One Platform to Manage People, Equipment, Inventory, Fuel—and Every Maintenance Task
A large, multi-site organization with a complex vehicle and equipment fleet needed a system that could unify operations across people, assets, service shops, vendors, and fueling infrastructure. Existing processes were fragmented between spreadsheets, shared drives, and vendor logins—making oversight and accountability nearly impossible.
The Challenges
Disconnected systems for equipment maintenance, fuel, inventory, and CRM
Manual processes for work orders, parts requests, and warranty tracking
No central history of employee roles, certifications, or rate-based scheduling
Inability to manage inventory lifecycle or costs at the part-level
No on-site tools for rapid intake or shop-side documentation
The Fireflight Solution
We developed a custom, module-based fleet system that integrated real-time operations, asset tracking, inventory control, and advanced maintenance workflows using these FireFlight modules:
Mobile-friendly job forms with photo attachments and sign-off fields
Centralized crew and client records
Ensured technician credentials and training were up to date
On-demand access to service procedures and repair guides
Timestamped storage of photos, reports, and certificates
Audit-proof logging of field notes and issue comments
Real-time tracking of parts and supplies
Pre-built material lists auto-populated per job type
Site & Location Management
Assign jobs and equipment by facility and zone
Custom Checklists
Guided mobile forms for inspections and sign-offs
Scheduling & Dispatch
Centralized daily and weekly dispatch views by crew and region
The Outcome
Fleet-wide activity unified into one live system
Technician intake reduced from 30 minutes to under 5
PM tasks standardized and automated across departments
Inventory shrink reduced through traceable usage and audits
Fuel consumption visibility improved across vehicles and shops