Introduction to IntelliDealer

IntelliDealer is a comprehensive Dealership Management System (DMS) designed specifically for heavy equipment dealerships. It manages every aspect of dealership operations from customer relationships to parts inventory, service operations, equipment sales, and financial accounting.

Topics in this section are:

Major IntelliDealer Components

Customer Relationship Management (CRM)

What it does: Manages all customer interactions and relationships

  • Customer profiles and contacts management

  • Sales history and preferences

  • Communication tracking

  • Credit management

  • Customer equipment ownership records

Business Value: Know your customers, track their needs, build lasting relationships

Service Management

What it does: Handles all service and repair operations

  • Work order creation and tracking

  • Technician time and labor management

  • Service scheduling and dispatch

  • Warranty claim processing

  • Service history and maintenance records

  • Mobile technician support (IntelliTech)

Business Value: Efficient service operations, better technician productivity, happy customers

Parts Management

What it does: Controls parts inventory and sales

  • Parts catalog and inventory

  • Purchase orders from suppliers

  • Parts pricing and promotions

  • Counter sales and invoicing

  • Parts requisitions for work orders

  • Supplier integrations (John Deere, Komatsu, etc.)

Business Value: Right parts, right time, right price - maximize parts profitability

Equipment Management

What it does: Manages equipment inventory and sales

  • New and used equipment inventory

  • Equipment specifications and options

  • Pricing and quoting

  • Sales and invoicing

  • Equipment history tracking

  • Trade-in valuations

  • Supplier integrations (John Deere, Komatsu, etc.)

Business Value: Track every unit from arrival to sale, optimize inventory turnover

Financial Management

What it does: Handles all financial operations

  • General Ledger—complete accounting system

  • Accounts Receivable—customer billing and collections

  • Accounts Payable—vendor payments

  • Financial Reporting—profit and loss, balance sheet, cash flow

  • Budgeting—plan and track against goals

Business Value: Complete financial control and visibility into dealership performance

Rental Management

What it does: Manages equipment rental operations

  • Rental fleet management

  • Contract management

  • Rental availability and scheduling

  • Rental billing and invoicing

  • Equipment utilization tracking

  • Rate management

  • Integrated Rental integration

Business Value: Maximize rental revenue, track equipment ROI, efficient fleet operations

How the Systems Work Together

This section examines how the systems work together in a real-world business scenario of a service call.

  1. CUSTOMER contacts dealer about servicing a tractor

    • CRM System: Customer profile loaded, preferences reviewed

  2. SERVICE DEPARTMENT creates a work order

    • Equipment System: Check equipment history, OEM warranties, required parts, pricing

    • Parts: Check inventory, order necessary parts

  3. SERVICE works on the equipment

    • Inspections: inspect equipment before work begins, check for additional issues

    • IntelliTech: assign technicians and track labor

  4. 7. INVOICE finalized

    • Financial System: Post sale to GL, create AR

    • Equipment System: Update inventory, record sale

  5. CUSTOMER receives equipment

    • Service System: Service history tracking

Who uses IntelliDealer?

IntelliDealer is used by Equipment Dealerships selling:

  • Agricultural Equipment (Tractors, Combines, Implements)

  • Construction Equipment (Excavators, Loaders, Dozers)

  • Forestry Equipment (Harvesters, Skidders)

  • Industrial Equipment (Forklifts, Material Handling)

  • Turf & Garden Equipment (Mowers, Utility Vehicles)

IntelliDealer is used by various Dealership Types:

  • Single-location independent dealers

  • Multi-location dealership groups

  • Manufacturer-authorized dealers

  • Rental-focused dealerships

  • Full-service dealerships (sales, service, parts, rental)

Quick Reference: System Usage by Role

Role Primary Systems Key Activities
Dealership Owner Management Central, Financial Performance review, strategic planning
General Manager All Systems Operations oversight, reporting
Service Manager Service, Parts, Equipment Work order management, scheduling
Parts Manager Parts, Purchasing, Inventory Stock management, ordering, pricing
Sales Manager Customer, Equipment, Traffic Sales tracking, inventory, delivery
Accountant Financial, AR, AP, GL Bookkeeping, reporting, collections
Service Advisor Service, Customer, Parts Work order creation, customer communication
Parts Counter Parts, Customer Parts sales, customer service
Technician Service (IntelliTech) Time entry, work order updates
Salesperson Customer, Equipment Quotes, sales, follow-up

FAQ

IntelliDealer can be deployed both ways, though cloud/hosted is recommended.

Basic users can be productive in days. Advanced features take weeks. Mastery comes with experience.

No. Dealerships can implement the modules they need and add more over time.

Yes. IntelliDealer offers extensive configuration options and custom development is available.

Data migration services are available to import customer, parts, equipment, and financial data.

Yes. Comprehensive training is provided during implementation and ongoing support is available.

Revision: 2026.01