KALDATA Calibration Laboratory Management Software

Calibration laboratory software brings quotation, device intake, calibration, certificate and invoicing steps together in one system. KALDATA runs this flow from quotation to invoice without breaks; instead of paper and scattered Excel files, every record is kept in one traceable place.

• End-to-end process: quotation, intake, certificate and invoice move forward on the same record.
• Certificate templates: templates prepared online keep typing errors to a minimum.
• Reference device management: calibration, maintenance and check records are tracked in detail.
• On-site calibration: tasks are assigned to staff and work done on site is transferred to the system.
• Quotation revisions: changed quotations are updated automatically, so nothing is missed on the invoice.
• External calibration: jobs sent to supplier laboratories are tracked in the same system.
• E-signature and e-invoice: approved certificates are signed electronically and invoices are issued electronically.

The quotation screen covers the details a calibration laboratory needs for pricing. The quotation is sent to the customer by e-mail, and every stage from approval to invoice is tracked.

• Per-device pricing: by accreditation status, feasibility and measuring range.
• Flexible discounts: line and total discounts as a rate or an amount; you choose whether they appear on the quotation.
• Different companies: invoicing, delivery and certificate companies can differ from the quotation.
• Notes and methods: custom notes and the methods used are added under the devices.
• E-mail delivery: with attachments, to several recipients and cc addresses, with a read receipt.
• Status tracking: preparing, sent, approved, invoiced and cancelled; the approval document is uploaded.
• Unlimited revisions: each revision is kept with its history; a new quotation can be created by copying an old one.
• Automatic reminders: customers are reminded of quotations not approved in time and notified of devices due for calibration.
• E-mail groups: customer contacts are grouped for quotations, certificates, intake and accounting.
• Internal notes: follow-up notes and reminders are added to each quotation.

Device intake follows the different scenarios your laboratory meets. Devices from an approved quotation are transferred to intake in parts or all at once.

• Transfer from quotation: devices are taken in on different dates and in different quantities, or in one go.
• Instant numbers: request and certificate numbers are assigned at intake; labels are attached before devices enter the lab.
• Different certificate company: the certificate can be issued to a company other than the requester; several companies can be chosen in one intake.
• Address differences: certificate details with the same title but a different address are edited easily.
• Devices outside the quotation: extra devices are added to intake and the quotation is revised automatically.

Devices marked for on-site work in approved quotations are listed; tasks are assigned by choosing the date and the staff who will go.

• Personal work calendar: staff see and print their assigned tasks on the home-page calendar and task list.
• Task form: comes with the planned device list; rows can be added for extra devices found on site.
• Changes on site: devices outside the quotation are added; calibrations not performed are cancelled or rescheduled.
• Quotation consistency: quotations needing revision are flagged; devices accepted without a quotation are added to it, so invoicing is complete.

Reference devices used in the laboratory are registered with their specifications; calibration, maintenance and check records are tracked in one place.

• Upcoming work: the system notifies you of devices due for calibration or maintenance.
• Check on the certificate: if an expired reference device is defined in a template, the person preparing the certificate is warned.
• Drift calculation: performed in the reference device definition and used in templates.
• Uncertainty budget: coefficients, measurement uncertainties and deviations from calibration results are entered, and the uncertainty calculation is managed in the template.

Certificates are prepared with templates built from the laboratory's existing Excel files, or by uploading Excel directly. The cover and pages are converted to PDF automatically and become ready to sign.

• Review and approval: the preparer checks and submits; the authorised person views, approves and signs the certificate.
• Optional second check: an approved certificate goes straight to the e-mail list or to the approved list for another review.
• Send back: a certificate with issues returns to the preparer's review screen with the reason recorded.
• Unlimited revisions: each revision is numbered and past versions are tracked.
• Barcode verification: approved certificates carry a barcode; scanning an outdated, revised certificate shows it is no longer valid.
• Payment-aware sending: the payment status of the quotation is shown at the e-mail stage; the decision to send is yours.
• Recipient check: the addresses for each e-mail are shown and any of them can be removed.
• Nonconforming devices: nonconformity records also go through signature and approval before being sent.
• External calibration: device details are sent to the other laboratory; the returned certificate is uploaded and sent with the others.

Kalite, muhasebe ve personel yeterlilik gibi modüllerle KALDATA, kalibrasyon laboratuvarının tüm ihtiyaçlarını tek yazılımda karşılar. Ayrıntıları görmek için demo talep edin.

With modules such as quality, accounting and staff competence, KALDATA covers all the needs of a calibration laboratory in one application. To see the details, request a demo.

KALDATA is one of the leading calibration laboratory software solutions in Türkiye, used by more than 40 calibration laboratories.

KALDATA is a LIMS (Laboratory Information Management System) developed specifically for calibration laboratories. Instead of adapting a general-purpose LIMS to the calibration process, quotations, device intake, task planning, certificate preparation, approval, e-signature, TÜRKAK TBDS reporting and customer follow-up come ready for the workflow of a calibration laboratory.

If you are looking for laboratory management software, a calibration program or a calibration LIMS, all the functions you need are available in a single application, ready to use from a browser.

Every laboratory has its own certificate layout and its own way of collecting data. KALDATA does not impose a single mould; the same laboratory can use different methods side by side, depending on the device type.

• Online spreadsheet: the template is prepared directly in the browser, in a table that closely resembles Excel.
• With your Excel file: the Excel certificate design you already use is uploaded and certificates are produced with that design.
• Form-based raw data entry: measurement data is entered into forms defined by the laboratory.
• Online collaboration: the raw data file can be filled in on an online spreadsheet.
• Uploading a finished certificate: a certificate file received from an external laboratory is attached directly to the record.

Whichever method is chosen, the template is linked to device types; when writing a certificate the technician sees only the templates that suit that device.

Calculation templates are prepared in a spreadsheet that opens in the browser, with nothing extra to install. Anyone who uses Excel can start working from the first minute.

• Familiar formulas: mathematical, statistical, lookup, logical, text, date and regression functions are available under both their Turkish and English names.
• Multiple sheets: calculation and certificate sheets live in the same template and can refer to each other.
• Drop-down lists: fields such as unit and range are chosen from a list, so there are no typing errors.
• Conditional formatting: out-of-limit values stand out by colour.
• Cell and sheet locking: cells that contain formulas are locked and are not damaged during data entry.
• Charts, images and text boxes: measurement results can be supported with charts.
• Exchange with Excel: an Excel file can be imported, the sheet can be downloaded as Excel, and data copied from Excel is pasted directly.
• Everyday conveniences: merging cells, freezing panes, find and replace, undo and redo, keyboard shortcuts, decimal comma entry.
• Printing: the print area and A4 page boundaries are shown on screen.

• Only measurements are entered: the technician fills in the highlighted cells; deviation, uncertainty and the conformity result are calculated instantly.
• Results flow into the certificate: the calculated values are written to the certificate output and the PDF is produced; nothing has to be typed twice.
• Every certificate has its own record: even if the template is changed later, certificates written earlier are not affected.
• Reference device link: if the template requires it, the certificate cannot be completed without selecting reference devices.
• Instant summary: the count, sum, average and standard deviation of the selected cells are shown at the bottom of the screen.

• Your existing Excel design is preserved: upload the certificate design you have used for years; the software places customer, device, date and reference device information on the certificate.
• Data file: an empty form for the measurement data is downloaded, filled in and uploaded again.
• Template notes and reference devices: default notes and predefined reference devices are set for each template.
• Form-based raw data: laboratories that do not want to carry Excel files define their own raw data forms; field types include text, number, date, drop-down list and unit of measure, and the value entered is checked against its type.
• Bulk paste: values copied from another table are pasted into the raw data screen in one go.
• Templates for reference devices: spreadsheet templates can also be prepared for the calibration records of the laboratory's own reference devices.

• Expired reference devices are not added: a reference device whose calibration has expired is not taken into the certificate even if it is defined in the template, and the user is warned.
• Reference device information stays current: when a new calibration of a reference device is saved, templates are linked to the current record.
• No second template with the same name: copies that would cause confusion are prevented.
• A template in use is not deleted: a template that has been used in certificates is deactivated; old records are not damaged.
• The template cannot be changed while raw data exists: the data entered must be deleted first, so no data is lost by mistake.
• Unsaved changes warning: when the spreadsheet is closed with unsaved changes, the user is asked first.

KALDATA is fully integrated with the TÜRKAK Document Verification System (TBDS). Because a record sent to TBDS cannot be undone, the software does not leave incorrect submissions to the user; it checks at three separate points: on screen, on the server and in the background.

• Confirmation before the action: When the “TBDS No Al” (Get TBDS No) button is pressed for the selected devices, the request is not sent immediately; no data goes to TBDS until the confirmation question is accepted.
• The button appears only on eligible records: The single-row number button is shown only if TBDS is enabled, the device is within TÜRKAK scope, no number has been obtained yet, the record is conforming and it does not belong to a contracted laboratory.
• Server-side checks: No request is sent for a record that already has a number, is outside TÜRKAK scope, belongs to a contracted laboratory, is non-conforming or is a legacy record, and the reason is reported to the user.
• Submission stops when customer data is missing: If the customer's city or country, or their TBDS mapping, is missing, nothing is submitted and the missing information is stated clearly.
• No duplicate customers: If the customer is already registered in TBDS under a different title, the existing TBDS record is used and the customer is not created a second time.

• The menu is built from the record status: Edit, Cancel, TBDS Edit and Delete appear only when the status of the record allows them; an action that should not be performed is simply not in the menu.
• A reason is mandatory for cancellation: A record cannot be cancelled without an explanation. For records already sent to TBDS a TBDS cancellation reason must also be selected: non-conformity detected, published by mistake, incorrect data entry, customer or contract related, or at TÜRKAK's request.
• The two systems stay in sync: If TBDS rejects the cancellation request, the local record is not cancelled either. A cancellation cannot be reverted while an active record exists in TBDS.
• TBDS Edit and Query: The TBDS ID, TBDS No and TBDS Ser No fields must be filled in together or left empty together; the “TBDS Sorgula” (Query) button synchronises the local record with the information in TBDS.
• TBDS records are protected on delete: In bulk deletion a TÜRKAK record that already has a number is deactivated rather than deleted; if TBDS returns an error the record stays in place and the user is warned.

• The number is tracked in the background: TBDS numbers are issued with a delay. After the request is sent the software queries TBDS in the background; when the number arrives the relevant screens are notified and the list refreshes itself.
• No data is lost while typing: On the certificates screen automatic refresh is postponed while the user is typing in a field or has a dialog open.
• No repeat request for an issued number: For a record whose number already exists in TBDS, TBDS is queried first; if the number exists the local record is synchronised and no new request is sent.
• The same number cannot go to two devices: If a TBDS serial number or certificate number is already used by another record the action is blocked; in bulk editing a number selected on another row is not offered in the list.
• Controlled number transfer: TBDS numbers belonging to cancelled or non-conforming records can be transferred to another device within 29 days; the list shows the days remaining for each number.
• A device is not added to the same request twice: When searching previous records, the user is warned if the serial or certificate number already exists in the current request.

• TBDS revision confirmation: When a certificate that is active in TBDS is about to be approved, the operation stops; the user is told that the record will be reported to TBDS as a revision and the expected revision number is shown. No revision is sent to TBDS without the user's approval.
• Revision rules: A revision reason is mandatory, the same certificate cannot be revised a second time and a revised record cannot be deleted.
• Date checks: On first issue there cannot be more than 30 days between the calibration date and the issue date, and the calibration date cannot be in the future.
• Reference device checks: A reference device whose calibration has expired is not added to the certificate, and the user is told which devices were left out.
• Same-day different-city warning: If a reference device or the preparing technician appears in different cities on the same day, the user is warned and asked to decide before continuing.
• TBDS activation before e-mail: Before the certificate is sent to the customer it is activated in TBDS; if activation fails the record does not move to completed status and no e-mail is sent.
• TÜRKAK verification link: For certificates that are active in TBDS the “Doğrula” (Verify) button opens TÜRKAK's document verification page.

A certificate waiting as a draft in TBDS has to be activated within its time limit. KALDATA does not leave this follow-up to the user's memory.

• Daily reminder e-mail: Devices that have a number but are not yet completed are reported to the relevant users by e-mail every day, filtered by their department and branch.
• Automatic activation: Certificates that are completed or already e-mailed but still in draft in TBDS are activated by a scheduled task before the time limit expires.
• Failed activations are reported: Records that could not be activated are sent by e-mail as a table with request number, company, device, days remaining and the error.
• Approaching deadlines in a separate tab: The “TBDS 20 Gün Dolanlar” tab on the Certificates and Device Status screens gathers records whose deadline is approaching in a single list.

Same Rules on Mobile: KalData Saha

KALDATA's TBDS integration works under the same rules in the KalData Saha mobile app. During on-site calibration the technician obtains the TBDS number from the phone, and the app stops user errors before they happen in this irreversible operation.

• TBDS status is visible in the device list by colour, icon and text
• Explicit confirmation naming the device is required before the irreversible action
• A second request cannot be sent for a device that already has a number
• Non-TÜRKAK, contracted-laboratory and non-conforming records are rejected on the server
• The list refreshes itself until the number arrives
• Number transfers and revisions are performed only with explicit confirmation

Explore the Mobile TBDS Flow

Who is KALDATA for?
For laboratories that provide calibration services. Quotation, instrument acceptance, field tasks, measurement, certificates, TÜRKAK TBDS, invoicing and collection run in the same system. For companies that track the calibration of their own instruments, the Quality and Calibration Management Software is a separate product.

How does KALDATA work with TÜRKAK TBDS?
Number assignment, QR code, activation, revision and cancellation are done in the certificate's own steps. No request is sent for records outside the TÜRKAK scope or for records that already have a number; incorrect submissions are blocked by the software.

Can I use my existing Excel certificate templates?
Yes. An online spreadsheet, your existing Excel design or form-based entry can be used together in the same laboratory.

How are certificates approved and signed?
Certificates go through multi-stage review and approval, and incomplete certificates are returned with a reason. The preparer and the approver each sign separately with a smart card e-signature.

Can it be used for on-site calibration?
Yes. With the KalData Saha mobile app, instruments are scanned by QR code and barcode, received at the customer site, photos and signatures are added, labels are printed and TBDS numbers are obtained from the field.

Is a separate program needed for invoicing and collection?
No. The invoice is created from the acceptance record; e-invoice, e-archive, e-dispatch, collection and account tracking are inside KALDATA.

Is KALDATA a LIMS?
Yes. KALDATA is a laboratory information management system (LIMS) developed specifically for calibration laboratories. Instead of adapting a general-purpose LIMS to calibration, quotations, device intake, certificates, approval, e-signature and TÜRKAK TBDS steps come ready for the workflow of a calibration laboratory. For the concept, see What is a LIMS?

How does KALDATA help with ISO/IEC 17025 records?
Document control, CAPA, risk, internal audits, complaints, surveys, impartiality statements and interlaboratory comparison records live in the same system. Technicians see only the devices they are qualified for, and an out-of-date reference device is not added to a certificate. Software does not grant accreditation by itself; it makes the records an assessor asks for quick to reach. More: which records belong in the system for ISO/IEC 17025.