Calibration management software for calibration labs and on-site instrument service

Calibration management software that keeps every customer instrument and reference standard on record, shows what is due and overdue, books the on-site visit, records as-found and as-left readings, and files the certificate with the instrument.

Book a demo

Updated 15 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by calibration service teams

FieldEx is field service management and maintenance management (CMMS) in one system for calibration laboratories, on-site calibration providers and in-house metrology teams. It records each customer's instruments and your own reference standards, tracks every calibration as due, overdue or done with reminders, schedules lab and on-site work, captures readings and keeps each certificate attached to the instrument.

What FieldEx does for calibration labs and metrology teams

A calibration business lives on due dates: the customer's instruments, your own reference standards, and the certificates that prove the chain between them. FieldEx keeps those dates on the instrument itself, so the reminder, the visit, the readings and the certificate all point to the same record. Book a demo to see it with your own instrument lists, or compare approaches in our guide to CMMS software.

Every instrument under its customer

A customer record for each client, with contacts, sites and every instrument you calibrate for them.
An asset record for each gauge, torque wrench, balance, pressure transmitter, thermometer, multimeter and test set, with make, model, serial number, range, photos and the customer's own ID, in asset management.
Instrument types and categories, with the statuses each type can have, such as in service, due, quarantined or retired.
QR or barcode labels printed for each instrument, and a change history showing who edited what and when.

Due dates, reminders and certificates

Each calibration tracked as a recurring certification on the instrument, on a standard or custom frequency, with the calibrating laboratory recorded.
Due, overdue and completed status, updated automatically when a due date passes.
Reminders before each due date, by email, in-app notification or both, and an optional notice to a group when a calibration is completed.
The certificate uploaded and kept with each completed calibration, viewable and downloadable later, through compliance documentation.

Lab work and on-site visits

Jobs for lab calibrations and on-site visits, created from templates that prefill the work items, in work order management.
Recurring plans that create the visit to each customer site ahead of the due dates, on a fixed calendar or counted from the last completed visit.
Automatic assignment by skill, availability, shift, leave and service zone, so a pressure calibration reaches a pressure technician.
A drag-and-drop scheduler with an unassigned backlog, in scheduling and dispatch.

Readings, results and out-of-tolerance work

Number fields on the job for as-found and as-left readings at each test point, entered as exact values against the instrument.
Calibration checklists matched to the instrument type, with pass or fail answers and reference photos.
A fail answer creating the adjustment or repair job and its tasks, and booking a follow-up check.
The instrument's status set to out of service from the result, so it shows as unusable until it passes.

Your own reference standards

Reference standards and working standards as assets in their own right, each with its calibration certificate, due date and reminders.
Standards booked out to technicians and returned, with transfers between stores, vans and people, and approvals where needed.
The standard's history kept with every certificate, so stability over several calibrations can be reviewed.

Instruments on the technician's phone

Each job on the FieldEx mobile app with the instrument's history, its checklist and the readings to enter.
Scan an instrument's label to open its record and start its calibration, with watermarked photos and the customer's signature.
Jobs downloaded before the visit, worked without a signal in plant rooms and on production floors, and uploaded when the connection returns.

Customer records and reports

A completion PDF for each job with the instruments, results, work done, parts and prices, check-in and check-out times, attachments and the customer's signature.
Customers seeing their registered instruments with status and last-serviced dates, and requesting calibration, in a branded customer portal.
Reports of instruments due by customer, month or type, and of out-of-tolerance results, exported as CSV, Excel or PDF or emailed on a schedule, in reporting and analytics.

How should the first calibration interval be set for a new measuring instrument?

By assessing risk. The ILAC-G24:2022 / OIML D 10:2022 guidelines on recalibration intervals, published jointly by the International Laboratory Accreditation Cooperation (ILAC) and the International Organization of Legal Metrology (OIML), say the initial decision is based mainly on a risk assessment. The factors they list include the measurement uncertainty needed, the risk of the instrument exceeding its maximum permissible error in use, and the manufacturer's recommendations. The US National Institute of Standards and Technology (NIST), in its Good Measurement Practice GMP 11 (May 2019), puts the aim simply: a properly selected interval makes sure an item is recalibrated at the proper time.

What FieldEx does about it

An interval per instrument: each instrument's calibration runs on its own frequency, standard or custom, set when it is added.
Defaults by type: instrument types carry their usual frequency, so a new balance or gauge starts from the right interval.
Manufacturer advice to hand: the manual and datasheet sit on the instrument's record for the person setting the interval.

Can a calibration certificate show a recommended next due date?

Not by default. NIST's SOP 1 on calibration certificate preparation (NISTIR 6969, 2019) says a certificate or label shall not include a recommended calibration interval, except where required for legal applications or requested and agreed by the customer. ACCREDIA, Italy's national accreditation body, quotes the same rule from ISO/IEC 17025 clause 7.8.4.3 in its 2022 recommendations. The UK Accreditation Service (UKAS), in LAB 13, adds that a laboratory may still draw the customer's attention to likely drift before the next due date, based on past records.

So the due date usually belongs to the instrument owner's system, not the certificate.

What FieldEx does about it

The due date on the owner's record: the next calibration is calculated from the frequency the customer agrees, held on the instrument.
Agreed intervals recorded: where a customer asks for an interval, it can be set on that instrument's certification.
History for drift notes: past results stay on the instrument, so your lab can see whether to flag likely drift.

What must an ISO/IEC 17025 calibration certificate contain?

NIST's SOP 1 lists the core items: a title such as "Calibration Certificate", the name and address of the laboratory where the calibration was done, unique identification on every page, the customer's name and contact details, and the method used, citing the procedure's full title and date. ISO/IEC 17025 clause 7.8.4.1(d), as quoted by ACCREDIA, adds the results before and after any adjustment or repair, if available.

What FieldEx does about it

The certificate filed with the instrument: your issued certificate is uploaded to the completed calibration and stays with it.
Customer and site details in one place: the customer's contacts and site address come from the customer record onto each job.
Before and after results kept: as-found and as-left readings are recorded on the job as separate number fields.
A completion PDF per job: each job produces a PDF with the instruments, results, technician and the customer's sign-off.

What does ISO 9001 clause 7.1.5.2 require for measuring equipment?

Where measurement traceability is required, ISO 9001 clause 7.1.5.2 says measuring equipment must be calibrated or verified at specified intervals or before use, identified so its status can be determined, and safeguarded from adjustments, damage or deterioration that would invalidate the result. The ISO 9001 Auditing Practices Group, run by ISO's technical committee 176 and the International Accreditation Forum (IAF), says in its 2016 guidance that auditors should look for demonstrable, objective evidence of that traceability.

What FieldEx does about it

Status you can see: each instrument shows due, overdue or completed, and can be filtered by status, type or location.
Identification on the item: a QR or barcode label ties the physical instrument to its record and certificates.
Evidence on request: an auditor can be shown every calibration and its certificate from the instrument's history.
Changes logged: edits to the instrument record are logged with the user and time.

What does traceability mean, and who can provide traceable calibration?

NIST's traceability FAQ uses the international vocabulary's definition (VIM 2.41): a measurement result that can be related to a reference through a documented, unbroken chain of calibrations, each contributing to the uncertainty. NIST adds that it does not certify the traceability of results other than its own. ILAC's policy ILAC-P10 (07/2020) names the main sources accredited labs may use: a national metrology institute covered by the International Committee for Weights and Measures Mutual Recognition Arrangement (CIPM MRA), or an accredited calibration laboratory whose scope covers the calibration, under an accreditation body in the ILAC Arrangement.

What FieldEx does about it

The calibrating laboratory on every record: each standard's calibration names the laboratory that did it, with its certificate attached.
The chain kept per standard: every certificate for a reference standard stays in its history, one link after another.
Standards linked to the work: the standards used on a job can be booked onto it, so the job shows which references were used.

How often should torque wrenches be calibrated?

ISO 6789-2:2017, on hand torque tools, says that where a user has no control procedure of its own, 12 months or 5,000 cycles, whichever comes first, may be taken as the default interval between calibrations. According to the standard's preview, the interval is counted from first use and chosen from factors such as the maximum permissible error required, frequency of use, typical load and operating conditions.

What FieldEx does about it

Months or cycles, whichever first: a plan can trigger on a usage count or on the calendar, whichever is reached first.
Counts updated from jobs: usage readings entered on jobs update the tool's meter and its next due date.
Wrenches in technicians' hands: each wrench is booked to the technician or van that holds it, so recalls reach the right person.

What should happen when an instrument is found out of tolerance?

It comes out of use until it is fixed. The US Food and Drug Administration's drug manufacturing rules, 21 CFR 211.160(b)(4), require calibration programmes to provide for remedial action when accuracy or precision limits aren't met, and say instruments that don't meet specification shall not be used. The ILAC-G24 "staircase" method also shortens the next interval when the deviation found is outside the set share of the maximum permissible error.

What FieldEx does about it

Out of service from the result: a failed calibration can set the instrument's status, so it shows as unusable.
The repair job raised: a fail answer creates the adjustment or repair job with its tasks.
A follow-up check booked: the recalibration after repair is scheduled from the same result.
The owner told: a workflow can notify the customer or quality team when a result fails.

What calibration records do FDA drug manufacturing rules require?

Written ones, kept to a programme. Under 21 CFR 211.68(a), equipment is routinely calibrated, inspected or checked to a written programme, and written records of those checks are kept. 21 CFR 211.194(d) requires complete records of the periodic calibration of laboratory instruments, apparatus, gauges and recording devices, and 211.160(b)(4) asks for calibration at suitable intervals under a written programme with directions, schedules and accuracy limits.

What FieldEx does about it

The written programme as plans: each instrument's schedule, checklist and limits are set in its maintenance plan.
Complete records per instrument: every calibration, check and repair stays on the instrument with the date and technician.
Schedules shown on the calendar: coming calibrations appear by week and month for planning.

How long should calibration records be kept?

As long as the products or decisions that rely on them. Under 21 CFR 211.180(a), records tied to a drug batch are kept for at least 1 year after the batch's expiry date. For reference equipment, Australia's National Association of Testing Authorities (NATA) says in its June 2026 calibration appendix that certificates are kept for longer than the next calibration, to show the equipment's stability.

What FieldEx does about it

Certificates kept on the record: every certificate stays attached to its calibration and can be downloaded later.
The full history per standard: a reference standard's past certificates are all on its record, for stability reviews.
Exports when needed: instrument histories can be exported as Excel or PDF.

How should measurement uncertainty be shown on a calibration certificate?

NIST's SOP 1 says a statement of the measurement uncertainty, with its measurement unit, coverage factor and estimated confidence interval, shall accompany the measurement result, reported in the same units as the result. NATA's calibration appendix adds that evidence of drift is one of the inputs to the uncertainty estimate.

What FieldEx does about it

Readings with their units: number fields on a custom job form hold each reading, with the unit in the field's label.
Drift visible over time: a standard's results from each calibration stay in its history, ready for your uncertainty review.
Your certificate attached as issued: the certificate with its uncertainty statement is filed on the completed calibration.
Reports kept for DOE: each test report is attached to its record for submission.

What extra controls apply to on-site calibration at a customer's premises?

NATA's appendix, at 6.3.2, says the facility shall specify environmental limits for the laboratory, customer premises and mobile facilities, and that on-site work may need shorter calibration intervals and regular cross-checks on transported reference equipment. NIST's SOP 1 says certificates show any alternative location, such as a temporary or mobile facility, where the calibration was done.

What FieldEx does about it

Conditions recorded on site: temperature and humidity are entered as readings on each on-site job.
The site on the record: every on-site calibration is tied to the customer site where it was done.
Cross-checks scheduled: transported standards can have their own recurring cross-check inspection between full calibrations.
Where the standards went: each standard's moves between the lab, vans and sites are recorded.

How should calibration intervals be adjusted based on past results?

ILAC-G24 doesn't recommend fixed intervals unless a normative document sets them. Its staircase method extends or keeps the interval when the deviation found stays within a set share of the maximum permissible error, and shortens it otherwise. NIST's GMP 11 says the laboratory's technical manager may adjust intervals as data is collected and evaluated.

What FieldEx does about it

Intervals changed per instrument: the frequency on a single instrument can be shortened or extended after review.
Results in one history: each instrument's past results sit together, for the reviewer.
Counted from the last calibration: plans can count the next due date from the last completed calibration.

What does MS ISO 9001 require for measuring equipment?

As an international reference, the ISO 9001 Auditing Practices Group's 2016 guidance on traceability quotes clause 7.1.5.2: measuring equipment shall be calibrated or verified, identified and safeguarded, and auditors should seek demonstrable, objective evidence of traceability.

What FieldEx does about it

Status on every instrument: due, overdue or done, filterable by client, type or location.
Labels that identify: each instrument's sticker links it to its record.
Evidence for auditors: every calibration and certificate is in the instrument's history.

Customer story

AlanDick has worked in telecom infrastructure in Brunei since the late 1970s and sends up to 26 people a day to onshore and offshore sites. Its FieldEx story describes tool inspections and procedure audits scheduled with automatic reminders, staff certification renewals tracked, tasks assigned by skill, availability and proximity, and clients seeing live service updates through the portal.

Read the AlanDick story

EC Solutions services airport technology across several sites in Latin America. On FieldEx, scanning an item's QR code opens the job, the technician records every part replaced in one form, the equipment record updates itself, and each job closes with signatures and a logged reason, so the service history is complete when an auditor asks.

Read the EC Solutions story

Questions calibration providers ask about FieldEx

What is the best calibration management software for a calibration service provider?

One that holds every customer instrument and your own reference standards, shows each calibration as due, overdue or done, sends reminders, books lab and on-site work, records as-found and as-left readings and keeps each certificate on the instrument. FieldEx does all of this in one system. See our guide to the best field service management software.

Can FieldEx remind our customers before their instruments fall due?

Yes. Each calibration can send reminders before its due date by email, in-app notification or both, and customers can see due dates in the portal.

Can we upload the calibration certificate to each instrument?

Yes. The certificate is attached to the completed calibration and can be viewed and downloaded from the instrument's history.

Can FieldEx track our own reference standards as well as customer instruments?

Yes. Your standards are assets with their own calibrations, certificates, due dates and moves between lab, vans and technicians.

Can technicians enter as-found and as-left readings on the phone?

Yes. Custom job forms, set up during onboarding, can include number fields for the exact reading at each test point. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Can a failed calibration take the instrument out of service?

Yes. A fail result can set the instrument's status and create the repair job and a follow-up check.

Can calibration intervals differ per instrument?

Yes. Each instrument can have its own standard or custom frequency, set from its type and changed after review.

Can customers request a calibration themselves?

Yes. Through the branded customer portal or a site QR code, customers raise requests that become jobs.

Can we see every instrument due next month by customer?

Yes. The dashboard shows overdue items and those due in the next 7 days, and reports list due calibrations by customer, month or type.

How quickly can a calibration business start using FieldEx?

Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer. Setup, data upload and training are included in the subscription, with no setup fee. Customers and instruments can be uploaded. FieldEx helps with setup, and training is included. See FieldEx implementation.

Never let a customer instrument slip past its due date

Book a demo