Overview
Bond Fire Protection Service, based in Essex, provides fire extinguisher maintenance and compliance services to a wide range of clients. Prior to 2021, the company relied heavily on manual, paper-based processes for recording extinguisher servicing, asset tracking, and generating certification documents. These processes were inefficient, time-consuming, and vulnerable to human error—particularly during on-site servicing or post-visit certification generation.
To address these issues, Bond Fire Protection Service engaged us to design and implement a digital solution that would streamline field servicing and ensure accurate, timely certification for their clients.
Challenges
The paper-based workflow required technicians to carry printed documents to each job, manually record all service details, and return to the office to process and issue certificates. This not only slowed down the overall service cycle but also introduced opportunities for data entry mistakes, misplaced paperwork, and delays in delivering compliance certificates to clients.
Additionally, the lack of a centralized digital asset register made it difficult to maintain a complete and accurate history of extinguisher locations, conditions, and service status.
Our Solution
We developed a tailored, cloud-based solution built on Microsoft 365, incorporating the following components:
1. Digital Asset Register
A fully searchable, cloud-hosted database was created to hold detailed records of all extinguishers across client sites. Each asset is tagged with unique identifiers, service history, location information, and condition status (e.g., installed, discharged, replaced, condemned).
2. Mobile-Ready Service Interface
Field operatives now access and update extinguisher records in real-time using tablets or smartphones. The custom-built Microsoft 365 app enables easy selection of site assets, logging of service activities, and the marking of changes on the spot—eliminating the need for paper forms.
3. Automated Certification System
After a technician completes their site visit, the system automatically compiles service data and generates digital certificates overnight. These are then sent directly to the customer via email the following day, ensuring fast and accurate documentation of compliance.
4. Integration with Microsoft 365
Leveraging SharePoint, PowerApps, and Power Automate, we created a seamless workflow that requires minimal manual intervention, supports version control, and ensures data consistency across the business.
