Kubifex

Every audit called my records careful.
Much of it was wrong.

Material accounting for a workshop that holds a chain-of-custody certificate. Every pack, every part, every cubic metre — and where the difference between what came in and what went out actually arose.

The measurement

4.197 m³ 2.816 m³

One oak pack · nine orders · two years

4.197 m³ of 40 mm oak arrived on one delivery note, claim and certificate number in the header. Nine orders took from it over two years, 2.816 m³ ended up inside products and 0.244 m³ was written off when the pack was closed. Overall yield 0.671. It reconciles exactly.
The spreadsheet did not. A balance of 1.625 m³ was correct on 22 January 2024 and was never touched again, because the pack had carried over to the next year’s sheet. Two copies of one truth, and only one of them still true.

What a surveillance audit actually writes up

A supplier certificate that expired months ago, still printed on the delivery note that brought the material in.
A corrected invoice carrying the old code prefix against the new certificate number. Nobody catches that by eye.
An outgoing invoice with the claim written short — the full category cut down to one word.
A species used in a product before it was ever added to the annex.
A supplier list written once and never checked again, though the rule is at least every twelve months, and sooner as a certificate nears expiry.

Corrective action requests, every one of them minor, and not one of them a judgement call. They are comparisons — and a comparison is the one thing software never gets tired of.

The rule everything hangs on

The claim you write out can never be stronger
than the claim that came in.

100% and 100% stays 100%. 100% and Mix Credit becomes Mix Credit. The lowest wins, and the downgrade has to be visible in the accounting, not settled in somebody’s head at the end of the month. Kubifex refuses the save, not the report a year later.

Where the difference arises

The blank is 1000 × 50 × 50 — 0.0025 m³, straight off the delivery note.

The part on the drawing is 900 × 42 × 38 — 0.0014364 m³. Conversion factor 0.5746, computed from the two sets of dimensions rather than estimated for the product group.

The 50 × 50 is out of stock, so a 50 × 60 is used. The drawing has not changed. The consumed volume has, by 20%, and nobody wrote it down.

Every system knows what was purchased and what was sold. The number nobody has is the one in between — and it has only three possible causes: a substitution nobody entered, a real yield problem, or a booking error. The auditor will ask for the drawing behind whichever it was.

What is in it

Intake: Drop in the delivery note. Every line is read on its own, cubic metres are computed from the dimensions rather than typed, and a line carrying no claim and no certificate number does not enter the books at all — whatever logo sits in the footer of the page.
Suppliers: Every certificate re-checked at least once every twelve months, and sooner as it nears expiry — not because somebody remembered, but because the date is in the system and the code on the document is compared to the code on file.
Packs: A pack has a life, not a year. The balance is derived from what has been taken out of it and is never stored, so it cannot go stale, and it carries over as opening stock until the remainder is written off. At the audit the pack is in the warehouse under the number the ledger knows it by.
Products: A parts list with the blank and the finished dimensions side by side. Each part computes its own conversion factor; the drawing is attached behind it as the evidence. Several species in one product, each with its own claim, is the ordinary case rather than the exception.
The annual volume summary: Per period, per product group, per claim: purchased, opening stock, closing stock, sold — with the list of documents behind every number. One button instead of the fortnight before the audit.

Who makes this

Kubifex is a Vivifex product. It was written by somebody who kept exactly these books for three years at an FSC-certified workshop, was praised at every audit for how careful they were, and was wrong in nine packs out of twenty-six.

The errors were not carelessness. They were the shape of the tool: a sheet has no memory of what it said last year, no rule about what may not be written, and it will hold two copies of one number without ever mentioning it.

Start with one pack

Create an account, put in your certificate and one delivery note. If the first pack does not reconcile in ten minutes, nothing else on this page matters.

Kubifex sits alongside whatever accounting you already have. Nothing to integrate, nothing to install, no consultant.

Ask for a place → See the three versions → Write to us →

Every audit called my records careful.Much of it was wrong.

The claim you write out can never be strongerthan the claim that came in.

Start with one pack

Every audit called my records careful.
Much of it was wrong.

The claim you write out can never be stronger
than the claim that came in.