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Inspection & test reports for fire and security systems

Each site's routine inspection as one branded report: results by system, every defect with its device and location, marked-up photos, and the building manager's acknowledgement.

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QuoteCloud turns a fire or security contractor's inspection results into a branded test report: results by system, a defect list, marked-up photos and notes, signed by your technician and acknowledged by the building manager online. Your technicians test and certify; QuoteCloud presents the report, tracks opens and keeps the signed copy.

Last reviewed by the QuoteCloud team

An engineered drawing of Calder House, a fictional six-level office building with a basement car park, exploded level by level. Each level shows a few ceiling devices and the technician's inspection route, joined level to level beside the core. Four failed devices are ringed: smoke detector SD-L3-07 on Level 3, emergency light EL-S2-04 in Stair 2 on Level 4 (shown enlarged: its battery lasted 52 minutes of the 90-minute test), extinguisher FE-L2-03 on Level 2 and dome camera CAM-B1-06 in the basement. Beside it the inspection and test report HF-TR-2611 from the fictional contractor Harrowfield Fire & Security turns its pages: the cover (186 devices, 5 systems, 4 defects), the results by system, the four defects with their severity, and the sign-off: signed by the technician Adaeze Nwosu and acknowledged by the building manager Simone Achebe, with a certificate of authenticity.

One inspection, one report, read part by part

Harrowfield's six-monthly report for Calder House, as the building manager opens it. Each part says where it comes from and who acts on it.

  1. Your template

    Your template, your branding

    Each system type gets its own report template: the cover, the scope wording and the sign-off are set up once, so every site's report looks like yours, not like an app export.

    Templates: every paid plan

    Harrowfield Fire & SecurityInspection & test report HF-TR-2611 Sample · fictional business
    A modern office lobby with a stone reception desk

    Inspection & test report

    Six-monthly inspection & test report, Calder House

    Prepared for Larchmont Property Group, Calder House · Inspected Tue 14 Oct 2026 · Report issued Wed 15 Oct 2026

    The results of Harrowfield's six-monthly inspection and test of the fire and security systems at Calder House, 14 Harbour Road, Riverside, against the standard that applies to the site. Defects are listed with their location and quoted separately for your approval.

  2. From the inspection app

    Results by system

    Tested, passed and defects for each system, from the results Adaeze recorded in your inspection app. Your assistant, the API or Zapier can fill them; nobody retypes a count.

    Results by system 186 devices inspected and tested on Tue 14 Oct 2026

    SystemResultTestedPassedDefects
    Fire detection & alarm 86 85 1
    Emergency & exit lighting 34 33 1
    Extinguishers & hose reels 22 21 1
    CCTV cameras 18 17 1
    Access control & intruder alarm 26 26 Pass
    All systems1861824

    Results recorded on site by Adaeze Nwosu in Harrowfield's inspection app. Harrowfield's licensed technicians test and certify; QuoteCloud presents the report.

  3. Technician's findings

    Every defect, with its device and location

    Device id, location, finding and your own severity, so the building manager can see what failed and where. Each defect is priced separately in the defect quote.

    Defects found 4 found

    1. SD-L3-07 Smoke detector · Level 3, open officeNo response to test smoke Critical
    2. EL-S2-04 Emergency light · Stair 2, Level 4Battery failed the 90-min discharge at 52 min Critical
    3. FE-L2-03 Extinguisher, 4.5 kg · Level 2 corridorGauge in the red, past its service date Critical
    4. CAM-B1-06 Dome camera · Basement car parkHousing cracked, image blurred Non-critical

    Quoted for approval in HF-DQ-2611

  4. Technician marks up

    Photos marked up on site

    A photo from the inspection with numbered marks, made in QuoteCloud's image editor, so a cracked housing or a missing seal is obvious without a site visit.

    Image editor: Starter and up

    Photo from the inspection, marked up

    A bullet security camera on a bracket under a white ceiling
    1. 1 Bracket and housing to replace
    2. 2 Cable entry resealed
  5. Building manager asks

    Notes and questions in the document

    Your notes from the visit, and Simone's question about the tenant's fit-out answered in the comment thread, so the context stays with the report.

    Notes from the inspection

    • Level 3 was occupied during testing; the tenant was told before each detector test.
    • The basement camera fault has been raised with your car park operator as well.
    • All defects are quoted separately in HF-DQ-2611 so you can approve them line by line.

    Simone AchebeCan the Level 3 detector be done before the tenant's fit-out starts on the 28th?

    Freya LindqvistYes: approve that line and we'll book it for next week.

  6. Building manager signs

    Signed by your technician, acknowledged by the client

    Adaeze signs the report and Simone acknowledges it online, no account needed. The signed copy keeps its certificate of authenticity and audit trail.

    Report acknowledged

    2 of 2 signed

    • Adaeze NwosuLead inspection technician SignedWed 15 Oct 2026
    • Simone AchebeBuilding manager, acknowledges SignedThu 16 Oct 2026

    Report summary

    Devices tested
    186
    Defects
    4, quoted in HF-DQ-2611
    Next inspection
    April 2027

    Certificate of authenticity and audit trail attached

Site details captured on site, inside the report

A Forms block in the report template collects what every visit needs: the systems in scope, whether the building was occupied, when the panel went back to normal, and the next inspection date. Adaeze fills it on her tablet, and the answers become part of the report.

Photos from the visit sit in a gallery block beside the findings, so the building manager sees the same thing your technician saw.

  • Forms block: a form inside the document
  • Gallery of photos from the visit
  • One template per system type

Forms block: Essentials and up

Forms in documents
Harrowfield Fire & SecurityInspection & test report HF-TR-2611 Sample · fictional business

Site details Forms block · completed by Adaeze on site

Building Calder House, 14 Harbour Road, Riverside
Systems in scope Fire detectionEmergency lightingFire equipmentCCTVAccess & intruder
Inspection type Six-monthly inspection & test
Occupied during testing? Yes: Level 3 tenant told before each test
Panel left in normal mode Yes, 4:40 pm
Next inspection due April 2027

Submitted on site · Forms block

Photos from the inspection

  • A small dome device on a white ceiling beside downlights
    SD-L3-07, Level 3: no response to test smoke
  • A lit green exit sign above a doorway in a dark corridor
    Stair 2 exit and emergency lighting, Level 4
  • A red fire extinguisher on a concrete wall under its sign
    FE-L2-03, Level 2 corridor: gauge in the red

What goes into a test report

Built from QuoteCloud's content blocks, set up once in your template.

  • Results by system

    Tested, passed and defects per system, from your inspection results.

  • Defect list

    Device, location, finding and your severity for each defect.

  • Marked-up photos

    Numbered marks on site photos, made in the image editor.

  • Site details form

    Scope, occupancy and next inspection date, in a Forms block.

  • Locked wording

    Your scope and limitation wording as a locked block (Business).

  • Comments

    The building manager's questions answered in the document.

  • Two signatures

    Your technician signs; the client acknowledges, no account needed.

  • Tracking

    See when the report is opened and acknowledged.

Send your next test report from QuoteCloud

Free for 14 days, no credit card required. Send us your current report and quote and we'll convert one template for you during the trial.

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Know the report was read, not just sent

QuoteCloud tracks when the building manager opens the report and when it's acknowledged, so the office isn't left asking whether anyone saw the critical defects.

Comments and actions on the document can alert your team in Slack or Microsoft Teams, and the signed report keeps its certificate of authenticity and audit trail.

  • Opened, read and acknowledged
  • Slack or Teams alerts for document updates, comments and actions
  • Signed copy with audit trail
Document tracking
Harrowfield Fire & SecurityInspection & test report HF-TR-2611 Sample · fictional business

Activity

  1. Results imported186 devices from the inspection app
  2. Draft reviewedFreya Lindqvist accepted the report
  3. Opened by Simone AchebeRead the defects section twice
  4. AcknowledgedCertificate of authenticity attached

From the site visit to an acknowledged report

The same five steps for every routine inspection.

  1. Inspect

    Your technician tests each device and records the results in your inspection app, as today.

  2. Create the report

    Your AI assistant, the API or Zapier creates the report from your template and fills the results.

  3. Review

    Your service manager checks the results, the defects and the photos, and edits anything.

  4. Sign and send

    The technician signs, and the report goes to the building manager.

  5. Acknowledged

    The building manager reads and acknowledges it online; the defects go to the defect quote.

Templates to start your report from

There's no ready-made inspection report in the library yet: these real templates give you the layout, and your results, defect and sign-off blocks go in.

All QuoteCloud templates Templates for security & fire systems

Test report questions

Does QuoteCloud certify our inspections?

No. Your licensed technicians inspect, test and certify under the standard that applies to the site. QuoteCloud presents your results as a branded report, tracks when it's opened, collects the building manager's acknowledgement and keeps the signed copy with a certificate of authenticity and audit trail.

Can the results come straight from our inspection app?

Yes, if your app can share them. An AI assistant connected through QuoteCloud's MCP service can be set up to create the report from your template with the results filled, as a draft. Your app or job system can also create the report through the QuoteCloud API, Zapier or Make, all on Essentials and up.

Can the technician and the building manager both sign?

Yes. A document can have several signers, and none of them needs a QuoteCloud account. The technician signs the report and the building manager acknowledges it online, and the signed copy carries a certificate of authenticity.

Can we add photos from the inspection?

Yes. Add site photos in a gallery block, and mark them up with numbered labels in QuoteCloud's image editor, available from the Starter plan. The building manager sees the marked-up photo beside the defect it shows.

Can we capture site details in the report?

Yes. The Forms block puts a form inside the document, on Essentials and up. Use it for the systems in scope, occupancy during testing, when the panel was returned to normal and the next inspection date.

Will we know if the building manager read the report?

Yes. QuoteCloud tracks when a document is opened and signed, and comments and actions can alert your team in Slack or Microsoft Teams. You can see whether the building manager opened the report and when they acknowledged it.

More questions from security & fire contractors

Everything a security & fire business sends

From the test report to the defect quote, the annual statement and the next agreement.

Your next inspection, reported in one document

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