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Overview
Smartflow lets field teams run inspections, manage compliance, as well as capture data on-site via mobile. While offline functionality is limited and data can be somewhat delayed when syncing in poor-connectivity areas, it still suits mid-sized to enterprise organizations that run inspections in regulated environments where consistency matters.
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Starting Price
€295.00
per year
Smartflow Specifications
- Time Tracking
- Task Management
- Reporting
- Budget Management
What Is Smartflow?
Smartflow - an inspection management software - runs on the web and mobile. It lets field teams build inspection workflows, capture data on-site (online or offline) and sync it back to the office in real time. Execution happens through the mobile app, while the reporting is generated once an inspection closes. This combination is what lets an inspection process stay consistent on multiple sites.
What Is Smartflow Best For?
The strongest feature of Smartflow is its no-code inspection template builder, called Smartflow Studio. Subject Matter Experts (not merely developers) can design inspection templates with conditional logic, as well as dynamic data capture, and multi-party collaboration rules. This is most useful for enterprise field teams that run a high volume of compliance-critical inspections within multiple sites, especially where external partners are involved.
How Much Does Smartflow Cost?
Investment in Smartflow’s basic subscription commonly begins at €295/year. Actual cost may vary based on the features selected, organizational size, and deployment scope.
Beyond the subscription, additional costs (based on industry benchmarks) may include:
- Implementation And Setup: Organizations should budget around $1,000–$8,500 one-time setup fees that depend largely on the size of the organization
- Custom Integrations: Can range from $3,000–$15,000 for connecting with ERP, asset management, or other enterprise systems
- Onboarding And Training: Businesses should budget around $500–$3,000 one-time fees
Disclaimer: Pricing references are based on publicly available third-party information and industry benchmarks. Actual costs may vary.
Smartflow Integrations
The vendor has not publicly provided details about third-party integrations.
How Does Smartflow Work?
Log in to the platform with your credentials and follow these steps:
- Build work orders centrally before deployment, so inspectors show up on-site already knowing what to capture
- Open the mobile app on-site and run the inspection (capture photos, videos, or sensor readings) online or offline
- Set conditional logic in the template builder, so each field worker only sees the questions relevant to their task
- Sync field data back to the office team and any external partners with the right permissions
- Trigger automated report generation on task completion with templates that are configured to filter and format findings
- Push those outputs to the client portal, so asset owners or end clients can check status, compliance records, as well as history
- Pull trends and patterns from the built-in analytics dashboards to support process improvement over time
Who Is Smartflow For?
The platform caters to the needs of the following industries and sectors:
- Industrial inspection and certification
- Construction and infrastructure
- Tank storage
- Government and public services
- Specialized engineering and manufacturing
- Energy supply and production
Smartflow Use Cases
Here's where the platform can be implemented, based on its features and user reviews:
Tank Terminals And Liquid Bulk Operators That Run Manual ISGOTT Checks
Paper-based ISGOTT safety checklists can be slow to complete. This is because every check has to be completed, signed, as well as physically handed off. This is where Smartflow can help. Its Ship-Shore feature digitizes that process: the checklist, communication between vessel and terminal staff, and the sign-off, can all happen in one system.
Inspection Service Providers That Compete On Transparency, Not Just Price
Several inspection companies still hand over findings as a static PDF at the end of the job. Smartflow's client portal gives asset owners direct login access to inspection status, as well as historical records, and compliance documentation. For a TIC company, this allows clients to access inspection information without relying only on a final PDF.
Field Teams That Lose Time To Incomplete Data And Repeat Site Visits
Static paper forms can't adapt when a technician flags something unusual. For example, if a technician flags an early sign of equipment wear, a static checklist has no way to prompt for the extra detail that follow-up would need. In turn, someone may need to return to the site. Smartflow’s conditional logic allows follow-up questions to appear based on the technician’s responses, so they don't have to manually identify what additional information is needed.
Organizations That Want To Move Off Spreadsheets And Email For Inspection Tracking
Teams that have to run inspections through spreadsheets and emailed forms tend to lose track of what's been completed, what's overdue, and where the compliance gaps are. This is not because anyone's careless, but because that setup has no single source of truth. Smartflow can help here. It combines assets, locations, along with checks, findings, and external partners in one system. It can work well for teams that have outgrown ad hoc tooling but aren't ready for a full enterprise asset management rollout.
Is Smartflow Right For You?
If inspections are a core part of how your organization operates - whether you're managing your own assets in a regulated environment or delivering inspections as a service — Smartflow is worth evaluating closely. It's built for teams that need workflows they can configure themselves, and has named clients including Vopak Europoort, KONE Netherlands, as well as KLM Equipment Services, Advario, and Impala Terminals.
When it comes to security: the platform operates on Microsoft Azure with end-to-end encryption, least-privilege access controls, along with the centralized identity management through OpenID Connect. It has a SOC 2-aligned storage architecture, and GDPR-compliant.
Still not sure about Smartflow? Contact our support team at (661) 384-7070 for further guidance.
Smartflow Features
Real-Time Collaboration
Field workers, office teams, and external partners (including clients and contractors) work in a shared space with granular permission controls. Terminal operators, as well as external surveyors, and a client representative can each see what's relevant to them easily. Timestamped activity logs create a traceable record of every interaction. This is useful for both day-to-day coordination and after-the-fact review.
Automated Reporting And Client Portal
Field data converts automatically into structured reports with the templates that are configured to filter and format findings for a given audience. For inspection service providers specifically, a client portal gives asset owners direct access to status, alongside the historical records, and compliance documentation.
Ship-Shore Collaboration (Liquid Bulk Terminals)
This feature for liquid bulk terminals helps users manage both ISGOTT and ADN compliance. It connects terminal staff, vessel captains, as well as loading masters, agents and port authorities in one workspace. It also includes handoffs with digital forms and in-app communication. Modules cover the ISGOTT checklist, berth scheduling, digital logbooks, vessel clearance, and timestamping detailed enough to support demurrage dispute resolution.
Operational Analytics And Insights Dashboards
Inspection data feeds into configurable dashboards that track completion rates. It also surfaces recurring findings across assets or locations and supports process improvement decisions. There's also an AI chat interface for querying operational data directly. But for anything beyond standard queries, users may need to export data to an external analytics tool.
Pros And Cons of Smartflow
Pros
Easy digital charting and inspection management
Highly customizable templates and workflow configurations
Strong collaboration with responsive customer support
Cons
Desktop experience is less intuitive than iPad
Finalized charts can be harder to locate
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Frequently Asked Questions
How much does Smartflow cost?
Smartflow’s pricing typically starts at €295.00/year, but the final cost may differ based on the features selected, organizational size, and deployment scope. Get in touch with us to get a personalized Smartflow cost estimate.
Does Smartflow offer an API?
The vendor hasn't disclosed API information publicly.
Does Smartflow have a mobile app?
Yes, Smartflow offers a mobile app.
Who are the typical users of Smartflow?
Typical users include organizations operating in the following industries: industrial inspection and certification, construction and infrastructure, tank storage, government and public services, specialized engineering and manufacturing, energy supply and production.
What language does Smartflow support?
The platform is primarily offered in English.
What other apps does Smartflow integrate with?
The vendor hasn't shared an integration list publicly.
What level of support does Smartflow offer?
The platform provides support via email and a ticketing system.