Automate Manufacturing Paperwork and Keep Production Flowing Smoothly

In manufacturing, inefficiencies rarely come from one big problem.

They come from dozens of small, repeated frictions: re-keying the same data into different systems, chasing approvals, rebuilding documents from scratch, updating records one by one, or trying to work out what stage an order or job is actually at.

The result is familiar: busy teams, slower throughput, and avoidable errors.

Kinabase is designed to remove that friction by combining a flexible database with workflow management, so information is captured once, moves through clear stages, and triggers the right action automatically. Connecting all the disparate teams into one system gives visibility and control over production-critical processes.

Below are the most practical ways that manufacturers use Kinabase to give time back to operations, production support, procurement, quality and finance.

Automate the repetitive work that clogs your day

The biggest time-savers are automations: rules that run when something changes, reaches a workflow stage, or happens on a schedule.

In manufacturing terms, that means the "admin glue" around production can run itself:

• An order is approved → a confirmation email is sent automatically.
• A job moves to "Ready to Dispatch" → dispatch paperwork is generated and stored automatically.
• A supplier delivery is late → an internal alert goes to purchasing.
• A quality check fails → an NCR (non-conformance report) record and task list is created instantly.

Read our automation guides to learn how to set up rules that run automatically.

Update hundreds of records in minutes with Bulk Operations

Manufacturing data changes constantly: supplier lead times, part statuses, job priorities, resource assignments. Editing records individually is one of the most common "silent" time drains.

Kinabase Bulk Operations let you select many records and bulk edit, delete, import or export so that the admin effort scales properly as your dataset grows.

Practical examples:

• Apply a new lead time to all parts from one supplier in a single action.
• Import a large customer BOM (Bill of Materials)
  or part list from a CSV rather than keying line-by-line.
• Export filtered production or dispatch data to share with partners.

Read our record management guides for step-by-step instructions on bulk operations.

Make progress visible with Workflow Stages (and act on it automatically)

When work moves by email and spreadsheets, status becomes a guessing game.

Workflow stages replace that with a clear, shared pipeline where every record sits in an agreed stage (e.g. "Quoted → Approved → In Production → QA → Dispatched").

The value for manufacturers is two-fold:

• Everyone can see progress instantly, without meetings or message-chasing.
• Stage changes can trigger automations so the next steps happen reliably every time.

Read our workflow guides to learn how to set up stages and automation triggers.

Stop recalculating totals with Computed Fields

Manufacturing is full of calculations: quantity × price, hours × rate, unit conversions, margins, lead-time offsets, batch yields & more.

Computed fields calculate automatically based on other data without fragile spreadsheet formulae that must be maintained.

This means fewer manual checks, fewer errors and less time spent reconciling different versions of the truth.

Read our computed fields guide to learn how to add formula-based calculations to your collections.

Generate production-critical documents in seconds

Documents are unavoidable in manufacturing: quotes, purchase orders, labels, delivery notes, invoices, certificates, QA reports. Document automation replaces copy/paste and manual formatting with templates that pull live data into consistent outputs.

Kinabase supports automating PDF creation and sending using templates as part of an automation flow. In practice, document automation is widely used to reduce delays, errors, improve traceability and compliance in manufacturing paperwork.

Read our document generation guides to learn how to create PDF templates.

Reduce double-entry by connecting systems & departments

Time disappears when the same data is typed into multiple places: CRM, production tracking, spreadsheets and accounting.

Breaking down those silos is a critical manufacturing challenge because it slows decisions and creates inconsistencies due to a lack of "one source of truth."

Kinabase supports integrations including Microsoft 365 authentication, Outlook email, and webhooks for custom connections. If you use SSO, Microsoft documents how SAML-based single sign-on works with Entra ID, reducing friction for users accessing business apps.

Read our Microsoft 365 integration guide for setup instructions.

Speed up daily actions with dashboards, widgets and Quick Add

Most teams don't need more data; they need faster access to the right actions.

Kinabase's core concepts include collections, records, tasks and workflows that can be surfaced through dashboards and quick creation tools.

Why not build a few key dashboards to give teams instant access:

• A Maintenance dashboard with a one-click "log a maintenance issue" record creation shortcut using the Quick Add widget.
• A Production dashboard showing late orders, overdue QA checks, or tasks due today.
• A Sales dashboard with key metrics like open quotes, order values, and average lead times.
• A Purchasing dashboard tracking supplier performance, late deliveries, and order statuses.

Read our dashboard and reporting guides to learn how to build custom views of your data.

Keep teams aligned with Task Management and activity logging

Manufacturing work is inherently cross-functional: production, purchasing, QA, stores, dispatch and finance.

Kinabase supports tasks tied directly to records, so actions live where the context lives (not in a separate tool). That reduces back-and-forth and supports accountability through clearer ownership and history.

Read our task management guides to learn how to assign and track work.

Find what you need instantly with advanced filtering and grouping

Even good systems waste time if it's hard to locate the right record. Saving views, filtering by any field, and grouping by status, customer, machine, or date lets teams answer questions in seconds rather than digging through tabs.

Read our views and filtering guides to learn how to create saved views for your team.

A simple rollout plan for fast time savings

1. Start with one "high-churn" workflow (orders, purchasing, quality incidents, maintenance).
2. Define stages and owners, so handovers are explicit.
3. Automate the obvious repetitive steps (notifications, task creation, document generation).
4. Integrate where re-keying is painful (e.g. email via Outlook, custom webhooks).
5. Measure cycle time and rework, then expand to the next workflow.

Sources

• McKinsey: Operations management, reshaped by robotic automation (automation reduces manual repetitive work)
• Deloitte: Robotic Process Automation overview (efficiency gains through automation)
• Association for Advancing Automation: RPA benefits in manufacturing (productivity, accuracy, compliance themes)
• Microsoft Learn: SAML SSO with Microsoft Entra ID (SSO foundation)