One system for extinguisher registers, refilling, installation jobs, inspection visits and AMC renewals.
Run a fire safety company from one system. Every extinguisher, hydrant, sprinkler zone and alarm panel is listed by serial and location under its client site. Refilling, hydro testing, installation and inspection visits are booked against that site. Technicians fill job sheets on the spot. AMC visits follow their own calendar.
- Site list, equipment registers and AMC contracts entered as you hold them
- Extinguisher serials, refill dates and test dates migrated from your registers
- Visit schedules and service rate changes made by us on your instruction
Fire safety companies, refilling workshops and protection contractors run this system across their branches, and GullySystem sets it up as Fire Safety Company Management Software. It holds every extinguisher, hydrant, sprinkler zone and alarm panel by serial, with refill jobs, inspection visits, AMC renewals and technician job sheets.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and survey
A building manager or contractor asks for extinguishers, a hydrant line or an alarm system. A surveyor walks each compartment and lists what the site already holds and what it still needs to meet the client’s brief.
- 2
Quotation
A quotation is raised for supply, installation, refilling or an annual contract, with equipment, labour and visit counts itemised. The version sent to the client is kept beside every revision.
- 3
Work order
On approval the job opens as an installation project, a refill batch or a service visit. Technicians, dates and the material to be issued from the store are assigned to it at once.
- 4
Work on site
The technician records readings, serials, faults and photographs on the job sheet, and the client’s representative signs it. The equipment register is updated to match. Nobody retypes it at the office.
- 5
Billing
A tax invoice follows the completed job or the contract instalment, and it is paid by transfer, card or cheque. Corporate clients with several sites keep one running account across all of them.
- 6
Next due date
Every piece of equipment and every contract carries its next date. Refill, test and inspection lists build themselves from those dates, and reminders reach the client before the visit falls due at the site.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Site and building records
Hold each client site with its floors, blocks, gates, contact persons and the equipment installed in every location, so a technician arrives knowing which stairwell to start from.
Learn moreExtinguisher and equipment register
List every extinguisher, hydrant, sprinkler zone, sounder, strobe, callpoint and addressable panel by serial, type, capacity, position and date of installation. Each item shows its last refill and its next test date.
Learn moreRefilling and hydro test jobs
Track cylinders picked up, refilled, pressure tested and returned, with the replacement left at site while each one is away. The workshop sees every cylinder still waiting for a test slot.
Learn moreInstallation projects
Run hydrant, wet riser, deluge, sprinkler and alarm installations as projects with stages, material issue, labour, site photographs and handover. Pipe and sprinkler head counts are reconciled when the project closes.
Learn moreInspection and service schedules
Build monthly, quarterly and yearly visit lists from the due dates on each site’s equipment and each contract. The coordinator sees overdue sites first and assigns a technician from the same screen.
Learn moreAMC contracts and renewals
Keep contract period, visits promised, equipment covered, rates and instalments, with a renewal list that reads from the end date. Each line shows visits used against visits still owed to the client.
Learn moreTechnician job sheets
Give each technician the day’s visits, readings to record and faults to log. The client signs at the end, and the signed sheet becomes the visit report sent to the client contact.
Learn moreSpares, cylinders and stock
Count refill powder, cylinders, fusible bulbs, sprinkler heads, pipes, detectors and valves in the store and in each technician’s van. A low count on powder or valves is flagged before a refill batch stalls.
Learn moreQuotations and enquiries
Record enquiries from builders, factories and apartment blocks, raise itemised quotations and follow each one to an order. Lost quotations stay on file with the reason the client gave for choosing another firm.
Learn moreBilling and client accounts
Issue tax invoices for supply, installation, refilling and contract instalments, and keep a running account for every corporate client. The accounts desk sees what each factory still owes without opening a file.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Asset AMC Tracking
Each extinguisher, hydrant, sprinkler zone, siren and panel is listed by serial, type, capacity, position and installation date, ready for contract visits.
- AMC and Service Contracts
A contract holds its period, visits promised, equipment covered, rates and instalments, and the renewal list reads straight from the end date.
- Job Cards
Each technician gets the day’s visits with readings to record, faults to log and the client’s signature to collect at the end.
- Service Reminders
Monthly, quarterly and yearly visit lists are built from the due dates on each site’s equipment and each contract.
- Estimate/Quotation Management
Enquiries from builders, factories and apartment blocks are recorded, itemised quotations are raised, and each one is followed to an order.
- Stock Tracking and Alerts
Refill powder, cylinders, sprinkler heads, pipes, detectors and valves are counted in the store and in each technician’s van.
- Invoice Management
Tax invoices cover supply, installation, refilling and contract instalments, and each corporate client keeps a running account of what is billed and paid.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Fire Safety Software Views for Owners, Coordinators and Technicians
Each person in a fire safety company opens the part of the site record their own work needs.
Learn moreReports for Fire Safety Company Owners and Managers
These reports are built from the equipment registers, visit sheets, contracts and invoices your staff already enter.
Learn moreFire Safety Software Connections to WhatsApp, Accounts and Payments
The fire safety system links to the messaging, payment and accounting tools your office already runs.
Learn moreOne system, each person sees their part.
For owners
Read work booked and completed, contracts due for renewal, cylinders out for refilling, stock held and money outstanding by client. Nobody waits for the coordinator to compile a weekly sheet.
For the service coordinator
Build the visit list and assign technicians. Chase faults left open, and tell a client when the next inspection falls due, with the site and equipment already in front of you.
For technicians
See the sites allotted today, record readings and serials, log faults and take the client’s signature on the job sheet. The register is updated before the van leaves the car park of the site.
For the workshop and store
Receive cylinders for refilling and return them to the right site. Issue spares against projects and visits, so the store count matches what the van carried out through the gate each morning.
For accounts staff
Raise invoices against completed work and contract instalments, record receipts and follow the balance on each corporate account. A disputed line opens straight onto the job sheet behind it.
The numbers the owner asks for.
- 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
Who this is built for.
- Extinguisher refilling and servicing firms with a workshop of their own
- Fire protection contractors installing hydrant, sprinkler, firefighting pump and alarm systems
- Fire safety companies holding annual contracts with factories and apartment blocks
- Firms that supply equipment and also service it on a visit schedule
- Fire safety companies with technicians working out of more than one branch
When it is not the right choice.
- A one-man refilling unit with a handful of local customers may manage with a register and a phone.
- A company that only trades in equipment without servicing it will find a trading or wholesale product closer.
- Fire safety training and mock drill providers with no equipment to service need something simpler.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Card and payment link collection
- Accounting file export
- QR or barcode labels for equipment
- Technician phone location on visits
Questions owners ask before a demo.
Is this only for fire safety companies?
Yes. Sites, equipment registers, refilling, installation and AMC visits are built around fire protection work, and other field trades have their own products with their own records.
Can every extinguisher be held by serial number?
Yes. Serial, type, capacity, position, installation date, refill date and test date are kept for each one, under the site it stands in. A cylinder moved between floors is edited once.
How are refill pickups and returns tracked?
A cylinder leaves the site on a pickup entry and comes back on a return entry. The replacement left in its place is recorded as well, so both ends of the swap can be checked later.
Does it tell us when a refill is legally due?
No. Due dates follow the intervals you and your client set. What a regulator, an insurer or a local authority asks is for the client and their advisers to decide.
Can technicians fill the job sheet on a phone?
Yes. Readings, faults, photographs and the client signature are captured at site on the phone, and the register is updated from that sheet. Nothing waits for the office to retype it.
Does it handle hydrant and sprinkler installation work?
Yes. Installation runs as a project with stages, material issued from the store, labour recorded and handover documents kept with the site. Pipe, sounder and sprinkler head counts reconcile when the project closes.
Will it warn us before an AMC ends?
Yes. Contracts appear on a renewal list before the end date, with visits used and visits still promised shown beside each one, so the quotation goes out in good time.
Can client reports be sent after every visit?
Yes. The signed job sheet becomes a visit report, and it goes to the client contact by mail or WhatsApp the same day, with the faults found listed first.
Will our accountant get an accounts file?
Not built in. Your accountant can read invoices and purchases in GullySystem, and an export file is priced once you fix how the ledgers should map to your accounting software.
What if our refilling volume is small?
Then a register may still serve you. Count the extinguisher refills and annual contract sites you handle, then share the figures, and you get an honest view of whether software pays off yet.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See Fire Safety Company Management Software with your own data.
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