One connected system for machine sales, rental, field service, parts and warranty.
Manage a heavy equipment dealership in one system. Every excavator, grader, telehandler, wheel loader or crane is held as a unit with its serial number, hour meter reading, owner and history. Quotations, trade-ins, rental bookings, field service and parts all attach to that unit, so sales, rental, the workshop and the parts counter work from one record.
- Your models, attachments, parts catalogue and rental rates keyed in to match how you sell
- Unit register, accounts, live rentals and open invoices carried over
- Rate and job-type edits done by GullySystem staff when you ask
Dealers that sell, rent and service machines handle quotations, trade-ins, rentals, field service and parts in Heavy Equipment Dealer Management Software, configured by GullySystem. Each machine is a unit record with serial number, hour meter, attachments, owner and history. Technicians work from a phone, and manufacturer claims are built from the unit.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A buyer or hirer describes the work, the site and the machine class. The enquiry is logged and assigned to a salesperson or rental coordinator.
- 2
Quotation and trade-in
A quotation lists the machine, bucket, ripper, counterweight options, warranty and delivery. A trade-in is appraised, photographed and valued on the same record.
- 3
Delivery or rental start
A sold unit is invoiced and linked to its owner. A rental starts a contract with its period, rate, lowbed transport and opening hour meter reading.
- 4
Field service and parts
Planned services and breakdowns become jobs. Technicians record hours, findings, fault codes, greasing and parts drawn from the counter or the service truck.
- 5
Billing and collection
Machine sales, rental periods, service work and counter parts are invoiced. Receipts are posted and dues are listed oldest first.
- 6
Claims and resale
Warranty claims and remanufactured component exchanges go to the manufacturer. A returned or traded unit moves to used stock with its history intact.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Quote & Proposal Management
Quotations combine the machine, buckets, rippers, breakers, delivery and warranty terms, and every revision is kept against the enquiry.
- Batch and Serial Tracking
Each machine is identified by serial number, so a sale, a rental and a repair all land on the same unit.
- Fixed Asset Register
Every machine in the rental fleet is listed with its location and status, so the coordinator sees what is free for a date range.
- Contract Management
A rental agreement holds the rate basis, the minimum period and any extension, and each billing period is raised from it.
- Job Cards
A job card for each site visit records the fault, hours, parts fitted and work done, and closes from a technician’s phone.
- Technician Scheduling
Jobs are placed against technicians and service trucks, so the truck sent to a distant site carries the hoses and seals the job needs.
- Warehouse Management
Parts are held by bin, from rack in the counter room to shelf in each service truck, and issued to a job or sold.
- Asset AMC Tracking
Warranty terms and hour-based service intervals sit with each unit, which gives the claim to the manufacturer its evidence.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners and branch managers
See units on rent, used stock by age, jobs open, dues by customer and claims awaiting credit.
For sales and rental coordinators
Log enquiries, quote machines, check availability and follow each rental to its return, with the hirer’s damage waiver noted.
For service managers and technicians
Assign jobs, open them on a phone, record hours, fault codes and parts, and close each visit.
For the parts room
Receive stock, issue ram seals, hoses and filters to jobs and service trucks, sell over the counter, chase backorders and reorder.
For accounts
Raise invoices, post receipts, chase balances and prepare data for the accountant.
The numbers the owner asks for.
- 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
Who this is built for.
- Dealers that sell new earthmoving and construction machines for one or more brands
- Dealers that buy, recondition and resell used graders, loaders and excavators
- Companies that run rental fleets of excavators, wheel loaders and compaction machines
- Service departments that visit customer sites to repair hydraulics, undercarriage and engines
- Parts businesses that supply wear parts, bearings and filters to mixed-brand fleets
When it is not the right choice.
- A yard that sells a few machines a year can get by with a ledger and a folder.
- Companies that own machines to do earthworks themselves, not to sell them, will find Excavation Company Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting software export
- Manufacturer telematics feeds
Questions owners ask before a demo.
Does it cover sales, rental and service together?
Yes. A machine is one unit record that carries its sale, its rental periods and its service jobs. Moving a unit between those uses does not break its history.
Can we record trade-in inspections?
Yes. Appraisal notes, photographs, sprocket and track pad wear and the agreed value are stored on the unit record and carried into used stock when the machine is received.
Can it show which rental machines are free?
Yes. Each booking, lowbed leg and workshop stay is recorded against the unit, so the coordinator sees what is free for a date range.
Can technicians record service from a phone on site?
Yes. Out at the machine, the technician pulls up the allotted job in a phone browser and logs hours, findings and parts fitted. A connection is required, so work done without signal is entered once back in range.
Can parts be tracked on service trucks?
Yes. Each service truck is a stock location. Hoses, seals and filters loaded onto it are issued to jobs, and the room is told when the truck needs restocking.
Does it work with manufacturer telematics?
Hours can be entered at each visit. Feeds from a manufacturer’s own system depend on what that brand offers and are quoted as separate integration work.
Can several branches use one system?
Yes. Stock, jobs and bookings stay separate by branch, while owners read the whole group together. Access by branch is set during implementation.
Who owns the data?
You do. Before any build starts, the quotation names the file format in which the unit register, rentals and service history can be taken elsewhere.
What does it cost?
No price is published. Seats, branches and the amount of tailoring drive the figure. A demo with sample machine quotes and trade-ins comes first, and the written proposal gives the figure.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Heavy Equipment Dealer Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
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