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Calibration management that runs in the background

Import your instruments. Set calibration intervals. ToolLedger handles the rest — reminders before due dates, audit-ready records, and a single view of everything.

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Free plan · 25 instruments · No credit card

Calibration dashboard overview — screenshot coming soon

Sound familiar?

You find out an instrument is 3 months overdue — during an audit.

No system flagged it. Nobody noticed. Now you're explaining the gap to an assessor while digging through email threads for calibration certificates.

Your calibration spreadsheet has 4 versions and nobody knows which is current.

One on the shared drive, one on somebody's desktop, one emailed last month, and one "updated copy" that's actually from January. Conflicting data, no audit trail.

A technician asks "when was this last calibrated?" and you spend 20 minutes finding out.

Check the spreadsheet. Cross-reference with the calibration vendor's email. Find the certificate in a folder somewhere. This should take 5 seconds, not 20 minutes.

How it works

Three steps from spreadsheet chaos to automated calibration tracking.

1

Import or add your instruments

Upload a spreadsheet, add instruments manually, or scan QR codes. ToolLedger maps your columns automatically and validates the data before import.

Import wizard — screenshot

2

Set calibration intervals

Configure intervals per instrument or in bulk. Use OEM-recommended defaults from the instrument library, or set your own schedule based on usage and risk.

Interval configuration — screenshot

3

Get notified before anything slips

Email reminders at 30 days, 7 days, and on the due date. Dashboard alerts with color-coded status. Overdue escalation to managers when deadlines pass.

Notification example — screenshot

Built for calibration teams

Due date tracking

Automated interval calculation based on last calibration date and configured frequency. Visual calendar view shows upcoming and overdue calibrations at a glance. Color-coded status indicators — green for current, amber for approaching, red for overdue — make it impossible to miss what needs attention.

Due date calendar — screenshot

Certificate storage

Upload PDF calibration certificates and link them directly to calibration events. Every certificate is searchable, downloadable, and instantly accessible from the instrument record. Never hunt through email attachments or shared drives again.

Certificate view — screenshot

Calibration history

Full event log per instrument: who calibrated it, when, pass or fail result, technician notes, and attached certificate. Complete traceability for every calibration event, whether performed in-house or by an external vendor. One click to see any instrument's full calibration timeline.

Calibration history — screenshot

Vendor management

Track which external calibration vendors service which instruments. Know which instruments are currently out for calibration, when they were sent, and when they're expected back. Maintain vendor contact information, accreditation details, and performance history in one place.

Vendor management — screenshot

Audit-ready exports

One-click report generation for compliance reviews. Pre-formatted reports for ISO 17025 and ISO 9001 assessors. Export instrument lists, calibration histories, and compliance summaries as PDF or Excel — ready to hand to an auditor without reformatting.

Export report — screenshot

Who uses this

The QA manager with 30 instruments who just needs peace of mind

You spend maybe 5% of your time on calibration — but when an audit comes around, it feels like 100%. You need a system that runs quietly in the background, sends you a reminder when something's coming due, and gives you a clean report when an auditor asks. ToolLedger's free plan covers up to 25 instruments, and the Professional plan handles up to 500 — either way, setup takes minutes, not days.

The lab technician who runs in-house calibrations monthly

You're the one doing the work — adjusting, verifying, recording results. You need a system that's fast to update, doesn't require you to hunt for the last certificate, and lets you attach your results directly to the instrument record. ToolLedger puts the calibration form one click away from the instrument, with the previous results right there for comparison.

The ops lead managing 200+ instruments across two buildings

You need visibility across sites without chasing updates from each location. ToolLedger gives you a single dashboard with filters by location, status, and department. Your site teams update their own instruments, and you see the aggregated view. When leadership asks "how many instruments are overdue?", you have the answer in seconds — not after a round of emails.

Start free, upgrade when you're ready

Start free with 25 instruments and 5 team members. Upgrade to Professional ($89/mo) when you're ready for 500 instruments, advanced workflows, and priority support. No per-instrument charges, no hidden fees.

View full pricing details →

Frequently asked questions

Can I import my existing calibration spreadsheet?
Yes. ToolLedger supports CSV and XLSX imports with automatic field mapping. Upload your spreadsheet, map the columns to ToolLedger fields, review the preview, and import. Most teams are up and running in under 10 minutes.
What happens when a calibration is overdue?
ToolLedger sends escalating notifications before and after due dates — typically at 30 days, 7 days, and on the due date. Overdue instruments are flagged in the dashboard with a red status indicator, and overdue alerts are sent to the responsible person and their manager.
Do I need to be ISO 17025 certified to use this?
No. ToolLedger works for any team that needs to track calibration — whether you follow ISO 17025, ISO 9001, or no formal standard at all. The compliance features are there if you need them, but you can start simple and grow into them.
Can I track both internal and external calibrations?
Yes. You can record in-house calibrations performed by your own technicians and track instruments sent to external vendors. ToolLedger keeps a unified history regardless of who performed the calibration.
Is my data safe?
ToolLedger is hosted on EU-based infrastructure with encryption at rest and in transit. We use Supabase for data storage with row-level security, automated backups, and GDPR-compliant data handling. Your calibration data is yours — you can export it at any time.

Stop chasing due dates. Start free.

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