Cloud-Based QMS, Built Into Microsoft 365
Move document control, audits, changes and corrective actions out of file shares and spreadsheets and into a cloud-based QMS that runs in the Microsoft 365 you already have. We plan it, move your records in and support your team long after go-live.
What Is a Cloud-Based QMS?
A cloud-based QMS (quality management system) runs your quality processes online instead of on a server in your building: document control, audits, nonconformance, corrective action and change management. Most cloud based quality management systems are standalone subscriptions, with one more login and one more vendor holding your records. If your business already runs on Microsoft 365, your QMS can live there instead, in SharePoint and Teams.
Either way, the software is only half the job. Your procedures and records have to move in, and your team has to use it. That’s where we come in. For a broader look at the benefits, read our guide to cloud-based QMS.
Signs your quality system has outgrown its home:
Files Everywhere
Procedures live in file shares and email, with no single current version.
Audit Scramble
Every audit starts with a scramble to find records.
Spreadsheet Tracking
Corrective actions and changes are tracked in spreadsheets.
Aging Systems
An old server or QMS needs upkeep nobody has time for.
One More Login
A standalone QMS would add another login and another bill.
Reports Built by Hand
Quality metrics get pulled together from several places every month.
Cloud-Based QMS vs. On-Premises QMS
Cloud-based
Runs Online, Maintained for You
A cloud based quality management system needs no server of your own. Updates and backups are handled for you, your team signs in from any site or device, and costs scale with the number of users. When it runs in Microsoft 365, it uses the sign-in and security policies your IT team already manages.
On-premises
Runs on Hardware You Own
An on-premises QMS runs on your own servers, so you control every detail, and you carry every job: hardware, backups, upgrades, security patches and remote access. That made sense when quality records lived in one building. For most growing businesses today, it’s cost and risk without a matching benefit.
What a Cloud QMS Should Handle
We implement these capabilities with QMS|share, a quality management system built on SharePoint and Microsoft 365. Each one maps to ISO 9001 requirements. See how QMS|share works.
Document Control
Controlled procedures, forms and work instructions with approvals, version history and a clear record of who changed what. Document control
Audits
Plan internal audits, record findings and follow each one through to closure, with the evidence in one place. Audit management
Nonconformance and Corrective Action
Log a nonconformance, find the root cause and track the corrective action until it’s verified. Nonconformance and CAPA
Management of Change
Review, approve and record changes to processes, products and documents before they reach the floor. Management of change
How to Choose a Cloud QMS
The best cloud QMS is the one your team will actually use and your auditor can follow. Before you compare products, ask these questions.
- ✓Does it cover document control, audits, corrective action and change?
- ✓Does it map to the standard you certify to, such as ISO 9001?
- ✓Where do your records live, and who controls them?
- ✓Does it work with the sign-in and tools your team already uses?
- ✓Can your existing documents move in with their history?
- ✓Who trains your team and supports you after launch?
A Cloud QMS That Lives in Your Microsoft 365
QMS|share doesn’t run beside Microsoft 365. It runs inside it. Your quality records are stored in your own SharePoint, permissions follow your existing directory groups, and your team does quality work in the tools they already use. It runs on the Microsoft 365 licenses you already pay for, with no QMS vendor subscription required.
Records stored in your SharePoint
Approvals and tasks in Teams
Permissions from your existing directory
Quality reporting in Power BI
Data stays in your tenant
One sign-in, no new platform
ISO 9001 pre-configured
No QMS vendor subscription
How We Implement Your Cloud-Based QMS
A structured five-step rollout that gets your quality team into a working system quickly, with support after go-live.
1Plan Security and Access
We map who needs to see, edit and approve each kind of record. Your data stays inside your Microsoft 365 tenant, with role-based permissions from your existing directory.
2Configure Your Environment
We set up the quality system in your SharePoint, configure permissions through your directory groups and build the framework for each module you need.
3Move Your Content In
Existing procedures, forms and records move into the controlled document library with their version history intact and the right details attached.
4Train and Check
We train your quality team and system administrators, then check every module against ISO 9001 requirements before launch.
5Go Live with Support
Your system goes live with 30 days of direct support from our team to resolve any setup or adoption issues, and we stay available after that.
Case Study: A Cloud QMS for a Regulated Manufacturer
Aerospace and Defense: An Audit-Ready QMS in the Cloud
- ✓About the client: A manufacturer in the aerospace and defense sector, working under strict regulatory oversight with AS9100, ISO 9001 and ITAR requirements.
- ✓The challenge: Manual systems and fragmented workflows made it hard to keep documentation consistent, manage corrective actions and track production work orders.
- ✓What we built: A tailored QMS on SharePoint Online and Power Platform (Power Apps and Power Automate): document control and traceability, customizable workflows for approvals and quality checks, an integrated corrective action system, work order management, and real-time monitoring and reporting.
- ✓The result: Documentation and processes stay inspection-ready, automated controls and traceability support industry standards, and streamlined workflows reduced manual effort and response times. The system was designed to grow with the business.
Quality Inside Microsoft 365
We implement your QMS in the Microsoft 365 tenant you already run, so records stay under your own security.
15+ SharePoint Experts
The team behind your quality system builds on SharePoint every day.
Microsoft Solutions Partner
More than 30 years in IT, with rollouts sized for small and mid-size businesses.
Cloud-Based QMS FAQs
What is a cloud-based QMS?
A quality management system that runs online instead of on your own servers. It handles document control, audits, nonconformance, corrective action and change management, and your team reaches it from any location through a browser or the Microsoft 365 apps.
What are some types of quality management systems?
Businesses typically use one of four: paper and file-share systems, on-premises QMS software, a standalone cloud QMS subscription, or a QMS built into a platform they already use, such as Microsoft 365. Most are designed around a standard like ISO 9001, which sets out what a quality management system has to do.
Is a cloud-based QMS secure?
It can be more secure than a file share or an aging server, because access, encryption and backups are managed centrally. With QMS|share, your records stay inside your own Microsoft 365 tenant and follow the security policies you already enforce.
Will a cloud QMS help us with ISO 9001?
Yes. Software doesn't certify you, but it makes the evidence an auditor asks for easy to produce: controlled documents, audit records, corrective actions and change history. QMS|share comes pre-configured for ISO 9001, and our ISO 9001 consultants can help with the rest.
Can we move our existing documents and records?
Yes. We migrate your procedures, forms and records into the controlled document library with version history intact, so nothing starts from scratch.
Do we need new licenses?
Not for QMS|share. It runs on the Microsoft 365 licenses you already pay for, with no QMS vendor subscription.
Is a cloud-based QMS right for a small business?
Often more than for a large one. There's no server to buy or maintain, and a QMS inside Microsoft 365 adds no new platform for a small team to learn. See our QMS software for small business guide.
What is the difference between a cloud QMS and an eQMS?
An eQMS (electronic QMS) is any quality management system run in software rather than on paper. A cloud QMS is an eQMS that runs online rather than on your own servers.
Bring Your Quality System Into Microsoft 365
Tell us how you manage quality today. We'll show you what a cloud-based QMS would look like in your environment.
Call (678) 393-1704 or email sales@abelsolutions.com.
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