Equipment dealers
Equipment dealer management software for the whole dealership
Run the whole dealership on one platform — the quote becomes a sales order, a build, a service history and an invoice that syncs to Xero, with no re-keying and no gaps between departments.
- One platform — Sales, service, parts, hire and finance together
- No re-keying — Quote to invoice without retyping a field
- AU-native — GST tax invoices and event-driven Xero sync
Who this is for
Multi-department equipment dealerships wanting one connected platform
Dealer principals who need a live view across sales, service and parts
Multi-branch dealers moving stock and units between sites
Dealerships replacing spreadsheets and disconnected accounting add-ons
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 |
|---|---|---|
| The deal in the pipeline | CRM leads + a configured CPQ quote | Prospects move through a pipeline to a configured, versioned quote with margin visible on every line. |
| It's sold — send it to the workshop | sales order → build_order (auto-created) with PO-gated tasks | A confirmed order raises the build automatically, so dealer-fit work starts without anyone re-typing the deal. |
| Stock between branches | warehouse transfers (paired issue and receipt transactions) | An inter-branch transfer moves stock as two linked transactions so on-hand stays right at both sites in real time. |
| Get the invoice out | complete_work_order / sales order → a draft invoice + Xero sync | Completed work and orders draft an Australian tax invoice with GST that syncs to Xero — no end-of-day re-keying. |
| Who's allowed to see what | role-based access across sixteen-plus roles + ModuleGate | Each team sees only their surface; management gets the whole picture, with every sensitive action gated by role. |
| Pay the suppliers | accounts payable + an ABA payment file for the bank | Approved supplier invoices roll into an ABA batch you upload to your Australian bank, instead of keying each payment. |
| One number for the unit | serialised equipment_units with an asset passport | Every whole good carries one record — purchase, build, service, hire and hours — from the yard to disposal. |
The problems that cost you
Every department runs a different system
Sales lives in a spreadsheet, the workshop on a whiteboard, parts in a stock package and the numbers in accounting, and none of them talk. The same customer, unit and job get keyed in three or four times, each entry a chance to diverge, and the effort of holding it together by hand grows with every extra branch and every extra staff member.
There is no single view of the business
A dealer principal wanting to know today's pipeline, this week's work-in-progress and last month's warranty recovery has to ring three managers and wait for three exports. By the time the picture is assembled it is already out of date, decisions get made on gut feel, and problems in one department are invisible to everyone until they become expensive.
Multi-branch stock is guesswork
With units and parts spread across branches, knowing what is where — and moving it without losing track of ownership — is a daily headache. Transfers get recorded in one place and not the other, on-hand drifts from reality, and a customer is told a part is in stock at a branch where it was quietly used on a job last week.
Month-end is a manual reconciliation
When invoices, payments and supplier bills live outside the accounting system, month-end becomes a re-keying and matching exercise that swallows days and still leaves gaps. Errors creep in between the operational systems and the ledger, the numbers never quite tie out first time, and finance spends its month closing the last one instead of steering the next.
How it runs, end to end
- 1
Win the deal
Track the prospect through a CRM pipeline, build a configured quote with live margin, and capture acceptance — so the deal is a structured record from first enquiry rather than an email thread.
- 2
Turn the order into work
A confirmed sales order automatically raises a build order for dealer-fit work and the purchase orders for the options, so the workshop and the parts department start from the deal without re-keying it.
- 3
Do the service and move the parts
Work orders capture labour and parts issued from the warehouse, stock updates in real time across branches, and inter-branch transfers keep on-hand correct at every site as units and parts move.
- 4
Invoice and sync the ledger
Completed work and orders draft compliant Australian tax invoices that push to Xero automatically, while approved supplier invoices roll into an ABA payment file for the bank — no end-of-day export.
- 5
See the whole business live
Role-based dashboards show pipeline, work-in-progress, stock value, utilisation and warranty recovery as they happen, with drill-through to the underlying records, so management decides on current facts.
What does the work
The build-to-invoice spine
A quote becomes a sales order, a build order, a service record and an invoice that syncs to Xero — one connected flow with no re-keying between departments.
One record per unit
Every whole good carries a single asset passport — purchase, build, service, hire and hour readings — so nothing about a machine lives in someone's head.
AU finance without a bolt-on
Compliant GST tax invoices, event-driven Xero sync and ABA payment files are built in, so the ledger stays current without a month-end re-keying exercise.
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 equipment dealer management software in Australia?
- MDMS is a cloud-native dealer management system built for Australian equipment dealers, covering sales and CRM, configured quoting, build orders, workshop and field service, parts, rental, warranty and finance in one platform. It includes native Australian GST tax invoices, event-driven Xero sync and ABA payment files, with a self-serve free trial and no implementation fee.
- Does MDMS replace separate systems for each department?
- Yes. Sales, workshop service, parts, rental, warranty and finance run on the same data in MDMS, so a customer, unit or job is entered once and flows between departments without re-keying. Role-based access means each team sees only their own surface while management gets a single live view across the whole dealership.
- Does MDMS support multi-branch dealerships?
- Yes. Stock and units are tracked per branch, and inter-branch transfers move stock as two linked transactions so on-hand stays correct at both the source and destination in real time. Dashboards and reports can be viewed across branches or filtered to one, giving both branch managers and the dealer principal an accurate picture.
- Does MDMS integrate with Xero for dealership accounting?
- Yes. Invoices, credit notes and payments push to Xero automatically as they are created in MDMS, with the Xero record id stored against each document, so there is no end-of-day batch export. On the payables side, approved supplier invoices roll into an ABA file you upload to your Australian bank, removing manual payment entry for every supplier.
- Can a dealer principal see the whole business in one place?
- Yes. Role-based dashboards present pipeline value, work-in-progress, stock, fleet utilisation and warranty recovery as live tiles with drill-through to the underlying records, and configurable thresholds turn a tile amber or red when a metric slips. That replaces ringing three managers for three exports with a single, current view of the dealership.
- How long does it take to get started with MDMS?
- MDMS is a self-serve cloud platform with a fourteen-day free trial and no implementation project or setup fee, so you can create an account and start configuring your dealership the same day. Optional paid data-upload, training and white-glove onboarding services are available if you want help migrating from an existing system, but they are not required to begin.
Ready to try equipment dealer management 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.
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