Equipment dealer service
Equipment dealer service software built around how you already work.
Machines you sold, delivered and now service at the farm or job site: PDI, seasonal checks, harvest breakdowns, hour meters, parts from the counter and warranty claims to the manufacturer. Set up around how your service department runs.
The short answer
What software does a equipment dealer service business need?
A farm or heavy equipment dealer's service department needs software that keeps every machine by serial number with its hours and service history, runs PDI and delivery checklists, books seasonal service, handles breakdown calls fast in harvest season, and records the parts, labor and photos a warranty claim needs. Fieldproxy is set up around your own stages and forms, with a technician app that works offline in the field.
How the job runs
A equipment dealer service job, start to finish.
The stages your software has to follow, in the order the work actually happens.
- 1
Sold and delivered
A machine is sold, gets its pre-delivery inspection and setup, and is delivered with a walkaround for the customer. From here it is a serial number your service department owns. - 2
Planned service
Pre-season inspections, hour-based services and winterization are booked by machine, at the farm or job site or in the shop. - 3
Breakdown call
A combine goes down in the middle of harvest. The call is taken, the machine and symptom are logged, and a service truck with the right tech and likely parts is sent. - 4
Diagnosis, parts and repair
The tech records hours, codes and the failure, parts are pulled from the dealer counter against the job, and the repair is done on site or the machine is brought in. - 5
Billing or warranty claim
Customer-pay work is invoiced. Warranty work is claimed to the manufacturer with the serial, hours, failed part, cause, labor time and photos.
What to record
The checklist for every job.
Whatever system you run on, these are the fields, readings and photos worth capturing every time. Use it as your checklist.
Per machine (the asset record)
- Make, model and serial number (PIN)
- Customer, farm or job site, and GPS location of the machine
- Delivery date and warranty start and end dates
- Extended warranty or service plan coverage
- Current hour meter reading (engine and separator or rotor hours where relevant)
- Attachments and header or implement serials
- QR code on the machine
PDI and planned service
- PDI checklist completed and signed by the tech
- Fluid levels and filters changed, by part number
- Belts, chains, bearings and wear parts inspected
- Tire pressures or track tension
- Software or firmware version checked
- Hour meter at service
- Photos of wear items and recommended repairs
- Customer signature at delivery or sign-off
Breakdowns and warranty
- Reported symptom and time of call
- Hour meter at failure
- Fault codes read
- Failed part number and cause of failure
- Parts pulled from the counter (part numbers, quantities)
- Labor time and travel time, by tech
- Photos of the failed part, data plate and hour meter
- Warranty or customer-pay decision, claim number when submitted
Where generic software breaks
Why template tools don't fit.
Most field service software is built for a generic service call. Equipment dealer service departments run a different job.
- Everything about a machine hangs off the serial number, but generic software keys on the customer. A farm with four tractors and two combines ends up with one long history nobody can read.
- Service intervals run on hours, not dates. A monthly repeat job does not know a machine just put 300 hours on in harvest.
- Warranty claims get rejected for missing hours, photos or failure details. When those live in a tech's text messages, the dealer eats the labor.
- Harvest season turns the schedule over every day. A board built for planned work cannot absorb a wave of breakdowns that each have a field, a crop and a weather window waiting.
How it's set up in Fieldproxy
Your process, set up as it runs.
We map how you run on a 30-minute call and configure it within 48 hours. These are the pieces it is built from.
Every machine as an asset by serial number
Your stages from sale to warranty claim
Forms with required hours, parts and photos
Seasonal plans and customer updates
AI for equipment dealer service departments
AI that does the admin, inside your workflow.
The AI agents work on your real jobs and customers, and you confirm anything that matters before it happens.
Takes breakdown calls in harvest
Rebuilds the day as calls come in
Gets the claim and the invoice ready
From $649 a month, one price per company, unlimited users.
Every AI agent included, AI credits charged separately. Live in days: the average migration takes about 10 days.
Questions
Equipment dealer service software, answered.
What software do equipment dealer service departments use?
Farm and heavy equipment dealers' service departments need field service software that tracks each machine by serial number with hours and warranty dates, runs PDI and seasonal service, handles breakdown calls quickly, and records the parts, labor and photos warranty claims need. Fieldproxy is set up around your own stages and forms, with an offline technician app on Android and iOS.
Can it schedule service by hour meter instead of by date?
Yes. Every machine records its hour meter at each visit, and service plans can be set up around your hour-based intervals as well as seasonal ones like pre-season and winterization.
Does it help with manufacturer warranty claims?
Yes. Breakdown forms require the serial, hours, failed part, cause, labor time and photos, so the information a claim needs is complete before the tech leaves. Claim status can be tracked as its own stage.
How much does Fieldproxy cost for an equipment dealer?
Fieldproxy is $649 per month per company with unlimited users, so every service tech, service writer and parts person is included. AI credits are charged separately, and every AI agent is included.
How hard is it to switch from our current system?
It starts with a 30-minute call about your machines, service flow and warranty process. Fieldproxy is configured to your process within 48 hours, and moving your customers, machines and service history over takes about 10 days on average.
See it set up for your equipment dealer service business.
A 30-minute call on how you run. We configure it within 48 hours and show it to you running, with the AI agents working on it.