NDT Inspection Management ERP in Florida — Certification, Calibration and Work Orders in One System

NDT ERP for Florida inspection companies: the short answer

If you run an NDT or inspection company anywhere in Florida, the Atlantis ERP solution puts technician certifications, instrument calibration, crew dispatch, field reports, quotations and invoices into one system that is configured around how your company already works. It is affordable, it runs in a browser and on a phone, and it is fully customizable. The quote is built around your headcount, methods and scope, not a published list.

This section is written for owners, QA/QC managers, operations managers and Level IIIs who want to know how the system copes with the particular shape of Florida work: long drives between jobs, a hurricane season that tears up schedules every year, a client mix that runs from phosphate plants to nuclear outages to launch-site hardware, and auditors who want to see a valid certificate, a current calibration record and a signed report behind every line on an invoice.

Where Florida NDT work actually comes from

Florida is not a refinery state, so the book of work looks different from the Texas or Louisiana Gulf Coast. Most inspection companies here build their revenue from a handful of sectors, and each one audits differently.

• Phosphate and fertilizer: the sulfuric and phosphoric acid plants in Polk and Hillsborough counties, including Mosaic's operations around Bartow and Riverview, run acid-service tanks, piping and vessels that need regular UT thickness surveys, weld inspection and coating holiday checks.
• Power generation: Florida Power & Light's Turkey Point and St. Lucie nuclear stations and a large gas-fired fleet bring outage work with tight windows, heavy paperwork and strict personnel qualification checks at the gate.
• Ports and fuel terminals: Port Tampa Bay, Port Everglades and JAXPORT receive the fuel for a state that refines none of its own, so tank, dock and transfer-line inspection is steady work.
• Marine: ship repair around Jacksonville and shipbuilding in the Panhandle mean class-society surveys, hull gauging and weld inspection.
• Aerospace: the Space Coast around Cape Canaveral and Kennedy Space Center, plus MRO shops in South Florida, need PT, ET and UT under aerospace personnel qualification requirements.

A phosphate plant wants thickness readings it can trend. A nuclear site wants qualification records before anyone gets badged. A class surveyor wants the vessel details and the inspector's certificate attached to the report. An ERP for NDT companies in Florida has to hold all of that without five separate spreadsheets and a shared drive nobody trusts.

NDT software for crews that cover the whole state

Florida is long. A crew based in Tampa can be in Jacksonville, Fort Myers and Pensacola in consecutive weeks, and the scheduling mistakes that cost real money are usually simple ones: a technician booked on two jobs, one PAUT set promised to two sites, or a Level II sent to a client who needs a method he is not certified in.

In the Atlantis ERP each job is a team assignment that moves through planned, dispatched, in field, submitted and closed. The assignment carries site GPS coordinates and mobilisation and demobilisation dates, so the office knows exactly when a crew is committed and when it comes free. The system blocks double-booking of a technician and blocks double-booking of an equipment serial number. Every technician has an availability calendar showing assigned, leave, training, sick or unavailable, and overlapping entries are refused rather than quietly allowed.

Operations managers see each technician's status, current assignment, utilisation percentage and next available date in calendar, kanban or list views. When a plant in Mulberry calls on Thursday asking for two UT technicians on Monday, you answer from one screen instead of phoning round the crew. The team assignments app page shows the layout. If crew dispatch is your main pain point, ask us to walk through dispatch with your own job list.

Technician certification tracking software for Florida clients

Technician certification tracking software proves its worth the first time an auditor asks for a certificate you cannot find. In the Atlantis ERP every certification records the scheme (SNT-TC-1A, CP-189, ISO 9712, PCN, CSWIP or other), the level from trainee to III, the method, certifying body, issue, expiry and renewal dates, industry sector, OJT hours, training hours, exam results and attachments.

Status is computed automatically as active, expiring soon (within 90 days), expired or revoked, and dedicated menus list only the expiring and expired records. Vision tests are held separately: near vision to Jaeger J1 or J2, far vision, colour perception, contrast, examiner, clinic, certificate file and expiry. That matters because an expired eye exam stops a Level II working just as surely as an expired certificate does. Examination sheets store general, specific and practical scores against a passing score that defaults to 70 percent, with the exam files attached.

Daily checks create warning tasks 90 days before any certificate or vision test runs out, and configurable daily email alerts go to whoever you choose, with your own look-ahead and resend intervals. Timesheets warn when a technician's certificate is not valid, which catches the job where someone went to site before the office noticed. For Space Coast aerospace work, qualifications held under other schemes are recorded under "other" with the same dates and files. The certificates app shows the full record.

Calibration management software for the instrument cage

Every Florida NDT company has the same cage problem: flaw detectors, thickness gauges, probes, yokes, UV lamps and reference blocks leave in trucks and come back weeks later, and nobody is sure which unit went where or whether its calibration is still good. Calibration management software fixes that by treating every instrument as a serial-numbered record rather than a line in a workbook.

The Atlantis ERP tracks each item by serial number with equipment type, assigned person, condition, asset tag, firmware, accessories and lifecycle stage (new, active, in calibration, in repair, rented out, retired or disposed). Issue and return run through a workflow with supervisor and manager approval, and condition is recorded at both ends, so a cracked wedge or a damaged cable is attached to the person who had it. Reservations prevent two jobs claiming the same kit, and inbound and outbound movements are logged.

Calibration records hold the provider, certificate number, standard, range, uncertainty, whether the lab is accredited, the pass, fail or conditional result and the next due date. A separate calibration certificate register stores the lab accreditation number, the PDF and a valid, expiring or expired status with alerts. When a dispatcher assigns an instrument that is out of calibration, the team assignment shows a warning. Consumables such as couplant, penetrant, developer, magnetic particles and PPE carry reorder levels and low-stock flags, which saves a wasted trip when the kit arrives at a Panhandle yard short of developer. See the asset management app.

Hurricane season, offline reporting and rescheduling

Between June and November, Florida schedules are provisional. A storm in the Gulf can close a port, shut a plant or send half your crew home to board up their houses, and then create a surge of post-storm inspection work at terminals and plants once it passes. The system has to absorb that without the office losing track of who is where.

The availability calendar is the first tool here. Marking a technician unavailable blocks new assignments against those dates, and because leave from the Time Off app feeds the same calendar, the dispatch board reflects reality rather than last week's plan. Moving an assignment's mobilisation dates shows immediately whether the crew and equipment are still free for the new window.

The second tool is the offline field app. It installs from the browser onto a phone or tablet and works without signal, which matters on a tank floor, inside a vessel or at a site where the cell network is down after a storm. Technicians pick the method, fill in the report, take photos, sign on screen and preview the PDF; drafts and photos are held on the device and sync when a connection returns. Nothing is lost because a tower went down, and nobody retypes a paper sheet at midnight in a motel room.

NDT reporting software for phosphate, power and marine clients

NDT reporting software is where most Florida companies start looking, because report turnaround is what clients complain about. The Atlantis ERP has 17 report types, each with its own numbering sequence: UT, RT, MT, PT, VT, ECT, IRIS, PAUT, MFL, TOFD, PWHT, PMI, hardness, UT thickness, ferrite, holiday/coating and computed radiography.

The data is method-specific. UT reports carry a probe calibration table; RT reports record the source, technique, IQI type and placement; MT captures technique and particle type; PT captures method and developer; PAUT records focal laws; UT thickness readings are held by direction, which suits the acid-plant surveys that make up so much phosphate work. Weld and job lines record defect type and orientation, and every report closes with acceptable, not acceptable or acceptable with remarks. Holiday and coating reports fit the lined tanks and piping common in acid service.

Each report runs draft, in progress, review, approved and sent, with inspector, reviewer and approver signatures and a field for a third-party or authorized inspector. References to the work order, request, WPS, contract, drawings, procedure and standard are captured on the report. Company templates in Excel, Word, PDF or HTML are versioned, carry your logo and header, and Excel templates are filled by mapping fields to cells, so a client that insists on its own spreadsheet format still gets it.

For Jacksonville and Panhandle shipyard work, marine mode adds a vessel cover page and photo, inspection location and dates, and merges the classification-society certificate (DNV, ABS, Lloyd's Register, BV, RINA, IRS or ClassNK), the inspector's Level II certificate and the calibration certificate into the PDF, with photos laid out two to a row. More on the Digital Twin Reporting Software page.

Radioactive sources, vehicles and Florida radiation control

Florida is an NRC Agreement State, so industrial radiography licences are issued and inspected by the Florida Department of Health's Bureau of Radiation Control under Chapter 64E-5 of the Florida Administrative Code. For an RT contractor that means an inspector can ask about personnel, training, dosimetry and vehicles as well as the source itself. The ERP does not replace your radiation safety programme, but it keeps the records that programme depends on in one place.

The employee NDT profile carries a technician flag, highest level, methods certified, radiation safety training, radiation badge number and medical fitness expiry. The Fleet app records each vehicle's purpose, whether it is set up to carry radioactive sources, its transport licence number and expiry, and assignments of vehicles to projects and drivers with dates and mileage. So when a crew leaves Tampa for a terminal job in Port Everglades, the office can see which truck is approved for the camera and whose badge and training are current.

Maintenance requests cover preventive and corrective work on instruments, vehicles and site equipment, and the equipment maintenance log records preventive, corrective, repair, cleaning, firmware update and probe replacement work with condition before and after. How you structure source records and leak-test documentation for your own licence is configured during implementation with your Radiation Safety Officer.

Written practice, procedures and Level III sign-off

Every client audit ends up at the same two documents: your written practice and your procedures. The procedure register in the Atlantis ERP holds document number, revision, method (UT, RT, MT, PT, VT, ET, TOFD, PAUT, LT, AE, hardness, PMI, CR, DR and more), scope, material, applicable standard such as ASME Section V, acceptance criteria, and either the body text or an uploaded file.

Procedures move through draft, submitted, reviewed, approved and published, with rejected and archived states. Prepared, reviewed and approved by are recorded with dates, approved revisions are locked, and a rejection needs a reason. Every revision keeps a full snapshot, so when a nuclear client asks what revision of a UT procedure was in force during last spring's outage, you can show them the exact text. Approvers get email notifications and reminders for anything waiting on them.

There is also an AI-assisted first draft for new procedures, which falls back to a built-in template. It saves typing on routine documents; it does not replace judgement, and a Level III still reviews and approves every procedure before it is published. For companies that want outside help with the written practice itself, Atlantis also offers NDT consulting, and our training is based on ASNT SNT-TC-1A.

NDT quoting and invoicing software for Florida jobs

Margin leaks in the gap between the quote, the job and the invoice. A quote says four days with two technicians and a PAUT set; the job runs six days with standby and extra travel from Orlando; the invoice goes out with the original four because nobody connected the timesheet to billing.

Quotations in the Atlantis ERP record job type, site, project dates and applicable codes, with NDT service products flagged by method and category, a global discount and a branded quotation PDF. Clients can accept and sign online, and the accepted quote converts into a sales order. Projects then carry the NDT job type, site, client PO, contract, methods, codes, scope, acceptance criteria, assigned equipment and technicians, and safety induction and work permit fields, which suit plants that require site-specific orientation.

Timesheets record work type (inspection, travel, standby, setup), method, billable flag, rate multiplier, site, client and equipment serial, with approval. Those hours feed billing. Invoices carry the NDT project, job or PO number, site, invoice type and industry sector, with subtotals for labour, equipment and consumables, and lines that show cost centre, method, equipment serial, technician and days or hours. The financial dashboard shows revenue, cost of sales, gross margin, operating expenses, EBITDA, outstanding invoices, bills and expenses over twelve months. Field expenses and per diems from long trips are captured in Expenses and re-billed to jobs. Florida sales tax treatment is configured during implementation.

Spreadsheets vs generic ERP vs Atlantis ERP

Most Florida inspection companies we speak with run one of three set-ups. Here is how they compare on the things that come up in audits and month-end.

Best NDT ERP for small NDT companies in Florida

The best NDT ERP for a small Florida company is the one your office manager and your lead technician will actually use in the first month. For a five to fifteen person shop that usually means starting with certificates, equipment and calibration, reports and invoicing, and adding CRM, purchasing and dashboards once the basics are in daily use.

That is how we implement. We map your job types, methods, certification matrix, instrument list and client report formats; import your existing certificate and calibration spreadsheets; configure templates with your logo; and run a pilot on live jobs before the whole crew moves over. Because the system is accessible from a browser and phone, there is nothing to install on office PCs and no server to maintain. Larger contractors running outage crews for power clients get the same system with more users and more configuration, not a different product.

Growth is covered too. The CRM records service line, lead source, NDT service type, industry sector, site country and estimated technicians and days, scores leads from 0 to 100, imports leads from CSV and can enrol them in drip email sequences. The Business Cards feature turns a photo of a card collected at a Tampa or Orlando trade event into a CRM lead. If you want a view of the whole picture first, book a demo scoped to a small Florida NDT company.

Connecting to the systems Florida clients already run

Utilities, large chemical producers and aerospace primes often run their own maintenance and purchasing systems, and they increasingly want inspection results delivered into them rather than emailed as PDFs. The Atlantis ERP has an open REST API and integrates with SAP, Maximo, NetSuite, QuickBooks or any system that accepts API connections. Each integration is scoped per implementation, so we agree exactly which records move, in which direction and how often before anything is built.

The field side has its own API: technicians' devices pull the jobs assigned to them and the equipment issued to them, submit reports and sync. Clients who want to see inspection data on their assets in 3D can use Atlantis Digital Twins, which maps indications and damage onto a model and trends thickness and remaining life. For training new hires, the ERP's eLearning portal and the Practical NDT 3D simulator give Level I and II candidates structured study and hands-on practice between jobs. To talk through an integration with a specific client system, send us the details and we will scope it.

Frequently asked questions

Is there an NDT ERP built for Florida inspection companies?

Yes. The Atlantis ERP is built for NDT and inspection companies and is configured for your Florida operation during implementation, covering certificates, calibration, dispatch, field reports, quoting and invoicing in one system. Pricing is quote on request.

Does the field app work when there is no signal at a site?

Yes. The installable field app stores drafts and photos on the device, takes on-screen signatures and previews the PDF offline, then syncs when a connection returns. That covers tank interiors, remote yards and post-storm outages.

Can it track certificates under schemes other than SNT-TC-1A?

Yes. Certificates can be recorded under SNT-TC-1A, CP-189, ISO 9712, PCN, CSWIP or other, with level, method, dates, OJT and training hours, vision tests and attachments. Atlantis training itself is SNT-TC-1A based; the ERP simply records the other schemes.

Will it stop us sending out an instrument that is out of calibration?

The team assignment shows a warning when assigned equipment is out of calibration, and the equipment record shows its calibration status and next due date. Double-booking of the same serial number on two jobs is blocked outright.

Can we keep using the report formats our clients demand?

Yes. Company templates in Excel, Word, PDF or HTML are versioned and carry your branding, and Excel templates are filled by mapping report fields to cells, so a client's own spreadsheet layout can be produced directly from the report data.

Does it handle marine and class-society work?

Yes. Marine mode adds a vessel cover page, location and dates, and merges the class-society certificate, the inspector's Level II certificate and the calibration certificate into the report PDF.

How do we get a quote?

Tell us your headcount, methods, locations and the modules you need through the contact form. We will show the system on your own job types and send a tailored quote. Affordable, accessible, fully customizable.