✓ |
| QHSE-native, mapped to your standard | — | ✗ | ✓ |
Competitor pricing as published by each vendor. Figures marked ≈ are converted from the currency they were published in at today’s rate, for comparison only.
Teams that ended version confusion for good
““We use it for as much as possible.””
““Qhub provides a visible, intuitive way to manage data and workflows.””
““Really made a difference with providing compliance during audits – both regulatory, customer, and internal.””
How Q-Hub compares to other QHSE software
Feature-by-feature comparison with leading quality, safety, and compliance platforms.
| Feature | EcoOnline | SafetyCulture | Qualio | Intelex | Ideagen | Q-Hub |
|---|---|---|---|---|---|---|
| Integrated QHSE platform | Limited | ✗ | ✗ | Limited | Limited | ✓ |
| Document control with e-signatures | ✗ | ✗ | ✓ | Limited | ✓ | ✓ |
| Audit & inspection management | Limited | ✓ | Limited | ✓ | ✓ | ✓ |
| CAPA & NCR workflows | Limited | ✗ | ✓ | ✓ | ✓ | ✓ |
| Incident reporting | ✓ | ✓ | ✗ | ✓ | Limited | ✓ |
| Risk assessment builder | ✓ | Limited | ✗ | ✓ | Limited | ✓ |
| Training & competence tracking | Limited | ✗ | ✗ | Limited | ✗ | ✓ |
| Custom form builder | Limited | ✓ | Limited | ✓ | ✓ | ✓ |
| Supplier management | ✗ | ✗ | Limited | Limited | Limited | ✓ |
| Mobile offline inspections | ✓ | ✓ | ✗ | Limited | Limited | ✓ |
| Management review module | ✗ | ✗ | ✗ | Limited | Limited | ✓ |
| ROI calculator | ✗ | ✗ | ✗ | ✗ | ✗ | ✓ |
| UK data hosting | Limited | ✗ | ✗ | ✗ | Limited | ✓ |
| UK-based support team | Limited | ✗ | ✗ | ✗ | ✓ | ✓ |
| Transparent pricing (no hidden fees) | ✗ | ✗ | ✗ | ✗ | ✗ | ✓ |
| Free 30-day trial | ✗ | ✓ | ✓ | ✗ | ✗ | ✓ |
Competitor pricing as published by each vendor. Figures marked ≈ are converted from the currency they were published in at today’s rate, for comparison only.
Your data is safe with us
Each certification and commitment, with the detail behind it.
Connects with the tools you already use
Q-Hub connects to your existing tools via REST API, webhooks and SSO, with bespoke connectors on request. More integrations coming soon.
A single out-of-date procedure can fail an audit — or cause an incident
Document management software questions
There is one controlled master per document. When a new version is approved, the previous one is archived and withdrawn automatically, and people only ever see the current approved version — so there’s no out-of-date copy in circulation.
Yes. Define reviewers and approvers per document type, route documents through them in order, track where each one is, and chase sign-offs automatically.
Yes. Capture read-and-understood acknowledgement when a document changes, chase outstanding ones, and hold the evidence that a critical update reached the front line.
Yes. Every controlled document has a review date with reminders before it’s due, so procedures are kept current on a schedule rather than found out-of-date during an audit.
Yes. Version control, approvals, controlled distribution, review scheduling, and a full change-and-access audit trail give an ISO auditor exactly the document-control evidence they expect.
During implementation, we help you import your existing documents, set document types and approval routes, and configure review schedules.
Works Seamlessly With
Audit ManagementLink audit findings directly to controlled documents and procedures. Quality ManagementISO 9001 compliance with integrated CAPA and management review. Health & SafetySafety policies, risk assessments, and contractor and site management.
See Q-Hub Document Control in Action
Book a personalised demo and see Q-Hub in action. No commitment required.
See PricingOne controlled home for every document that matters
Policies & procedures
Your management-system procedures, controlled and current, mapped to the standard.
Work instructions
Shop-floor instructions always at the latest approved version at the point of use.
Forms & templates
Controlled form and checklist templates so nobody uses an old version.
Certificates & records
Supplier certificates, test records, and evidence held and version-controlled.
Drawings & specifications
Engineering drawings and specs with revision control and controlled release.
External standards
Hold the standards and legal documents your system references, current and tracked.