8 Best Fire Incident Reporting Software in 2024

Published on:
February 28, 2024
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Accidents are an inevitable part of every job, but it all comes down to how they are handled.

Although completing an incident report form is a usual first step, it merely scrapes the surface. An incident report's actual goal extends beyond reporting; it tries to examine the fundamental cause and adopt preventative actions.

When it comes to fire incident reporting and documentation, the fun needle starts to tip in the other direction. Firemen must do their job with precision and aptitude, even if it may not be the incident reporter's favorite part of the day.

To achieve this goal, organizations must have a streamlined incident reporting procedure that is accessible to everyone, from contractors to senior management. Adequate resources must also be available to handle incidents successfully. 

The best fire incident reporting software, together with a feedback loop, improves overall safety awareness and performance.

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8 Best Mobile Facility Fire Alarm Inspection Reporting Apps For Businesses In 2024 

Here's a quick look at some of the best fire incident reporting software that'll save you a ton of hassle with fire safety management, audits and checks.

1. Xenia - Overall No. 1 Best & Free Online Fire Alarm Inspection Tool 

Xenia is a powerful cloud-based platform that automates the overall process of reporting fire incidents and monitoring employee occurrences in any range of businesses.

Companies can easily leverage Xenia to collect, store, and analyze hazard incident data, making it easier to discover trends, respond to crises, and build a safer work environment. Hence, offering a proactive approach to avoiding near misses!

As one of the best fire incident reporting software, like Xenia, offers user-friendly and customizable fire incident templates and forms for workers to report fire incidents. This enables workers to report problems quickly from any device with internet connectivity, eliminating the need to fill out paper forms or send emails.

Businesses can utilize Xenia to set up real-time alerts for certain sorts of occurrences, such as workplace fires. This helps managers react to situations quickly and take appropriate action.

Key Features

  • Easy-to-use Operations Management: Xenia offers a user-friendly platform for quick team adoption.
  • Mobile App: The app provides frontline workers in the field with the tools they need to ensure a safe work environment. Offline capabilities indicate that the incident report will automatically upload whenever it reconnects to a signal.
  • Fire Incident Logs: Digital processes provide correct data input, tracking, and reporting, avoiding expensive errors and assuring accuracy throughout your reports. Use mobile reporting, remedial actions, and live progress monitoring to improve problem management.
  • Dedicated Incident management System: Multi-channel issue tracking, customized incident forms for consistent incident response, and an optimized incident resolution procedure are all available.
  • Pre-Built Checklists: Choose from hundreds of pre-built checklists that let you run thorough inspections on your fire alarms and achieve compliance standards such as NPFA and OSHA.


  • Free Forever: Cost free package for up to 5 users with access to all the basic features.
  • Starter Plan: Starting at $99/month for the first 15 users, includes a work calendar view, work reports,  template reports, sub-assets, and sub-locations.
  • Premium Plan: Starting at $199/month for the first 15 users, includes reporting dashboards, time and cost tracking, template branding, public form submissions, automated templates, and more.
  • Custom Plan: You get unlimited users, a dedicated account manager, onboarding and implementation, and integrations. 

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Free Version:
Supported Platforms:
Available for up to 5 users
Starter for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
Free Version:
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Supported Platforms:
Available on iOS, Android and Web
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2. Streamline Automation Systems

Streamline Automation Systems is a fire risk reduction program that is both mobile and web-based. It supports local and state governments, as well as companies that provide fire inspection services. 

It streamlines the inspection process as a tool built by fire specialists, with NFPA-specified forms, violation warnings, real-time alerts, and integrated invoicing services.

With community education, smoke detector campaigns, and house fire safety inspections, you can make your neighborhood safer and more educated. From your iPad or Windows-based tablet, you can now simply monitor and manage hydrant locations, maintenance, inspections, and flow rates.

This best fire incident reporting software is uniquely intended to make fire inspections easy and efficient, with capabilities not found in any other fire inspection program. Sync your iPad or tablet and work in the field on or off-line with features like dynamic rule sets and bespoke checklists.

Key Features

  • Fire Code Enforcement Inspections: Seamlessly generate detailed inspection reports, facilitating quick corrective actions and providing a transparent overview of compliance status.
  • Facility Management: Optimise processes, manage assets, and take a proactive approach to facility maintenance and improvement efforts to increase operational efficiency.
  • Photo capture: Improve reporting and inspection accuracy by seamlessly integrating picture capture capabilities, fostering transparency, and thoroughly documenting on-site circumstances.


  • Starts at $2,000 per year, flat rate

3. Adashi Systems

Adashi's software is particularly built for public safety organizations such as fire and rescue services, law enforcement departments, emergency medical services, and other organizations that react to and manage crises. 

We try to support emergency services organizations at every stage of the event management process in order to give public safety authorities an end-to-end solution.

The cloud-based program requires no hardware and can be accessed from any current web browser, including your iOS or Android smartphone. Adashi RollCall was created primarily to assist Fire, Police, EMS, and other emergency services organizations in creating rosters, filling gaps, and assigning overtime while simplifying operations and reducing labor costs.

Key Features

  • Adashi Alert: Adashi Alert is a comprehensive public safety incident management system. This alerting system, which integrates directly with computer-automated despatch, allows responders to receive real-time information about current calls, react more effectively, and generate a unified operational picture.
  • Adashi C&C: Assists commanders in allocating resources, communicating tactical strategy, and tracking crew responsibility. Adashi C&C improves situational awareness and interoperability, allowing departments to handle crises successfully, even in the worst-case scenario.
  • FirstResponse MDT: The software connects with despatch centers, records management systems, and comprehensive map data to provide first responders with the information they want, all from a single primary dashboard.


  • Reach out to the vendor to get a quote.

4. SmartServ

SmartServ is a field service platform that allows you to manage jobs and operations. It includes fire inspection forms, checklists, and a reporting tool that allows you to assess performance.

SmartServ is a cloud-based program built for field service organizations with the goal of making each contractor's life simpler. SmartServ is a configurable program, so when you engage with them, you won't have to adjust your business flow to accommodate us. 

Key Features

  • Custom Fire Inspection Forms: Inspect your fire alarm inspection system using a variety of form templates or develop your own. To swiftly implement preventative maintenance for your fire protection equipment, use NFPA-recommended inspection forms.
  • Scheduling: Within Smart Serv, you can assign work, establish recurring tasks, and schedule reassignments.
  • Reports: Custom reports may be generated for all of your inspections and activities to measure progress and quality.
  • Online Payments and Invoicing: Create invoices and accept payments online.


  • Contact SmartServ’s official sales team to get information on pricing plans

5. FirstDue

FirstDue is a fire safety operations management application that allows you to manage fire safety processes such as prevention, response, incident reporting, assets, and people.

It was designed with first responders, EMS workers, and fire service professionals in mind, so if those are your use cases, this may be a suitable match.

Key Features

  • Fire Prevention Checklists: Use fire alarm inspection checklists and plan ahead of time.
  • Scheduling and Team Management: Keep track of your team's availability, shifts, and rotations. Within First Due, you can also keep track of time off and vacancies.
  • Responder on the Move: Receive notifications about fire occurrences and react swiftly. Provide your first responders with all of the information they need to battle a fire.
  • Asset Management: Involves maintaining track of all your equipment, assigning it to personnel, and creating work orders.


  • First Due’s pricing plans are available on the contact

6. ESO fire RMS 

Up next on our best fire incident reporting software list, we've got ESO Fire RMS.

The program is designed specifically to meet the needs of fire departments around the world. ESO Fire RMS offers the most robust features and intuitive interface allowing administrators to manage every aspect of their fire department operations.

The ESO Fire RMS is a centralized platform dedicated to incident management, staff administration, and compliance. Whether it is an emergency or an inspection, the software automates workflows and guarantees smooth collaboration between members.

ESO Fire RMS is particularly notable for making it easy to submit reports to the National Fire Incident Reporting System (NFIRS). Automating this process allows professionals to focus their time and effort on essential work, secure in the knowledge that any relevant information gets reported quickly and accurately.

In addition, the ESO Fire RMS product provides an unmatched ability to schedule and assign staff. Administrators can create custom plans for their personnel that will provide the best coverage during peak times and emergencies. With ESO Fire RMS, Permit and Property Management quickly become standardized and effective, preventing oversights and keeping agencies in compliance and out of litigation.

ESO Firer RMS provides a way for supervisors to ensure inspections are streamed down into detail, helping ensure apparatus, equipment, and personnel are needed for each incident. This in return will help to make certain that an apparatus or equipment is not faulty. 

Key Features 

  • Navigation: A clear menu layout allows for easy access to major features and capabilities.
  • Customizable forms: Fields, layouts, and templates may be easily customized to fit individual processes.
  • Activity Tracking: Gain insight into incident response, training, and administrative activities.
  • Employee Management: A centralized platform for handling employee information and timetables.
  • Geographic maps: Improve situational awareness and resource allocation with map-based information.
  • Incident Management: Capture critical information such as the event type, location, and response actions.
  • Maintenance Schedules: Ensure timely maintenance to reduce downtime and maintain operational


  • Contact Vendor 

7. Build OPS

BuildOps is another fire incident reporting software that your organization can easily count on.

It sets the industry standard in the cloud computing system.

The software is designed for commercial HVAC, Electrical, and Plumbing service companies.

For Building management, you can schedule jobs, projects, and even recurring services in seconds through our dispatch board’s drag-and-drop feature. Not only does this save time, but it also ensures the service is done on time and all of the necessary staff are present.

With BuildOps automated real-time reporting, business owners and managers can now gain insight into business trends, their technician’s performance, and overall operational efficiency. Armed with data-driven intelligence, stakeholders can now make informed decisions to drive higher levels of operational efficiency, growth, and company profitability.

Moving on, the software is convenient and easy to use due to its web-based design. Unlike traditional platforms, it is compatible with both Mac and Windows allowing it to integrate with everything you already use.

With the BuildOps mobile app, you can snap and/or type notes, and attach audio recordings, photos, videos, PDFs, and other types of documentation directly to work orders. Not only does this elevate the accuracy of your documentation, but it also makes your job easy and fast.  

Key Features 

  • Dispatching: Effectively allocate and manage work to field technicians.
  • Expense Tracking: Gain knowledge about cost management and budget allocation.
  • Inventory Management: Keep accurate records of inventory levels and stock movements.
  • Invoicing: Streamline billing procedures and enhance cash flow management.
  • Mobile Application: Allow field technicians to update job statuses and upload documents remotely.
  • Customer Management: A centralized database for keeping client data and service history.
  • Asset Management: Track and manage the company's assets, such as equipment and cars.
  • Improved customer relationships: Increase client loyalty by providing timely and high-quality service.


  • Contact Vendor 

8. APX Data

Moving on with our fire incident reporting software recommendations, we've got Apx Data.

This all-inclusive records management system was built to streamline the fire department documentation process.

As a result, fire departments around the world can quickly and accurately process fire incident reports, apparatus and inventory lists, and employee training records all from the same platform.

Filling out papers just got a whole lot easier through this online platform.

This saves time and promotes efficient fire software with more time to get work done.

Furthermore, it enables the operator to produce ID cards for fire workers thus allowing easy records of who is supposed to be on site saving time and resources.

Key Features 

  • Incident Management: Establish methods for immediately recognizing and responding to events. Set up a ticketing system to monitor reported occurrences.
  • Resource Allocation: Assess the project's requirements and distribute resources accordingly. Use resource management software to monitor resource availability.
  • Scheduling: Create project schedules that outline activities, timeframes, and dependencies. Use scheduling software to develop and manage project timetables.
  • Inventory Tracking: Implement inventory management software to monitor stock levels and movements. Conduct frequent audits to ensure that physical inventory matches system data.
  • Reporting: Define key performance indicators (KPIs) for measuring project and team performance. Moreover, Create frequent reports to track success against KPIs.
  • Communication tools: Use email, instant messaging, and video conferencing to facilitate team collaboration. Implement collaboration tools to facilitate document sharing and real-time collaboration.


  • The initial cost is $399, plus $55 per module.

What Is Fire Incident Reporting?

Incident reporting is a method of documenting, investigating, and dealing with occurrences that occur inside an organization. Incidents might include bodily harm or property damage, as well as the threat of a catastrophe or security breach.

To that end, it's a continuous ongoing process, not a one-time occurrence. When done correctly, it can assist you in avoiding repeat occurrences and create a culture in which everyone feels secure and supported at work. 

The best fire incident reporting software can help you identify patterns and trends in your workplace, allowing you to not only raise worker safety awareness but also better prepare them for any future situations.

A fire incident report is a document that provides all necessary information concerning a fire that happened on the job site or in the workplace. The time and date of the fire, the location of the fire, the source of the fire, the damage caused by the fire, and any injuries or deaths as a consequence of the fire are all included in this document. 

Fire agencies are required by law to keep fire incident records in order to improve their response times and efficiency. 

Fire Incident Report Vs. Fire Investigation Report: What’s the Difference?

Keep in mind that a fire incident report is not the same as a fire investigation report. Many people mix up the two. 

A fire investigation report is generated after a fire has been extinguished and is used to establish the cause of the incident. This report was completed after a team of fire investigators evaluated the fire scene. 

A fire incident report, on the other hand, is prepared while or shortly after the fire has been extinguished. 

This report concentrates on the specifics of the incident, such as the time, location, and damage caused by the fire. This report is intended to assist fire departments in improving their response times and effectiveness. 

The Importance of Incident Reporting in the Workplace?

Here are four reasons why it's crucial to report workplace problems and how they may benefit both workers and companies:

  1. Prevent Fatal Life Threatening Accidents

Comprehensive incident reporting can help any organization understand what is wrong or might go wrong in terms of worker safety.

With these insights, an organization can tackle a health and safety concern before it escalates into a larger issue that might result in significant injury or damage to personnel or property. A stitch in time saves nine, as the old saying goes.

  1. Improve Health & Safety Measures

Consider incident reporting to be something that could contribute to improving other workplace health and safety procedures, such as risk assessments and reporting possible dangers. 

Even when all of the finest risk assessments and hazard reporting processes are followed with care, mishaps may still occur. 

It's similar to the "Swiss Cheese" approach, in which each health and safety "layer" has flaws but works together to prevent mishaps from "going through."

  1. Reporting Incidents Can Protect Companies

A lack of event reporting puts more than just employees at risk. It also puts businesses in danger. 

Companies in the United States may face penalties and jail if it is determined that the event was caused by a violation of the country's health and safety rules.

  1. Boost Overall Well-being

As a cherry on top, a healthy incident-reporting culture in the workplace demonstrates your commitment to the safety of your employees and customers, which may increase the morale, collaboration, efficiency, productivity, and general well-being of the company and its employees.

What To Include in a Fire Incident Report?

Now that you understand the distinction between a fire incident report and a fire investigation report, it's time to study what information should be included in this document. 

Keep in mind that not all fire departments demand the same information in a fire department incident reporting software. Every fire incident report, however, should contain critical information. 

The following are some details that should be included in every fire incident report:

  • The timing and date of the fire
  • The site of the fire
  • The origin of the fire
  • The extent of the fire's destruction
  • Any injuries or deaths caused by the fire
  • The fire department responded to the fire.

This is by no means a complete list. It should, however, give you a sense of what information should be included in a fire incident report. 

Final Thoughts

There are several possibilities for incident reporting in the software industry. You can choose from a variety of the best fire incident reporting software with strong features and functionality. 

But, with so many options, how can you determine which is ideal for your company?

On one hand, there are all-in-one operations and maintenance tools like Xenia, and on the other, there are more specialized fire inspection services like SmartServ. So, how do you determine which program to purchase? Easy!

Compare your company's needs to the characteristics of these service providers. Better yet, join up for a free trial to get a better understanding of how things will ultimately grow for your business. 

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