The verdict in three sentences
For a network of 35 public-facing premises, a custom digital fire safety logbook costs between EUR 15,000 and 35,000 (about USD 16,300 to 38,200) and rolls out in 2 to 4 months. It brings periodic inspections, certified contractor reports, closed-out actions and due-date alerts for every site into one tool. The main stake is avoiding a negative inspection outcome, which can delay an opening or weaken a site's standing with the local authority.
Why paper logbooks break down across a network
Every public-facing building must keep an up-to-date fire safety logbook: electrical inspections, smoke extraction, extinguishers, fire alarm system, lifts, evacuation drills, staff training. On a single site, a well-kept binder works. Across 35 sites, with rotating managers and different contractors, gaps appear.
| Checkpoint (2026 order of magnitude) | Paper logbooks | Digital logbook |
|---|---|---|
| Logbooks complete at inspection | 55 to 70% | over 95% |
| Inspections done late | 15 to 25% | under 3% |
| Actions closed without evidence | 30 to 40% | under 5% |
| Time to prepare an authority visit | 1 to 2 days | 1 to 2 hours |
| Network-wide view | none | real-time dashboard |
| Reports lost when a manager leaves | common | central archive |
A single negative finding on a store in peak season can cost far more than the app: urgent works, a follow-up inspection, damaged standing with the council and the landlord.
Features and budget
The app mirrors the structure of the statutory logbook and keeps it alive. Each site has its list of installations, inspection intervals, PDF reports and corrective actions. Contractors (electrical inspectors, fire alarm maintainers, extinguisher providers) get limited access to upload their own reports.
| Scope | Features | 2026 budget (excl. VAT) | Timeline |
|---|---|---|---|
| Essential | Site records, installations, intervals, report upload | EUR 15,000 to 20,000 | 2 months |
| Network | Essential + due-date alerts, contractor access, dashboard | EUR 20,000 to 27,000 | 2.5 to 3 months |
| Full | Network + action tracking, evacuation drills, offline mobile app | EUR 27,000 to 35,000 | 3 to 4 months |
| Legacy data | Digitising paper logbooks for 35 sites | quoted by volume | 2 to 4 weeks |
| Hosting | EU server, backups, access log | quoted separately | from go-live |
The choice between Network and Full mostly depends on action tracking: if inspectors regularly raise findings, the close-out module with dated photo evidence pays off quickly.
Alerts and roles: who does what
The value of a digital logbook comes from a clear split of responsibilities. Each person sees what concerns them.
| Role | What they see | What they do |
|---|---|---|
| Network safety manager | all 35 sites, due dates, open actions | steers, chases, prepares inspections |
| Site manager | their premises | signs off drills, tracks actions |
| Inspection contractor | sites assigned to them | uploads reports and findings |
| Fire alarm maintainer | their installations | logs interventions and faults |
| Executive team | consolidated indicators | decides works budgets |
Alerts go out at 60, 30 and 7 days before each due date, by email and mobile notification.
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Mini case study
Siobhan, safety manager of a 35-store and branch network in Dublin, prepares 8 to 10 fire authority visits a year. Each one takes 1.5 days, so about 14 days a year. She picks the Network scope at EUR 24,000. Preparation drops to 2 hours per visit and late inspections fall from 20% to under 3%. In 2025, a negative finding forced EUR 18,000 of urgent works and a second visit. Avoiding a single episode like that covers three quarters of the investment.
FAQ
Will the fire authority accept a digital logbook?
Regulations require a logbook that is current and available for inspection, not necessarily on paper. In practice most inspectors accept a tablet view or a dated PDF export of the full logbook.
Do contractors have to pay a subscription?
No, they get free access limited to their sites. Uploading a report takes under 2 minutes from a computer or phone.
How long does it take to bring in existing paper logbooks?
Allow 2 to 4 weeks for 35 sites, depending on the state of the binders. Usually only the last 3 years of reports are digitised.
Can we track obligations beyond fire safety?
Yes, accessibility, asbestos or air quality can be added as new installation categories. Each extra category is priced separately in the quote.
What if a site has no signal?
The Full scope includes an offline mobile app that syncs as soon as connectivity returns. It helps in basement plant rooms.
Let's scope your project. Give us the number of sites, their occupancy type and your contractor list: we will price a digital logbook between EUR 15,000 and 35,000 with a 2 to 4 month rollout. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
