Agricultural
Agricultural machinery dealer software for the whole-goods lifecycle
From the first quote to the tenth season of service, MDMS runs the machines you sell — build and delivery, hour-based servicing, multi-OEM warranty recovery and the parts behind them.
- Per OEM — Warranty recovery tracked by manufacturer
- Hour or date — Service scheduled from the machine's meter
- On-farm — Job cards that work with no signal
Who this is for
Tractor and harvester dealerships selling and servicing whole goods
Precision-ag and implement dealers carrying several OEM brands
Ag dealerships running a workshop and an on-farm service arm
Multi-branch farm machinery dealers managing parts and warranty at scale
Your words, mapped to MDMS
The way this industry talks about the job, and exactly what runs it in MDMS.
| What you call it | What runs it in MDMS | How it works |
|---|---|---|
| Whole goods on the yard | serialised equipment_units + CPQ quotes and sales orders | Each new tractor or header is a serial-tracked unit; a configured quote converts to a sales order and build. |
| Pre-season service run — 250 or 500 hours | pm_schedules (hour or calendar trigger) + get_pm_due_units | Set the interval per machine type and the due list builds itself before the season starts, not during it. |
| On-farm call-out in a black spot | Field Service module — offline PWA job cards | The technician records the job in the paddock with no signal and it syncs when the ute gets back to town. |
| Engine hours off the machine | equipment_hour_readings → equipment_units.hour_meter (manual) | Hours are entered by hand on the visit and drive the service-due calc — MDMS does not pull them from telematics. |
| Warranty across Deere, CNH and Kubota | warranty_claims per supplier + the Recovery-by-OEM analytics tab | Raise and track a separate claim per OEM and compare recovery rate by manufacturer — each claim is one OEM. |
| That part number's been superseded | parts.superseded_by_id + the OEM supersession chain on the catalogue | MDMS flags the replacement and shows the chain so counter staff don't sell or order a dead number. |
| Units on floorplan with the financier | trust_receipts + floorplan_curtailments (premium Dealer Suite module) | New units sit under a trust receipt with daily interest accrual and curtailment tracking — in the Dealer Suite add-on. |
The problems that cost you
The whole year lands in two windows
Planting and harvest compress a year of quotes, deliveries, services and parts orders into a few frantic weeks, then go quiet. A business run on spreadsheets and memory cannot flex like that: quotes get lost, service bookings collide, and the parts you needed in stock before the season are ordered on emergency freight once the phones start ringing.
The paddock job never makes it back to the office
On-farm service happens where there is no phone signal, so the record goes onto a paper job card that rides home in the ute. Hours worked, parts fitted and the fault found are keyed in days later, if at all — and the invoice that should have gone out that afternoon slips a week while the paperwork catches up with the work.
Nobody knows what the OEMs actually owe you
Carrying several brands means several warranty portals, formats and timelines, and claims that live in an inbox. Without a single view of what was claimed, what was approved and how each manufacturer is really performing, recovery rates stay a mystery and a slow-paying OEM quietly costs the workshop thousands a season that never gets chased.
Floorplan interest eats the margin quietly
New units financed under a trust receipt accrue interest every day they sit, and curtailments fall due whether or not anyone is watching the calendar. Tracked by hand, an overdue curtailment or a forgotten interest run turns a healthy unit margin into a thin one — and the leak is invisible until the financier's statement lands at month end.
How it runs, end to end
- 1
Quote and configure the machine
Build a configured quote for the tractor, header or implement with its options and pricing, then convert the accepted quote straight into a sales order — no re-keying between the deal and the workshop.
- 2
Turn the order into a build and PDI
A confirmed sales order raises a build order for any dealer-fit work and pre-delivery, with sequenced tasks and a commissioning checklist that captures the opening hours and customer sign-off before the machine leaves.
- 3
Log the unit with serial and hours
The delivered machine becomes a serialised unit carrying its serial, VIN or plate and opening hour meter, so every service, part and warranty claim after this hangs off the one record.
- 4
Schedule the hour-based service
Preventive-maintenance schedules by machine type, triggered on engine hours or the calendar, build a due and overdue list before the season so the workshop books the run rather than reacting to breakdowns.
- 5
Run the on-farm job offline
Technicians take their jobs into the paddock on a mobile app that works with no signal, capturing labour, parts and the closing hours, then sync everything back to the office automatically on reconnection.
- 6
Recover the warranty, per OEM
Import the costed labour and parts from the work order into a claim, submit it to that manufacturer, record the outcome, and watch recovery rate by OEM so you know which brands pay and which stall.
- 7
Keep the history for trade and resale
Every service, meter reading and claim stays on the machine's record, so a trade-in valuation or a used-unit sale starts from a complete, honest service history rather than guesswork.
What does the work
One record from quote to resale
A configured quote becomes a sales order, a build, a delivered serialised machine and a service history — with no re-keying between the deal and the workshop.
Recover what the OEMs owe
Build a warranty claim from a work order's costed labour and parts, submit it, and track recovery rate by manufacturer so slow payers get chased.
Floorplan finance, watched daily
Hold new units under trust receipts with daily interest accrual and curtailment tracking in the premium Dealer Suite module, so margin stops leaking.
The modules that matter here
Buy only what you use. These are the MDMS modules this industry leans on most.
Frequently asked questions
- What is the best agricultural machinery dealer software in Australia?
- MDMS runs the whole-goods lifecycle for Australian farm machinery dealers: configured quoting and sales orders, build and pre-delivery, hour-based preventive maintenance, an offline on-farm field-service app, multi-OEM warranty recovery, and parts with supersession. Every invoice is a compliant Australian tax invoice and payments sync to Xero.
- Does MDMS pull engine hours from machine telematics?
- No, and it is worth being clear. Hour-meter readings are entered by hand during a service or field visit, and those readings drive the preventive-maintenance due calculations. MDMS does not connect to OEM telematics to ingest hours automatically, so the meter figures reflect what your technicians record on each visit.
- How does MDMS handle warranty claims across multiple OEM brands?
- Each warranty claim in MDMS belongs to one manufacturer, so you raise and track separate claims for John Deere, CNH, Kubota and others independently, importing the costed labour and parts straight from the work order. A recovery-by-OEM analytics tab compares claimed, approved and recovery rate per brand so you can see who pays and who stalls.
- Can MDMS manage floorplan finance on new units?
- Yes, in the premium Dealer Suite module. New units are held under trust receipts with the financier, interest accrues daily against each unit, and curtailments are scheduled, paid down and flagged when overdue, with exposure and ageing dashboards. It is part of the premium add-on rather than the base modules, so a trial needs Dealer Suite enabled to demonstrate it.
- Does MDMS work for on-farm field service with no signal?
- Yes. The field-service app is an installable Progressive Web App that caches a technician's jobs to the device, so they can record labour, parts and the closing hour meter and capture photos in a paddock with no mobile coverage. Everything syncs when they are back in range. It is a PWA rather than a native app and does not track technician location.
- Can MDMS track parts supersessions for agricultural parts?
- Yes. Each part can record the number that supersedes it, and the part page shows a warning with the replacement plus a reverse list of the parts this one replaces. The OEM catalogue also tracks supersession chains from imported price files, so counter staff are steered off a dead part number before they sell or order it.
Ready to try agricultural machinery dealer software?
Start a 14-day free trial — no credit card, no implementation fee, no sales call required. Or book a personalised demo with our team to see your workflow in MDMS.
Related industries
Construction & earthmoving
Sell it or hire it, then keep it running — MDMS manages earthmoving machines and their attachments through sale, wet and dry hire, damage recovery on return and machine-hour servicing.
Trucks, trailers & transport
MDMS runs commercial truck and trailer workshops end to end — new and used sales, body fit-outs as build orders, fleet servicing by the hour, warranty recovery and the parts that fit each chassis.
Materials handling & forklifts
MDMS runs the forklifts you keep going for customers — planned maintenance by hour meter, recurring service billing, mobile job cards for the van, and the parts to back them.