Fire extinguisher inspection software
to manage inspections, certificates & invoicing.

Why UK fire extinguisher businesses choose HiveSuite

Fire extinguisher inspection and servicing businesses manage hundreds - sometimes thousands - of properties, each with its own set of extinguishers that need annual inspection, periodic extended servicing, and eventual replacement. A single office block might have 30 extinguishers across five floors: water, foam, CO2, powder, and wet chemical, each with different manufacture dates, service histories, and next-due dates. Multiply that across 200 or 500 properties and the admin burden becomes enormous.

The challenge is not doing the inspections. Most fire extinguisher engineers can work through a building in a couple of hours. The challenge is everything around the inspections - knowing which properties are due this month, scheduling engineers into efficient routes, generating the right certificates, tracking which extinguishers need replacing or overhauling, invoicing the customer, and chasing payment. That is where most businesses lose time and money, and that is exactly what HiveSuite handles.

HiveSuite is UK-built, priced in GBP including VAT, and designed for how UK fire safety businesses actually work. No per-user pricing traps, no feature locks - every plan includes everything from day one.

Recurring inspection scheduling

Annual fire extinguisher inspections under BS 5306 are the backbone of most fire safety businesses. Every extinguisher on a property needs a visual inspection and basic service check at least once a year. Beyond that, extended servicing is required at intervals that depend on the extinguisher type - every five years for water, foam, and powder units, and every ten years for CO2 extinguishers. Discharge testing follows its own schedule. Keeping track of all of this across a large property portfolio is where spreadsheets and diary systems break down.

HiveSuite lets you set up recurring jobs at any frequency for each property. Annual inspections auto-generate each year on the anniversary date. Extended servicing jobs can be set on a separate cycle. You never miss a due date, and your customers appreciate the proactive approach - it builds trust and helps retain contracts year after year. Pair recurring jobs with recurring invoices so billing happens automatically too.

Quoting for inspection contracts and remedial work

Whether you are quoting for a new annual inspection contract covering 50 extinguishers across a commercial building, replacing condemned units following an inspection, installing new extinguishers in a refurbished office, or commissioning a full fire protection package for a new build, HiveSuite lets you build a professional, itemised quote on your phone while on-site.

Add line items for each extinguisher type and quantity, annual servicing fees, signage, ID labels, installation, and any remedial recommendations. HiveAssist, the built-in AI assistant, drafts quote line items from a short description of the work - describe the scope and HiveAssist generates a structured quote that you review and adjust. Send the quote by email before you have left the property. Customers accept online with a single click.

The inspection workflow

A typical annual inspection visit involves arriving on site, locating every extinguisher on the property, carrying out a visual check and basic service on each unit, recording any defects or issues, tagging or labelling each extinguisher with the inspection date, replacing or condemning any units that fail, and generating the inspection certificate before leaving. HiveSuite supports this workflow end to end.

Your engineer sees the job on HiveCrew with the site address, access instructions, contact details, and any notes from previous visits. They work through the inspection, record what they find, and mark the job as complete. If an extinguisher needs replacing or an additional visit is required for extended servicing, they can flag it on the job and you can raise a follow-up quote immediately. Everything is recorded against the customer and the property, building up a complete service history over time.

Inspection certificates and service reports

HiveSuite includes a compliance document builder so you can generate inspection certificates, service reports, condition reports, and deficiency notices directly from completed jobs. Documents are automatically numbered, branded with your business name and logo, and track issue and next-service dates. When a building manager, landlord, insurance company, or fire risk assessor needs a copy of a property's extinguisher inspection certificate months or years later, you can find and resend it in seconds through the customer portal or by email.

For properties where you identify defects - condemned extinguishers, missing signage, obstructed access, or units due for extended servicing - you can issue a deficiency notice alongside the inspection certificate, giving the customer a clear record of what needs attention and a quote for the remedial work.

Managing different extinguisher types

A typical commercial property might contain a mix of water extinguishers in corridors, CO2 units near electrical equipment, powder extinguishers in plant rooms, wet chemical units in kitchens, and foam extinguishers in general areas. Each type has different extended servicing intervals, different replacement timelines, and different considerations during inspection. HiveSuite lets you track the detail against each property and each job, so your engineers know exactly what they are walking into and your office team can plan extended servicing and replacements ahead of time rather than discovering the need on the day.

Scheduling your fire engineers

HivePlanner is a visual drag-and-drop calendar that lets you plan your engineers' weeks. See who is available, which properties are due, and build efficient schedules that group nearby sites together. A well-planned day might have an engineer inspecting three or four properties in the same area rather than criss-crossing the county. If a reactive callout comes in - an extinguisher discharged, a unit damaged, or a customer needing an urgent replacement - slot it into the day without disrupting your planned inspection rounds.

Keep your engineers in the loop with HiveCrew

Engineers log in to HiveCrew where they see only their own jobs for the day - site addresses, access instructions, contact details, notes from previous visits, and one-tap directions. They mark inspections as complete, flag any defects or units needing replacement, and everything syncs back to the office in real time. No end-of-day paperwork, no waiting for handwritten inspection sheets, no "I forgot to mention that one". HiveCrew is available as a native app on Android and as an installable Progressive Web App on iOS with push notification support.

Invoicing and Xero and QuickBooks integration

Convert any accepted quote to an invoice in one tap. For annual inspection contracts, set up recurring invoices that go out automatically each year - the inspection job generates, the engineer completes it, and the invoice has already been sent. Stripe is included on all plans if you want to offer card payments, or use your own payment methods. The invoice reminder board tracks every outstanding payment at a glance, which is critical when you are managing hundreds of annual contracts and need to know who has paid and who has not.

HiveSuite integrates with Xero and QuickBooks so your invoices, payments, and customer records sync automatically. No double-entry, no manual exports, no end-of-month reconciliation headaches.

Customer portal for building managers and facilities teams

The HiveSuite customer portal gives your customers a branded login where they can view their full inspection history, upcoming service dates, inspection certificates, deficiency notices, and invoices. Building managers, landlords, facilities companies, managing agents, and property management firms can access their fire extinguisher records at any time without needing to phone or email you. When a fire risk assessor visits the building and asks for proof of extinguisher servicing, your customer can pull up the certificate themselves.

Reporting with HiveIntel

HiveIntel is HiveSuite's built-in reporting and AI analytics tool. Ask questions in plain English and get instant answers from your own data:

• "Which properties are due for inspection this month?" - plan your schedule ahead
• "Which contracts are due for renewal this quarter?" - chase renewals before they lapse
• "How many inspections did we complete last month?" - track engineer productivity
• "Who owes me money?" - see every outstanding invoice with amounts and age
• "Show me revenue by contract type" - understand where your income comes from

Results come back as charts, tables, or dashboards. Save the ones you use regularly and schedule them for automatic email delivery.

Built for UK fire extinguisher businesses

HiveSuite is designed from the ground up for UK service businesses - GBP pricing that includes VAT and workflows that match how UK fire safety businesses actually operate. Whether you are a solo engineer managing 100 properties or a growing team covering thousands of extinguishers across a region, HiveSuite scales with you. Plans start from just £34.99 per month with a 30-day free trial and no credit card required. Every plan includes every feature.