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Customer Success Story

Optimizing Fire Protection Operations with GenAI Agents

CrossML helps a leading fire safety provider automate compliance, estimation, and scheduling with GenAI agents, helping them to achieve faster workflows, improved accountability, and consistent service quality.

Optimizing Operations with Custom ERP in Passive Fire Protection Services
reduction in quote generation time
0 %
reduction in dependency on senior engineers
0 %
standardized and compliant reporting
0 %

challenges

  • Manual and inconsistent paper-based workflows, causing slow turnaround times
  • High reliance on senior engineers for estimations
  • Limited tracking and visibility of ongoing projects
  • Lack of structured compliance reporting

phased journey

  • Requirement onboarding and workflow mapping
  • Building and deploying GenAI agents for surveys, estimation, and compliance
  • Developing a unified scheduler and notification system
  • Integrating analytics dashboards for real-time KPI tracking

results

  • 70% faster quote cycles
  • 100% compliant digital reporting
  • 25% better client retention
  • Stronger on-field coordination and oversight

Optimizing Fire Protection Operations with GenAI Agents

CrossML helps a leading fire safety provider automate compliance, estimation, and scheduling with GenAI agents, helping them to achieve faster workflows, improved accountability, and consistent service quality.

Industry: Federal and Government

HQ: Oxford, UK

Size: 725,000+ residents in 235 parishes

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Table of Contents

Reinventing Fire Protection Operations Through AI-Driven Automation

Fire protection services demand accuracy, speed, and strict adherence to safety norms. Yet the client’s manual workflows, which included surveys, estimations, compliance checks, and scheduling, caused long delays and inconsistent outputs.

Reports took hours to compile, while scattered communication led to errors, missed updates, and high dependency on a few experienced personnel.

CrossML partnered with the organization to modernize these operations using GenAI-powered agents.

The goal was to create a seamless digital ecosystem where AI handles repetitive tasks like surveys, estimation, and reporting, allowing teams to focus on service delivery, not paperwork.

Phase 1: Requirement Onboarding and Workflow Analysis

CrossML began by analyzing how field teams conducted inspections, generated estimates, and documented compliance.

Through multiple stakeholder sessions, our team identified pain points, such as inconsistent data capture, manual cost estimation, and unstructured reporting.

This phase laid the groundwork for developing GenAI agents that could automate and standardize each step of the process.

Phase 2: Building GenAI Agents for Core Operations

Using advanced GPT-based models and custom workflow logic, CrossML built dedicated agents for each operational area:

  • Survey Agent: Conducts digital site inspections with AI-assisted forms and image tagging.
  • Estimation Agent: Auto-generates cost quotes based on gathered data and pricing logic.
  • Compliance Agent: Reviews reports for regulatory adherence and ensures standardized output.
  • Scheduler Agent: Assigns and prioritizes field tasks automatically.
  • Client Notification Agent: Sends alerts, reminders, and completion updates to clients.

Together, these GenAI agents replaced manual documentation, enabling an always-on, automated workflow.

Phase 3: Developing a Unified Scheduler and Notification System

CrossML developed a centralized scheduler and notification system that streamlined task allocation and updates across teams.

Field engineers received auto-assigned tasks with smart scheduling logic based on priority, availability, and location.

Meanwhile, the Client Notification Agent automatically sent updates, reminders, and completion alerts, ensuring transparent communication and timely follow-ups.

This phase reduced manual coordination and eliminated delays caused by missed communication.

Phase 4: Integrating Analytics Dashboards for Real-Time KPI Tracking

To close the loop, CrossML integrated interactive analytics dashboards that provided live visibility into key operational metrics.

Using real-time data from all GenAI agents, the dashboards tracked:

  • Compliance adherence levels
  • Survey completion rates
  • Quote turnaround times
  • Field utilization and task progress

Supervisors could now monitor all operations through a unified digital interface, improving accountability and enabling proactive decision-making. 

Delivering Intelligence That Simplifies Field Operations

CrossML’s solution was built around real-world field needs, ensuring ease of use, operational clarity, and measurable impact.

Key Deliverables

These deliverables collectively turned a disjointed manual process into a cohesive, intelligent operation, leading to reduced delays, improved quality, and enhanced accountability.

  • AI-Driven Workflow Automation: Digitized the entire process of survey, estimation, and reporting, eliminating manual paperwork and delays.
  • Mobile Field Application:Developed a web-based application that works on any mobile device, allowing inspectors to upload photos, tag locations, and fill out forms easily.
  • Smart Cost Estimation: Introduced an automated system that calculates accurate quotes instantly, reducing the need for manual review and revisions.
  • Scheduler and Notification System:Built a single platform to assign field tasks, manage timelines, and send automatic updates to teams and clients.
  • KPI Dashboards:Created real-time dashboards to track project progress, team performance, and compliance metrics in one place.
  • Data Security:Implemented strong security controls with encrypted access and compliance standards to protect all operational data.

Benefits and ROI

Delivering operational speed, precision, and client confidence.

Frame 1

70% Reduction in Quote Generation Time

Preparing project quotes earlier required hours of manual work and coordination between teams. With automated estimation in place, data from surveys now flows directly into digital templates that calculate material and labor costs within minutes. This faster process has helped reduce waiting time for approvals, speed up execution, and improve overall response time to client requests.

Frame 1 1

50% Improvement in Reporting Accuracy and Compliance

Manual reporting often caused inconsistencies and frequent rework to meet compliance standards. The new digital templates ensure that every report is correctly formatted, complete, and meets all regulatory requirements. Built-in validation checks automatically highlight missing information, helping teams produce accurate, error-free reports that are ready for submission at any time.

Frame 2

98% Lower Dependency on Senior Engineers

Earlier, most technical reviews and estimations depended on senior engineers, slowing down project timelines. With guided digital workflows, junior staff and field agents can now complete surveys and estimations confidently on their own. This change has made the process faster and more reliable while freeing senior engineers to focus on complex or high-value work instead of repetitive checks.

Frame 3

100% Better Field Utilization and Accountability

Field scheduling was once done manually, often leading to confusion, overlapping tasks, and missed deadlines. The new unified scheduler automatically assigns jobs based on team availability, location, and urgency. Supervisors now have real-time visibility of all ongoing work, allowing them to monitor progress, balance workloads, and ensure every field resource is being used effectively.