Q.wiki vs. Confluence: Which quality management software fits your company best

Which tool is the right choice for quality management in mid sized companies?

Imagine you need a kitchen for your new apartment. Do you want maximum freedom and are you willing to plan everything yourself, assemble it, and make adjustments along the way? Then you go to a DIY store and pick up the tools and materials you need. Or would you rather choose a ready made complete solution that is up and running quickly? Then you go to a specialist provider.

There is no right or wrong here, just like when choosing a quality management solution. Whether Q.wiki or Confluence is the better fit depends entirely on your company’s requirements and expectations.

Q.wiki – the ready made complete solution

Q.wiki is a preconfigured management system specifically designed for quality and process management. All QM building blocks are included by default and ready to use immediately, which is often especially important for mid sized companies. Instead of individual configuration, the clear focus is on the QM use case and active participation.

Confluence – the flexible toolkit

Confluence is a versatile collaboration tool from Atlassian that enables flexible knowledge documentation, team collaboration, and many other use cases. However, to use it as a quality management system, you first need to select the right components, define standards, and configure functions such as document control or process visualization individually or via add ons.

Q.wiki vs. Confluence – compare them side by side!

Use cases

	Q.wiki	Confluence
Process management	Integrated by default and ready to use immediately	Possible with add ons or individual customizations
Quality management	Integrated by default and ready to use, as it is specifically designed for standards such as ISO	Generally possible using structures, templates, and approval workflows, but specific requirements can usually only be met with add ons
Knowledge management	Integrated by default and ready to use, including a freely configurable metadata concept	Strong focus and integrated by default, very powerful, versatile, and flexible, but without methodological guardrails
E learning	Integrated modules for reading confirmations, comprehension checks, and audit programs included by default	Limited functionality available via add ons

Features

	Q.wiki	Confluence
Collaboration	Comments @ mentions Suggestion scheme Task management Teams integration	Comments Inline comments @ mentions Task management Teams integration Many add ons
ERP connector	Context sensitive integration into ERP systems such as SAP via Q.Connect	Limited to selected providers
Versioning	Automatic, standards compliant versioning	Automatic, standards compliant versioning via add ons
Document control	Integrated by default, including approval workflows, reading confirmations, and change logs	Possible with add ons or individual customizations
Process map	Integrated by default and ready to use as a central navigation element	Possible with add ons or individual customizations
Workflows	Preconfigured approval workflows and forms integrated by default and ready to use	Extendable with add ons
Search	Full text search across all documents Specific filters for QM content Multilingual search with more than 40 languages	Full text search across all documents Filter options
Usability	Intuitive user experience	Modern UI, many features, but partly complex configuration
Automatic translations		Possible with add ons
Reading confirmation		Possible with add ons
AI based comprehension checks
AI process suggestions in BPMN 2.0
Multisite support for group structures
Audit management
Risk management
Document review reminders		Possible with add ons
Turtle diagrams
Usage statistics
External auditor access

Technical deployment

	Q.wiki	Confluence
Hosting		On premise only in the Premium version
System requirements	Browser based, low requirements for end user devices	Browser based, low requirements for end user devices

Data protection and security

	Q.wiki	Confluence
Data protection		Only available in the Premium version, otherwise data is stored outside the EU
GDPR compliance	Integrated by default, including support for evidence and documentation	Only available in the Premium version, otherwise data is stored outside the EU
Data hosting	Cloud or on premise hosting with data location according to customer requirements	Cloud or on premise hosting
Encryption	Encryption and security measures in line with industry standards	Encryption and security measures in line with industry standards

Integration and connectivity

	Q.wiki	Confluence
API	Selected interfaces with a focus on quality and process management	Deep integration into the Atlassian suite, especially Jira
Extensions	Extensions focused on quality and process management	Third party apps for a wide range of use cases
Integration with other systems	Open API interface	Open API interface
Office integration
Update reliability	Regular, comprehensive software updates	Updates may affect third party add ons and therefore need to be closely monitored

Support and services

	Q.wiki	Confluence
Support	Personal support Specialized consulting for quality management and mid sized companies	Depending on the plan, ranging from community support to dedicated support
Training	Individual training sessions and onboarding workshops provided by the vendor	Provided by third party providers
User community

Implementation and methodology

	Q.wiki	Confluence
Implementation effort	Low, as many functions are preconfigured and ready to use immediately	Flexible, but often requires significantly more configuration and training effort
Customizability	Preconfigured, with customization limited to quality and process management	Flexible and adaptable to a wide range of use cases
Time to go live	Fast implementation, as it is designed as a ready to use quality management system	Can vary significantly, as configuration is often time consuming

Do you have all the information you need to make your decision?

Have you already identified which option is the right fit for your company, or are there still open questions? Let’s discuss them together and plan the next steps. After all, quality management is not an IT project, it is a strategic business decision.

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