Equipment dealer service, hire and parts board

Machinery dealers run several businesses under one roof: new and used sales, a hire fleet, mobile service technicians, a workshop and a parts counter. Jobs arrive by phone, email and walk-in, technicians juggle breakdown calls with scheduled services, hire contracts renew on paper, and the operations manager pieces the day together from the ERP, spreadsheets and their inbox.

A business operating system that sits on top of the dealer's existing ERP, with Microsoft Teams as the front door.

• Morning brief for the operations manager: units on hire, jobs overdue, contracts due for renewal, parts waiting, quotes going cold.
• Workshop board per technician: new, scheduled, in progress, waiting on parts, ready, invoiced. Overdue jobs turn red and first-time-fix rate is tracked.
• Preventative maintenance scheduler that books services from hours run and service intervals.
• Fleet and hire view: utilisation by equipment class and transfers between sites.
• Approvals queue: AI agents prepare the work and a person approves it. Contract renewals with the annual price review, parts orders from an alternative supplier when the usual one is out, sales quote follow-ups, on-call roster swaps, damage-recovery invoices.
• Guardrails: anything involving credit (for example placing an account on stop) is recommend-only, never automatic.

Roles: operations manager, workshop supervisor, field and workshop technicians, parts interpreter, hire desk, sales, accounts.

Designed from discovery with a working dealer; not yet running. Expected changes: one view of the day instead of four systems, renewals and follow-ups never missed, and technicians spending less time on paperwork.