Requirements checklist
What to ask for when choosing software for heavy equipment dealers.
A checklist built from how heavy equipment dealers work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Unit register and history
- Quotations and trade-ins
- Used stock and reconditioning
- Rental fleet and bookings
- Field service and job cards
- Parts counter and service trucks
- Warranty and component claims
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners and branch managers
- For sales and rental coordinators
- For service managers and technicians
- For the parts room
- For accounts
Reports to ask for
Ask to see each one with your own sample data.
- Quotations open, won and lost by machine class
- Units on rent, utilisation and returns due by hour meter
- Used stock by age, residual value and reconditioning cost
- Field jobs by status and technician
- Warranty claims and core returns raised and credited
- Parts, hoses and ram seals issued against each unit
- Dues by customer, oldest first
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting software export
- Manufacturer telematics feeds
Questions for any vendor
Put these to every supplier you are comparing.
- Does it cover sales, rental and service together?
- Can we record trade-in inspections?
- Can it show which rental machines are free?
- Can technicians record service from a phone on site?
- Can parts be tracked on service trucks?
- Does it work with manufacturer telematics?
- Can several branches use one system?
- Who owns the data?
- What does it cost?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- The unit’s history is scattered
- Trade-ins are valued from memory
- Rental fleet availability is unclear
- Field service is hard to coordinate
- Warranty and component claims are slow
Prefer to talk it through? See the heavy equipment dealers page.