Earthmoving parts, undercarriage and rebuild workshop operating system

A multi-branch distributor of aftermarket earthmoving parts lives and dies by speed. A machine-down call from a contractor needs the right part identified from an OEM number, found in whichever branch has it, quoted and on a truck the same day. At the same time the workshop is juggling customer track chains through the press and the hardfacing cell, field reps are measuring wear on site, and long-lead factory orders are on the water. Most of this runs on phone calls, email, spreadsheets and the ERP, so urgent work waits behind routine work and inspection reports go cold before they become quotes.

An illustrative operating system for an earthmoving parts and undercarriage business, with views for branch managers, internal sales, field reps, workshop supervisors, purchasing and accounts.

• Machine-down triage board: every request from phone, email and field reps lands on one board. AI reads the request, identifies the machine class and the OEM part numbers, suggests the matching aftermarket part with a confidence score, shows stock in every branch with freight time, and tags urgency. Machine-down requests jump the queue. Internal sales approve the drafted quote or the branch transfer with one click.
• Quotes to cash: quote, follow-up, accepted, picked, dispatched, invoiced, paid, with credit limits and account terms checked; holds are recommendations only.
• National stock balancer: high-velocity lines (track chains, rollers, idlers, sprockets, rubber tracks, ground engaging tools, final drives) by branch, with suggested transfers before anything is ordered in, transfer orders pre-filled with freight and ETA.
• Purchasing and factory backorders: replenishment suggestions from sales history and minimums, purchase orders to factories and local suppliers, long-lead shipments tracked by ETA, customers told early when a backorder will slip.
• Track press and rebuild workshop board: intake and clean, inspection, track press bay (pin and bush turn, plate swap, shortening or lengthening), frame repair and hardfacing, final check and dispatch. Bay allocation, labour per job, and an inspection sign-off showing wear remaining with a rebuild or replace recommendation.
• Field wear inspections to quotes: readings taken on site by field reps become an itemised proposal with remaining life and a recommended replacement window, drafted by AI for the rep to approve and send before the replacement cycle is lost.
• Scheduling: workshop bays and technicians across the week, field rep site visits, deliveries and freight pickups.
• People: branch rosters, leave, timesheets to payroll, forklift and crane tickets, site inductions for field reps, onboarding.
• Warranty claims: claims to factories with evidence packs, accepted or rejected, credited.
• Integrations and guardrails: ERP, warehouse, freight, accounting, field inspection app, Microsoft 365. Nothing is quoted, ordered, transferred or sent to a customer without a person approving it.

Illustrative: designed from how multi-branch earthmoving parts distributors and undercarriage workshops operate, not built for a specific business.