Requirements checklist
What to ask for when choosing software for fire safety companies.
A checklist built from how fire safety companies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Site and equipment register
- Refill and hydro test calendar
- Job sheets on the phone
- Visit reports for the client
- Installation projects
- AMC contracts and renewals
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For the service coordinator
- For technicians
- For the workshop and store
- For accounts staff
Reports to ask for
Ask to see each one with your own sample data.
- Equipment due for refilling and pressure testing
- Visits completed and visits pending by technician
- AMC contracts by end date and renewal status
- Faults logged, closed and still open by site
- Cylinders out of site and the replacements left behind
- Material issued and returned against each installation
- Invoices raised and balance due by client
Systems it may need to connect to
Note which ones you already run.
- SMS
- Card and payment link collection
- Accounting file export
- QR or barcode labels for equipment
- Technician phone location on visits
Questions for any vendor
Put these to every supplier you are comparing.
- Is this only for fire safety companies?
- Can every extinguisher be held by serial number?
- How are refill pickups and returns tracked?
- Does it tell us when a refill is legally due?
- Can technicians fill the job sheet on a phone?
- Does it handle hydrant and sprinkler installation work?
- Will it warn us before an AMC ends?
- Can client reports be sent after every visit?
- Will our accountant get an accounts file?
- What if our refilling volume is small, and how is it priced?
- How long before technicians work from job sheets in it?
- What should the company gather before the start?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- What is due this month is unclear
- Service reports take days to type
- Cylinders are mixed up at the refill centre
- Van stock is never counted
- AMC renewals depend on memory
Prefer to talk it through? See the fire safety companies page.