Platform tooling · Internal control plane

SynthQMS — the platform medical-device companies actually run on.

The integrated QMS + CRM control plane. Document control, training, audits, CAPAs, complaints, MDR, management review, design change — all the ISO 13485 / 21 CFR Part 11 structural pieces. Plus accounts, contacts, leads, pipeline, estimates, invoices, time/expense, support tickets, and the Booth PWA for trade-show lead capture.

Not a medical device itself — this is platform tooling. Built by a medical-device company for medical-device companies, used internally to run Synthology, made available as a standalone product. SynthQMS is the system of record behind every other product page on this site.

The category boundary

What SynthQMS is, and what it isn’t.

SynthQMS is platform tooling, not a medical device. The distinction matters: the products on the Synthology family list (XyDromatics Router, the VNA family, SR Engine, etc.) are non-device software under FD&C Act §520(o)(1)(D). SynthQMS sits one layer up — it’s the system that helps you operate an ISO 13485–aligned medical-software business compliantly. Different category, different evaluation criteria.

SynthQMS IS

  • An integrated QMS + CRM platform
  • Aligned with ISO 13485, 21 CFR Part 11, SOC 2
  • Cross-platform (Windows + Linux)
  • Standalone-licensable
  • The platform Synthology runs on internally

SynthQMS IS NOT

  • A medical device of any classification
  • A device-submission target (it is non-device software under FD&C Act §520(o)(1)(D))
  • A clinical-decision system
  • A replacement for clinical EMR / EHR systems
  • A multi-tenant Synthology-hosted SaaS (single-tenant deployments are standard)

Quality management modules

Document control, training, audits, CAPAs, complaints, MDR, management review, design change.

The full ISO 13485-structured QMS module set. Each module covers an ISO clause-and-companion-21-CFR section directly; auditors walking the system find the artifacts they expect to find.

Document control

The core QMS function — controlled documents with version history, approval workflows, and immutable audit. Every document has a DOC-YYYY-NNN number, a SHA-256 content hash on every approved version, and an audit-trail entry for every state transition.

  • Draft → review → approve → archive workflow
  • SHA-256 content hashing on every approved version
  • Required-reason text on every state transition
  • Two-person sign-off (configurable per category)
  • SharePoint mirror so the authoritative copy survives a host wipe
  • DOC-YYYY-NNN auto-numbering

Training records

ISO 13485 §6.2 demands training records. SynthQMS captures who has been trained on which document, when, with competency verification.

  • Per-user training assignments tied to controlled documents
  • Read-and-acknowledge workflow with audit trail
  • Competency-assessment records (didactic + lab where applicable)
  • Training-due notifications for upcoming renewals
  • Annual-refresher cadence per training category
  • Training-completion exports for audits

Internal audits

Schedule, execute, and close internal audits. Findings tracked through to remediation with full traceability into CAPAs where applicable.

  • Audit-program scheduling with annual / semi-annual cadence
  • Audit-checklist authoring with controlled-document linkage
  • Auditor + auditee identity capture
  • Findings catalog with severity classification
  • Linkage to CAPAs for findings requiring corrective action
  • Audit closeout package generation for inspections

CAPAs (Corrective + Preventive Action)

The lifecycle of a CAPA from initiation through closure. Required artifacts at each step; nothing closes without complete documentation.

  • CAPA initiation triggers (audit finding, complaint, MDR, internal observation)
  • Root-cause analysis workflow with required documentation
  • Action plan with owner + target date
  • Effectiveness verification (did the fix actually work?)
  • Closure with two-person sign-off
  • Linkage back to the triggering source (audit / complaint / etc.)

Complaints + MDR (Medical Device Reporting)

Customer complaints captured with structured intake; MDR-eligible complaints flagged for FDA reporting per 21 CFR 803.

  • Complaint intake with structured patient-impact assessment
  • MDR-eligibility decision workflow with documented rationale
  • eMDR submission preparation (FDA-format)
  • Trend analysis across complaint categories
  • Linkage to product lots / released versions
  • CAPA-trigger flow when complaints indicate systemic issues

Design change control + Released Versions

Design Change Records (DCRs) tracked through approval. Released-version catalog with supersedes-chain and tombstone semantics for go-live cleanup.

  • Design Change Record (DCR) workflow with impact assessment
  • Linkage to affected controlled documents + risk-management files
  • Released-version catalog (per product, per version)
  • Soft-delete (tombstone) for stale versions with supersedes-chain
  • SHA-256 hash + authoritative artifact storage in SynthVault
  • Per-version documentation archive

Management Review

ISO 13485 §5.6-required Management Review records. Quarterly cadence with structured agenda, attendees, decisions, action items.

  • Per-meeting structured record with required-element checklist
  • Attendee tracking (multi-select against user roster)
  • Inputs: audits, CAPAs, complaints, MDR, customer feedback, training status
  • Outputs: decisions, action items with owners + due dates
  • Linkage from Management Review action items into CAPAs / DCRs
  • Annual Management Review summary export for inspections

CRM modules

Accounts, contacts, leads, pipeline, billing, support, Booth PWA.

The integrated CRM that distinguishes SynthQMS from the QMS-only incumbents. Customer / contact / pipeline / billing / support all in one platform with the QMS — no separate system, no integration seam between Quality and Revenue.

Accounts + contacts

Customer / prospect / partner records with full contact graph. Same data model that the QMS Complaint module ties to (customer-of-record on every complaint).

  • Account records with tier classification + relationship status
  • Multiple contacts per account with role + permissions
  • Account-level installation tracking (which products at which sites)
  • Linkage to Complaints, MDRs, support Tickets
  • Account-level audit-trail entries (every interaction logged)
  • Soft-delete with restore + history retention

Leads + pipeline

Lead capture, qualification, and pipeline progression. Booth-PWA-captured leads land here directly; web form captures here; email-driven leads capture here via Microsoft Graph.

  • Lead capture from web form, Booth PWA, email auto-ingest
  • Lead-source tracking (channel attribution)
  • Qualification workflow with disposition codes
  • Conversion to account + opportunity
  • Pipeline stages with weighted-revenue forecasting
  • Per-rep + per-channel pipeline dashboards

Estimates + invoices + billing

Quote-to-cash workflow integrated with the product catalog. Estimates use catalog pricing; invoices flow to QuickBooks Online or Xero.

  • Estimate authoring with product-catalog pricing + service line items
  • Customer-approval workflow with magic-link signoff
  • Invoice generation from approved estimates
  • QuickBooks Online integration (QBO Sync)
  • Xero integration (alternative to QBO)
  • Time-and-Expense capture with customer-signoff workflow

Tickets + support

Active-customer support ticket queue with SLA tracking. Linkage to Complaints when a ticket reveals a complaint-eligible issue.

  • Ticket intake from support@ inbox via Microsoft Graph email-ingest
  • SLA tracking with response + resolution timers
  • Per-customer ticket history
  • Knowledge-base linkage for self-service
  • Escalation workflow for sev-1 incidents
  • Trigger flow from ticket → Complaint when applicable

Booth PWA (trade-show lead capture)

A progressive-web-app for trade-show booth lead capture. Scan a badge QR code; lead lands directly in the pipeline. Designed for the chaos of a busy booth.

  • PWA installable on phones / tablets at the booth
  • QR-code badge scan → lead record creation
  • Free-text follow-up notes per lead
  • Cloudflare Tunnel-based remote-sync (works at convention WiFi)
  • Multi-device sync across the booth team
  • Post-event lead-quality review and assignment

Integrations & cross-cutting features

Audit trail, Microsoft Graph, SharePoint, accounting.

The integration surface that makes SynthQMS practical to operate — not a walled garden. Email lands as tickets and activity records; documents mirror to SharePoint; invoices flow to QuickBooks Online or Xero; everything carries an audit trail.

Audit trail (21 CFR Part 11-aligned)

Every action in SynthQMS — every state transition, every document approval, every CRM update — captured in an audit trail aligned with 21 CFR Part 11 expectations for electronic records.

  • User identity + timestamp on every action
  • Required-reason text on regulated state transitions
  • Two-person sign-off (electronic signatures per Part 11 §11.50)
  • Hash-chain audit log (tamper-evident)
  • Audit-record export for inspections
  • Retention policies aligned with longest-applicable regulatory window

Microsoft Graph integration

Email ingestion + activity tracking via Microsoft Graph. Inbound emails to support@ / sales@ / regulatory@ etc. land as tickets, leads, or activity records automatically.

  • Microsoft Graph subscription on shared mailboxes (Sales, Support, etc.)
  • Email-to-ticket automatic intake
  • Activity-tracking from email threads to account/contact records
  • Outbound email via Graph (preserves Sent-Items in the canonical mailbox)
  • OAuth-based authentication with Azure AD federation
  • Privacy posture per DOC-2026-198 + DOC-2026-199 (controlled documents)

SharePoint document mirror

Authoritative QMS documents mirror to SharePoint automatically. Off-host backup; survives a SynthQMS host wipe. One-way sync (SynthQMS authoritative).

  • Per-controlled-document SharePoint mirror
  • Automatic mirroring on every approved version
  • Manual "sync all" admin action for re-mirroring after drift
  • DocumentStorageType="both" — local + SharePoint
  • Off-host disaster-recovery posture

Accounting integration (QBO + Xero)

Invoices flow from SynthQMS into the customer's accounting system without manual re-entry. QuickBooks Online or Xero, customer's choice.

  • QuickBooks Online sync (Intuit OAuth-based connector)
  • Xero sync (alternative to QBO)
  • Customer record + invoice + line-item sync
  • Per-product GL account mapping
  • Sync-error visibility with manual retry
  • One-way (SynthQMS → accounting); reconciliation handled in the accounting system

Use cases

Four typical SynthQMS deployments.

Pattern 1

Medical-device QMS for an early-stage company

Pre-revenue or early-revenue medical-device company that needs ISO 13485-structured QMS infrastructure quickly — without the heavyweight cost of MasterControl, Greenlight Guru, or Veeva. SynthQMS gives you the regulatory framework with a CRM bolted in for sales operations.

Flow

  1. 1 Day 1: import existing controlled documents, assign DOC-YYYY-NNN numbers
  2. 2 Week 1: training records loaded for current team
  3. 3 Week 2-4: CAPA + complaint workflows configured per institutional process
  4. 4 Month 2: first internal audit run through the system
  5. 5 Month 3: Management Review captured natively
  6. 6 Annual: external ISO 13485 audit walks the SynthQMS audit trail end-to-end
Pattern 2

Combined QMS + CRM for a mid-sized med-device org

Mid-sized company already running a separate CRM (Salesforce, HubSpot) and a separate QMS (MasterControl, Greenlight Guru). Consolidate to SynthQMS for the integration benefit — Complaints linked to Accounts; CAPAs linked to product lots; Tickets that turn into Complaints flow naturally.

Flow

  1. 1 Discovery + scope: which workflows currently span the QMS-CRM seam
  2. 2 Migration: Account / Contact data from existing CRM; controlled documents from existing QMS
  3. 3 Cutover phased by department (regulatory first, then sales, then support)
  4. 4 Integration tightening: Complaints ↔ Accounts ↔ released versions all connected
  5. 5 Annual review: substantial savings from one license + one ops surface
Pattern 3

Synthology-product customer using SynthQMS for their own QMS

A hospital or imaging-IT vendor running XyDromatics products who also wants SynthQMS for their internal QMS. Cross-product audit trails span the deployment — Complaint about a XyDromatics product flows naturally into the Complaints module.

Flow

  1. 1 XyDromatics product complaints captured in SynthQMS Complaints module
  2. 2 MDR-eligibility flagged for relevant complaints
  3. 3 CAPAs triggered when complaint patterns suggest systemic issues
  4. 4 Released-version catalog tracks which version of which XyDromatics product is at which customer site
  5. 5 Audit trail spans the whole loop
Pattern 4

Trade-show lead capture (Booth PWA)

A vendor with a booth at HIMSS, RSNA, or another trade show. Booth PWA replaces paper lead-capture sheets and the post-show "type-everything-into-the-CRM" data entry day.

Flow

  1. 1 Pre-show: Booth PWA installed on team phones / tablets, Cloudflare Tunnel configured
  2. 2 Day-of: scan badge QR codes at the booth; leads land in pipeline directly
  3. 3 Free-text follow-up notes per lead during the conversation
  4. 4 Multi-device sync across the booth team
  5. 5 Post-show: leads triaged + assigned without re-entry

System requirements & sizing

Sized to organization scale.

Most SynthQMS deployments fit comfortably on a small VM. Enterprise tiers add HA pairing for organizations whose QMS / CRM is operationally critical.

Tier Scale CPU RAM Typical org
Small (single team) < 25 users · < 500 docs 2 vCPU 4 GB Early-stage med-device company, single regulatory team.
Mid-sized organization 25 – 250 users · 500 – 5,000 docs 4 vCPU 16 GB Growing med-device company with sales operation, customer support, multiple product lines.
Large organization 250 – 1,000 users · 5,000+ docs 8 vCPU (HA pair) 32 GB per node Multi-product med-device company with broad customer base and active support operation.
Enterprise 1,000+ users 16+ vCPU (HA cluster) 64 GB per node Large IDN, contract research org, multi-entity holding company.

Licensing

Three packages, modular tiers.

Core covers the full QMS function. The +CRM tier adds the integrated CRM; Enterprise adds the Booth PWA, multi-tenant separation, and HA pairing.

SynthQMS Core

The base QMS — document control, training, audits, CAPAs, complaints, MDR, management review, design change control. Quality function only.

  • All QMS modules (document control / training / audits / CAPAs / complaints / MDR / management review / design change)
  • 21 CFR Part 11-aligned audit trail
  • SharePoint document mirror
  • Microsoft Graph email integration (Activity Tracking)
  • Up to 50 users
  • Web admin UI + RBAC

SynthQMS + CRM

Adds the integrated CRM — accounts, contacts, leads, pipeline, tickets, estimates, invoices, time/expense.

  • Everything in Core
  • Accounts + contacts
  • Leads + pipeline
  • Estimates + invoices + billing
  • Time + Expense capture with customer-signoff
  • Tickets + support queue
  • QuickBooks Online or Xero accounting sync
  • Up to 250 users

SynthQMS Enterprise

Everything, plus Booth PWA, multi-tenant separation, HA pairing, and premium support.

  • Everything in Core + CRM
  • Booth PWA (trade-show lead capture with Cloudflare Tunnel)
  • Multi-tenant separation for multi-entity organizations
  • Active-active HA pair
  • Custom permission catalog (beyond standard RBAC)
  • Test-data purge tooling for staging environments
  • Unlimited users
  • Premium support tier eligible

Per-user subscription pricing. Multi-product bundles (SynthQMS + XyDromatics products + SynthVault) get bundle pricing.

Documentation

The controlled-document set.

Document Title Notes
DOC-2026-062 Hardware & Software Requirements (SynthQMS) Sizing, OS support (Windows + Linux), database options
Pending EULA Annex (SynthQMS) Annex to the Synthology Master EULA (DOC-2026-063)
Pending SynthQMS Implementation Guide Configuration patterns for ISO 13485 + 21 CFR Part 11 alignment
DOC-2026-198 Email Monitoring Policy GDPR / CCPA / NLRA / HIPAA basis for the Activity-Tracking feature
DOC-2026-199 CRM Activity-Capture Policy Companion to DOC-2026-198 for CRM-side activity capture
Pending SynthQMS User Guide Operator + administrator + auditor workflows
Pending Installation Guide (SynthQMS) MSI deploy + Linux tarball + database setup
Pending Penetration Test Results (SynthQMS) Available under NDA

Rows listed as Pending are not yet authored or registered in SynthQMS itself — meta of meta.

Frequently asked

The questions buyers ask.

Why is SynthQMS on the products page if it isn't a medical device?

Because customers buy it. SynthQMS is the integrated QMS + CRM control plane Synthology runs on internally; it's also a standalone product available to other medical-device companies, imaging-IT vendors, and any organization that needs ISO 13485-structured QMS with a CRM bolted in. Not a medical device itself -- it's the platform that helps you operate your medical-device business compliantly. Different category from XyDromatics; same family.

Does SynthQMS require any other Synthology products?

No. SynthQMS is fully standalone-licensable. Many customers buy it without any XyDromatics products. The integration benefit when you DO run XyDromatics products is that complaints / MDRs / released-versions for those products flow naturally into SynthQMS without separate tooling. But the QMS + CRM functions stand on their own.

How does it compare to MasterControl, Greenlight Guru, Veeva, Qualio, etc.?

SynthQMS lives in a slightly different niche. The big incumbents (MasterControl, Veeva) are purpose-built QMS platforms with deep regulatory tooling and high price points; they typically don't have CRM. The lighter QMS-as-SaaS players (Greenlight Guru, Qualio) are accessible for early-stage med-device but also QMS-only. SynthQMS combines QMS + CRM in one platform, ships cross-platform (Windows + Linux), and comes with the Booth PWA for trade-show lead capture and the accounting integrations (QBO + Xero) that growing companies actually need. Different sweet spot from the QMS specialists, but operationally simpler for organizations whose revenue function and quality function are run by overlapping teams.

Is SynthQMS 21 CFR Part 11 compliant?

SynthQMS is 21 CFR Part 11-aligned: electronic-signature support per §11.50 with required-reason text, two-person sign-off where applicable, audit trails per §11.10(e), and tamper-evident hash-chain audit logs. Whether your specific deployment meets Part 11 in practice depends on your configuration, your training program, your validation package, and your operational discipline. SynthQMS gives you the technical foundation; the compliance program is yours to maintain. Same as every QMS product -- "Part 11 compliant" is a property of how you run the system, not just what the system can do.

Does SynthQMS support ISO 13485?

Yes, structurally. The module set maps directly to ISO 13485 clauses: §4.2 document control, §6.2 training records, §7.3 design change control, §8.2 customer feedback / complaints, §8.5 CAPAs, §5.6 management review. Auditors walking the system find the artifacts they expect to find. SynthQMS is used internally to run our own ISO 13485-aligned QMS, so the eat-your-own-dogfood validation is built in.

What about SOC 2?

SynthQMS's controlled-document workflow, RBAC, audit trail, and change-management surface are exactly the controls a SOC 2 audit walks. Synthology's own SOC 2 Type II readiness program (DOC-2026-253) treats SynthQMS as the system of record for the control framework. Customers running SynthQMS inherit that structural fit.

Where does the data live? Cloud or on-prem?

Both, customer's choice. SynthQMS deploys cross-platform (Windows + Linux), runs against PostgreSQL / SQL Server / Oracle, and works on-prem, customer-cloud, or in a Synthology-managed deployment. The SharePoint document mirror gives an off-host backup wherever the primary deployment lives. We do NOT operate a multi-tenant Synthology-hosted SaaS as the default -- single-tenant deployments are the standard.

Booth PWA — is that really useful?

Surprisingly, yes. Trade-show lead-capture is a real workflow pain point for med-device companies (HIMSS, RSNA, AHA, dozens of regional shows). The PWA replaces paper lead-capture sheets, the "type 200 leads from photos of business cards" data-entry day after every show, and the lead-quality degradation that comes from delayed entry. Cloudflare Tunnel integration means it works on convention WiFi (and survives when convention WiFi briefly doesn't). It's a small feature with outsized ROI for organizations that work the trade-show circuit.

Cross-platform support?

Yes -- Windows and Linux. MSI installer for Windows, self-contained Linux tarball for Linux. Same parity as the rest of the Synthology product family (except the Pathology Engine, which is Windows-only).

Run your medical-device business on the same platform we do.

Tell us where your existing QMS and CRM stack hurts the most and we’ll come back within one business day with a proposed deployment.