What’s the real cost of sticking with software that can’t keep up?
For many fire and life safety companies, systems like SedonaOffice and QuickBooks have been reliable workhorses for years. But as the demands on your business grow—more contracts, tighter compliance requirements, multi-location operations—those same tools start creating more problems than they solve.
A recent NFPA survey found that 63% of providers in this space are already looking into or actively rolling out ERP solutions. Why the shift? Because disconnected systems lead to clunky workarounds, slow reporting, and teams spending more time moving data than acting on it. One ESA member told us they used to spend days compiling reports from different systems—after switching to NetSuite, those same reports are now available in real time.
This isn’t about chasing the latest tech trend. It’s about building an infrastructure that supports where your business is headed. In this post, we’ll break down the operational gaps legacy systems can’t fill anymore, and how modern ERP platforms—and migration programs built specifically for this industry—are helping fire and life safety companies scale smarter.
TL;DR:
If you’re still running your business on SedonaOffice or QuickBooks, you might be spending more time fixing your software than using it. This blog walks through why more fire and life safety providers are moving to cloud ERP systems like NetSuite, what benefits they’re seeing post-migration, and how programs like Kimberlite Partners’ DiamondCare make the switch far more manageable than you’d think.
Legacy systems such as SedonaOffice and QuickBooks were designed with narrower scopes in mind. Over time, as fire and life safety providers expanded their service offerings and geographic reach, these systems struggled to keep pace.
One of the most common issues is data fragmentation. Finance, field service, inventory, and customer billing often run in isolated modules—or worse, in entirely separate platforms. This disconnect leads to manual data transfers, slow reporting cycles, and limited real-time visibility into business performance.
Another growing concern is compliance. With changing industry standards and growing audit scrutiny, many organizations find it difficult to track regulatory obligations in real time using outdated software. In addition, as businesses grow, scaling operations across multiple branches or service lines becomes increasingly difficult without centralized, integrated infrastructure.
Enterprise Resource Planning (ERP) systems like Oracle NetSuite are seeing widespread adoption in the fire and life safety sector. A 2023 NFPA survey reported that 63% of providers are actively evaluating or implementing ERP solutions to improve compliance and operational efficiency. These systems unify finance, CRM, inventory, and field operations under one platform—critical for organizations managing growing service portfolios. In contrast to legacy tools, modern ERPs bring finance, CRM, inventory, field service, and reporting under one roof.
For fire and life safety providers, the implications are significant:
Service Efficiency: Integration between dispatch, scheduling, and technician workflows ensures faster, more coordinated responses in the field.
Financial Visibility: Executives gain role-based dashboards with live updates on revenue, contracts, and customer activity.
Automated Billing: Recurring services like inspections and monitoring can be automatically billed and tracked, improving both cash flow and customer retention.
Scalability: ERPs are designed to handle multi-branch operations and can grow with the organization—without the need for third-party bolt-ons.
Transitioning from legacy systems to a modern ERP can feel daunting—especially for companies with deeply embedded processes and long-standing data structures. However, specialized migration and support programs are emerging to ease this transition.
Kimberlite Partners developed DiamondCare, a managed service program supporting fire and life safety firms in ERP transition. Backed by experience from over 300 successful NetSuite implementations, DiamondCare offers field service integration, recurring revenue optimization, and ongoing ERP evolution tailored specifically for ESA member needs.
Beyond go-live, continuous optimization ensures the ERP platform adapts to future changes—whether that’s expanding to new service areas or responding to updated regulatory requirements.
Companies like a Mid-Atlantic Fire & Safety provider—who transitioned from SedonaOffice—report significant improvements post-modernization: “We knew Sedona had taken us as far as it could. With DiamondCare, Kimberlite Partners gave us a scalable NetSuite solution tailored to our business and stayed with us every step of the way,” said their Operations Director.
The key takeaway: modernization isn't just about software—it’s about aligning technology with how your business works and how it needs to evolve.
If your organization is still relying on SedonaOffice or QuickBooks, it may be time to reassess whether those tools are supporting—or hindering—your ability to grow and compete.
Start by evaluating your current systems across three areas:
Data Flow: Can your teams access the same information in real time?
Scalability: Will your systems support new locations, services, or contract models?
Compliance Readiness: Are you able to audit and report on required standards without manual workarounds?
An initial system assessment, followed by a phased migration plan, can help you approach ERP adoption with clarity and confidence.
The fire and life safety industry is entering a new era—where real-time data, integrated operations, and scalable infrastructure are no longer optional. While legacy systems like SedonaOffice and QuickBooks laid the groundwork, cloud ERP platforms like NetSuite are setting the stage for what comes next.
Modernization doesn’t need to be overwhelming. With the right guidance and a focus on long-term value, fire and life safety companies can build the operational foundation they need to thrive in a changing landscape.