Receive a delivery
Four live figures on the first page: deliveries this month, lots awaiting sign-off, expiring in 30 days, to order. Each opens its list. Read from the logs every time, changing nothing.
Goods receiving for accredited laboratories
The delivery note goes in. Audit‑ready records come out.
LotWarden reads any supplier's scanned docket, checks every lot against your acceptance register, and writes the receipt into the controlled workbooks you already keep. Runs only on the PCs you nominate, from local disk or an encrypted USB stick. No AI. Never online. Every action hash‑chained.
- No AI · no internet · no network required
- ISO 15189:2022 §6.6 · §7.11
- NATA & ISO 9001 assessment packs
- No installation · no admin rights
- 447 / 447 release checks passed
Receive a delivery
Chemistry
Offline
Audit verified
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1
Read
Item Material Lot Expiry Qty Read APTT Reagent 10 × 5 mL 10446744 21430 03/2027 4 ok Multi-analyte Calibrator 10393254 92815A 11/2026 2 verify ALT Reagent 4 × 20 mL 11097512 4A0388 08/2027 · pen mark Lipid Control Level 2 03456781 7L114 05/2027 6 ok Freight & handling · · · · non-stock -
2
Check
- APTT Reagent21430Accepted
- Multi-analyte Calibrator92815ANot on register
- ALT Reagent4A0388PAT in progress
- Lipid Control Level 27L114Accepted
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3
Flag
- 4A0388Hold until accepted. Pre-acceptance testing underway.
- 92815AInitiate pre-acceptance testing. First receipt of this lot; new-lot changeover checks before first use.
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4
WriteReagent Log 2026.xlsm › APTT Reagent › row 214New Lot - PAT approved · DN 48213 · backup taken, original untoucheduser=abrown action=book_log_update build=2026.15+9c1e2f4 written=2 skipped=0 chain=e4c690a1…
No AI · No internet · No network required
Your delivery data never leaves the bench.
Many new document tools send each scan to a cloud server and an AI model to be read. Every service it passes through is one more company holding your data, and one more place it can leak. LotWarden reads the docket on the PC in front of you, with the network switched off.
A typical AI or cloud tool
4 places outside your lab
- Scanned docketOn the bench PC
- Uploaded over the internetLeaves the building
- Vendor's cloud serversStored on someone else's systems
- Third-party AI modelRead by a service you have no contract with
- Logs, caches and backupsKept on terms you don't control
LotWarden
0 places outside your lab
This PC · network guard on
- Scanned docketDropped into the app folder
- Read on this PCBundled OCR engine. No AI service, no model calls
- Written to your own workbookBackup first, original untouched
Nothing crosses the edge of the machine. Any outbound connection is refused at socket level and logged as BLOCKED.
0AI services
No generative AI, no language models, nothing that learns from your dockets.
0network connections
Only loopback is allowed. An empty block log after a full day is the proof.
0accounts, uploads or servers
No sign-in, no cloud copy, no vendor holding your data. Nothing to breach but the PC itself.
0other PCs it will run on
Running it from a USB stick? Lose the stick, lose nothing. On any PC you haven't nominated it refuses to run, and its data stays encrypted.
Pull the network cable. Nothing changes. LotWarden was built for a PC that has never seen the network, so there is no online mode to fall back to and nothing to switch off. Prove it in ten minutes.
Why the door matters
Receiving is where the record starts. It is also where it goes wrong.
Every reagent, calibrator and control enters the laboratory through the same bench, and every assessment traces back to what was written there.
Typed from paper
A docket's lines are transcribed into the log by hand, often at the end of a shift. One transposed digit in a lot number is a finding waiting for the next assessment.
Checked from memory
Whether a lot has passed pre-acceptance testing lives in a separate register. The check happens if someone remembers to open it before the box hits the shelf.
Rebuilt under pressure
When a recall lands, the trail runs through three workbooks, a paper docket and whoever was on shift that day. Reconstructing it takes hours nobody has.
LotWarden puts the check at the door and the record in the log, in one pass. The docket is read, every lot is judged, the worklist is written and the receipt lands in your own workbook before the trolley leaves the bench.
Watch it work
Ninety seconds, docket to audit chain.
One delivery from drop to audit chain, on the generic edition with the network guard on the whole time. Silent, captioned, no sign-up to watch.
Overview walkthrough
One delivery, start to finish · 1 min 36 s
Captioned, no soundPrefer a live one? Book a walkthrough.
- 0:04Receive a deliveryRegister and logs loaded first.
- 0:12Read the docketRead in seconds, every line with its confidence.
- 0:30Every lot judgedAccepted, in progress, or not on the register.
- 0:41The worklist writes itselfWorst first, action required, columns to sign.
- 0:51Into the real logRight sheet, right columns, backup first.
- 1:07The audit chainWho, what, when, which build. Edit a line, watch it break.
- 1:25Still offlineThe badge never changed. Neither did your originals.
How it works
One pass from delivery note to the department's logs.
Four steps, each previewed before anything is written. The order is the order of the job.
-
STEP 1
Scan & read
Drop the scanned delivery note. The built-in offline OCR reads item, material number, description, lot, expiry and quantity. Sideways scans are turned upright; a second pass on a colour-stripped copy rescues quantities under pen and highlighter.
-
STEP 2
Check lot acceptance
Every incoming lot is checked against the pre-acceptance (PAT) register and given a verdict: accepted, awaiting sign-off, in progress, rejected or not on register. Shared lot codes are matched by product and flagged.
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STEP 3
Flag & investigate
New, rejected or untested lots go onto a ready-made investigation worklist, worst first, each with the action required and blank columns for outcome and initials. Stock expired on arrival goes to the top with a quarantine action.
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STEP 4
Write the logs
Confirmed lines go into the department's own workbooks through Excel, exactly as staff would enter them: the right sheet, the right columns, a coloured comment, a delivery-note stamp and duplicate protection. A backup is taken first.
Nothing is guessed. Only clean, confident reads are pre-filled; everything else is left blank for a person to count. Only an operator-confirmed quantity is ever written to stock, and a value under ink is shown as a best-effort guess, never as fact.
Everything after the door
Built for the whole receiving job, not just the scan.
One banner, one side menu, and a section for each thing stores staff, scientists and quality managers actually do with a delivery. See every section in detail.
Docket library
Not tied to one supplier. One clean docket teaches a new supplier's letterhead and columns; confirm with your initials and their paperwork reads automatically from then on.
Stock outlook
What to order, use first and take off the shelf, forecast from the logs' own dates in use. Expiry reminders for the team calendar. Advisory only: it orders nothing.
Date in Use
Record lots put into use, days later if need be. Each is signed and dated in the log through Excel, with a backup first and refusals listed by reason.
Scan in Preview
A USB barcode scanner puts a lot into use in one scan. GS1 barcodes read as they are; any other label is taught once from one scan.
Lot history
Every lot the logs have ever shown and what happened to it: received, put into use, removed, and by whom. Trace a recall in seconds, across departments.
Reviews
Weekly queue, second checks, supervisor report, log transfers and supplier evaluations. Every sign-off is dated, initialled, and kept where it cannot be edited.
Assessment pack
A presentation and a workbook of every record behind it for a NATA (ISO 15189) assessment or an ISO 9001 audit, built in a minute, each item mapped to its clause.
Security posture
Offline is enforced, not promised.
A runtime network guard loads before anything else and wraps the socket layer. Only loopback is permitted. Every blocked attempt is logged, so an empty log after a full workload is positive evidence of no call-home behaviour.
Network guard
Only 127.0.0.1 connections are allowed. Any outbound attempt is refused at socket level and written to network_audit.log with a timestamp. The banner shows the guard running.
No AI, no cloud, no telemetry
OCR is the bundled Tesseract engine, running locally and deterministically. No analytics, update checks or crash reporting. Delivery data is never transmitted anywhere.
Hash-chained audit trail
Every action carries the Windows username, timestamp, release and a SHA-256 chain value over the record before it. Edit, insert or delete a line and the page reports the chain broken.
Originals never touched
Dropped workbooks stay pristine in original_logs; every write lands in a working copy with a timestamped backup first. Macros are never executed, so validation rules survive untouched.
Hardened at the request layer
All 31 state-changing routes check the request origin and refuse anything foreign with a 403. Downloads and writes are confined by resolved path. Errors are structured JSON, never stack traces.
Encrypted at rest
Logs, register, lot history, sign-offs and answer keys are locked on the drive and unlocked only while the app works. A second lock under BitLocker; the audit trail stays readable for inspection.
app_start user=abrown build=2026.15+9c1e2f4 network_guard=active chain=3f9a1c…
books_upload user=abrown department=Chemistry logs=2 chain=b07e52…
lot_crosscheck user=abrown note=DN48213 lots=4 new=1 chain=5d21e8…
new_lots_confirmed user=abrown lots=1 received_by=AB chain=91ab3f…
book_log_update user=abrown sheet=APTT Reagent written=2 skipped=0 chain=e4c690…
assessment_pack user=jwong visit=NATA period=2025-09-15..2026-09-14 chain=c27d04…
Who, what, when, and which build did it. Event logging follows PSPF and ISM-aligned practice. Usernames illustrative.
Prove it in ten minutes.
0 of 8 verifiedNot yet verifiedThe IT acceptance checklist ships with the product. Every claim on this page can be demonstrated on the machine in front of you. Tick them as you go.
Standards alignment
Built against the standard the lab is assessed on.
ISO 15189:2022 §6.6 and §7.11 shape what is recorded at reception and how the software itself is validated. Assessment and audit packs are built from those records without changing them.
§6.6.7
Reception records
Date, lot, expiry, quantity, supplier and delivery-note number written to the receiving department's log on every receipt. The receiver's initials are required.
§6.6.4
Acceptance before use
Every lot cross-checked against the PAT register at the door, with a generated investigation worklist. Elsewhere, each new lot is flagged and confirmed before it is written, then verified at the bench.
§6.6.2
Condition on reception
Intact and cold-chain condition recorded per delivery and written to the logs' Condition column. Failures are highlighted in red and audit-logged.
§6.6.7 c
Expiry control
Stock expired on arrival is quarantine-actioned first on the worklist; short-dated stock is flagged amber; expired lots on the shelf are listed for removal.
§7.11
Software validation
A validation dossier issued per build: intended use, risk controls, change control and a release check re-run for every issue, including a fictional-data regression suite.
447/ 447
Checks passed in the release check
Reading on fictional and real dockets, column detection, writes into copies, duplicates, pre-acceptance, routing, confinement and both guards, re-run before every dossier.
1per build
Validation dossier
Generated from the build record, the executable's SHA-256 and the release results. If they disagree, it marks itself DRAFT.
2frameworks
NATA (ISO 15189) and ISO 9001:2015 packs
Choose the visit and the dates, enter your initials, and the presentation and workbook are built with each item mapped to its clause.
Deployment
Copy it on. Delete it off.
A single self-contained folder that runs from the PC's local disk or, if you prefer, an encrypted USB stick, on a PC that has never seen the network. Microsoft Excel is the only thing it asks of the host.
E:\LotWarden\
- received_sheets\reports, worklists, outlooks, assessment packs
- original_logs\the pristine copies, never written to
- updated_logs\working copies, every write lands here
- archived_logs\what a fresh drop replaced
- lot_history\every lot's story · locked
- reviews\sign-offs, dated and initialled · locked
- reader_truth\answer keys for scoring the reader · locked
- audit.logevery action, hash-chained, readable
- network_audit.logevery blocked connection attempt
installerservicesscheduled tasksregistry writesadmin rightsnetwork
- Runs on a non-networked PC by design. Nothing degrades without a connection, because nothing ever needed one.
- Works on the real controlled workbooks. Entries go in through Excel itself, so your validation rules and macros are preserved. No migration, no new system of record.
- Two editions from one code base. Generic, or a site edition carrying your name, logos and wording, bundled only in its own build.
- Every build identified. Release, section versions and commit are embedded at build time, shown in the footer and written into every audit record. Distribution is hash-verified onto the drive.
Site authorisation, verified offline
A digitally signed file names the machines approved to run, checked without any server. Machine identity is a one-way SHA-256 hash; nothing identifying is stored or transmitted. Renewal notice from 30 days out, then 30 days' grace, then read-only. A lapsed licence never locks the laboratory out of its own records. Evaluation codes cover three months from first use.
Departments
Chemistry · PAT cross-check
Haematology
Serology
Microbiology
Stores
See it run
A live walkthrough, wherever you are.
A 20-minute screen-share on a video call. We read a docket, check it, write it to a copy of a log and show you the audit chain. The app never opens a connection during the call; only the call does.
- For laboratory and quality managers: receiving, lot acceptance and the assessment pack, end to end.
- For IT and security: the ten-minute acceptance checklist, live, plus the README's data-privacy section for sign-off.
- For your own dockets: send one ahead of the call and we read yours instead of ours.
- For evaluation: a three-month access code so your team runs it on a machine of your own, against your own logs, before anyone commits.
InvestorsTaking offline-first receiving beyond its first laboratory
LotWarden was designed and proven at a working receiving bench and is now raising seed capital to reach accredited laboratories more widely. Read the investor page, or choose Investor in the form to request the brief.