Parts lookup by machine
Search by make, model and serial with diagrams where data allows, supersessions flagged and live stock shown.
Farm machinery dealer software: parts, service & stock
Farm machinery dealers: parts and service without the phone queue. Fewer calls, more uptime.
Harvest hits and the parts counter phone never stops. Service bookings live in a diary, techs get sent to "past the silos" by phone and a good trade-in sits in the yard for a fortnight before anyone photographs it. We build parts lookup, service, field service and stock systems for farm machinery dealers that all talk to each other. Then we host them and look after them.
Looking for farm machinery dealer software that keeps parts, service and sales moving?
A machinery dealership is a parts shop, a workshop, a mobile repair crew and a car yard for headers, all under one roof. Most dealers run it on the manufacturer's portals, a dealer management system only two people understand, a workshop whiteboard and a lot of phone calls. When a header goes down mid-harvest, every one of those gaps costs the farmer hours and costs you the goodwill.
Wollopit builds custom dealership software around how your dealership actually runs. Farmers look up parts by model and serial and order them without ringing. Service gets booked online with the machine and hours attached. Breakdowns come in with a map pin and photos so the right tech heads out with the right part. Used stock gets listed from the yard on a phone. We connect the systems you already rely on, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from farm machinery dealers
Does your farm machinery dealership have these problems? Here's how we'd fix them.
Most dealers we talk to know machinery inside out and run the business on phone calls, paper job cards and memory. It holds together, right up until harvest.
- The problemThe parts phone rings all harvestFarmers ring asking for "the bearing on the left side of the pickup" while the counter flips through parts books and three people wait on hold.How we fix itParts lookup by make, model and serial with diagrams where the data allows it. Farmers find the part, check stock and order without ringing.
- The problemThe wrong part goes out 300 kmSuperseded numbers and serial breaks catch everyone out. The part arrives on the freight truck and doesn't fit.How we fix itSerial-aware lookup that flags supersessions and serial breaks, with a photo check before anything gets packed.
- The problemStock spread across branchesThe part is sitting on a shelf at the other branch and nobody knows until a day later.How we fix itLive parts stock across every branch and van, with transfers requested in one tap.
- The problemService bookings in a paper diaryPre-season services get booked by phone, written in the diary and forgotten until the farmer rings to ask where his tractor is.How we fix itOnline service bookings by machine and hours, with service reminders sent before the season starts.
- The problemThe workshop runs on a whiteboardBays, techs, jobs waiting on parts and jobs ready for pickup all live on a whiteboard and in the service manager's head.How we fix itA workshop board on any screen with job cards, techs on tablets and time and parts logged against every job.
- The problemBreakdowns dispatched by phoneA header's down in a paddock "past the old silos" and the tech heads out without knowing the fault or having the part.How we fix itBreakdown requests with a map pin, photos and the machine attached. Dispatch the nearest tech with the right van stock.
- The problemUsed stock listed lateA trade-in sits in the yard for two weeks before someone takes photos and types it into three marketplaces.How we fix itList it once from the yard on a phone. It goes to your website and the marketplaces you use.
- The problemTrade-in values on gut feelPhone photos, a guess at the hours and a number off the top of someone's head.How we fix itA trade-in appraisal form with hours, photos and condition, plus what similar machines sold for in your own history.
- The problemFinance questions on every enquiryEvery listing gets the same message: what would that cost a month?How we fix itFinance estimate calculators on listings, with interested buyers passed straight to your finance team or broker.
- The problemMachine history on paperPast services, parts and warranty work are in a filing cabinet or a system the farmer can't see.How we fix itMachine history by serial: services, parts, hours and warranty, visible to staff and to the owner in their own portal.
- The problemWarranty claims chased by handPhotos on a tech's phone, failed parts in a corner and a claim deadline nobody's watching.How we fix itWarranty claim packs with photos, hours and tagged failed parts, plus reminders before deadlines run out.
- The problemLeads lost after field daysEnquiries from the website, marketplaces and field days end up in notebooks and inboxes. Some never get a call back.How we fix itOne lead inbox for every source, with follow-up reminders and demo bookings on the sales team's calendar.
02What we build
Solutions
What we build for farm machinery dealers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online parts ordering
Order for pickup or freight, account pricing for regular customers and payment online or on account.
Parts counter screen
Phone and online orders in one queue, picked, packed and tracked through to dispatch.
Service bookings
Book by machine, hours and job type, with pre-season service reminders by SMS and email.
Workshop job board
Bays, techs, job cards and jobs waiting on parts on one screen in the workshop.
Field service dispatch
Breakdown requests with map pins and photos, sent to the nearest tech with the right van stock.
Tech app for tablets
Job cards, checklists, photos, time and parts logged in the paddock, even with patchy reception.
New and used stock listings
Specs, hours, photos and video for every machine on your website, updated from the yard.
Marketplace sync
List once and push to TradeFarmMachinery, Farm Tender, Machines4u and your other channels.
Trade-in appraisals
Hours, photos and condition captured on a phone, with an approval step before a number goes out.
Finance estimate calculators
Indicative repayments on listings with enquiries routed to your finance team or broker.
Machine history & customer portal
Every service, part and warranty job by serial. Owners log in to see their own machines.
Warranty claims
Photos, hours, failed parts and deadlines kept together so claims go in complete and on time.
PDI & handover checklists
Pre-delivery and handover checklists on a tablet with photos and customer sign-off.
Sales leads & demos
One inbox for every enquiry, follow-up reminders and demo machine bookings.
03The systems
The big ones
Your whole dealership, on one system.
These are the systems dealers ask us about most. Each one works on its own. They get properly clever when they're joined up.
Parts lookup
The right part, found without ringing.
Farmers and counter staff search by make, model and serial to find the exact part. Supersessions and serial breaks are flagged before anything ships. Stock across every branch shows up front, so harvest orders go out the same day.
- Search by make, model and serial
- Diagrams where parts data allows
- Supersession and serial break flags
- Live stock across branches and vans
- Order for pickup or freight
- Account pricing for regular customers
- Saved machines for repeat orders
- Photo check before dispatch
- Freight tracking by SMS
Service & workshop
The workshop, off the whiteboard.
Service bookings come in online with the machine and hours attached. The workshop board shows every bay, every tech and every job waiting on parts. Techs log time, parts and photos on a tablet as they go.
- Online service bookings
- Pre-season service reminders
- Workshop board on any screen
- Job cards on tablets
- Time and parts logged per job
- Jobs waiting on parts flagged
- Customer SMS when it's ready
- Invoices into Xero or MYOB
- Warranty work tagged per job
Field service
Breakdowns with a map pin, not a mystery.
When a machine goes down in the paddock, the farmer sends a request with a location pin, photos and the fault. You see which tech is closest and what's in their van. They head out with the right part the first time.
- Breakdown requests from any phone
- Map pin instead of directions
- Photos and fault notes attached
- Machine and serial pulled in
- Nearest tech and van stock shown
- Live job status for the farmer
- Works offline and syncs later
- Travel time and call-out logged
- Sign-off on the tech's tablet
Stock listings
Trade-ins listed the day they arrive.
Snap photos, enter hours and specs on a phone in the yard. The machine goes up on your website and the marketplaces you use without retyping. Mark it sold once and it comes down everywhere.
- List from the yard on a phone
- Specs, hours, photos and video
- New and used stock in one place
- Push to TradeFarmMachinery and Farm Tender
- Sold in one place, down everywhere
- Finance estimates on each listing
- Enquiries tracked per machine
- Days in yard reports
- Branch and location filters
Trade-ins & sales
Trade-ins and leads that don't fall through the cracks.
Trade-in appraisals get captured properly with photos, hours and condition. Every enquiry from the website, marketplaces and field days lands in one place with a follow-up reminder. Demo machines get booked like anything else.
- Trade-in appraisal forms
- Approval step before a value goes out
- History of similar machines sold
- One inbox for every lead source
- Follow-up reminders for sales staff
- Demo machine bookings
- Field day enquiry capture
- Finance enquiries routed to your team
Machine history
Every machine's life story, by serial.
Services, parts, hours, warranty and owners all hang off the serial number. Staff see the full picture before they quote. Owners log in to see their machines, book a service or reorder a filter kit.
- History by serial number
- Services, parts and hours
- Warranty claims and deadlines
- Owner portal for farmers
- Book a service from the portal
- Reorder common parts in one tap
- PDI and handover records
- History follows a resold machine
04How it changes
Before and after
A harvest breakdown, wolloped.
Here's how a header breakdown in the middle of harvest could change. Every dealership is different, so we map yours first.
Before
- Farmer rings and waits on hold for parts
- Nobody knows the part number for that serial
- Tech sent out with directions over the phone
- Wrong part on the van, second trip tomorrow
- Machine history is in a filing cabinet
- Warranty photos lost on a tech's phone
After
- Farmer sends a breakdown request with a map pin
- Parts found by serial with supersessions flagged
- Nearest tech dispatched with the part in the van
- Fixed and signed off on the tablet
- History updated against the serial
- Warranty claim pack built as the job happens
05Services
Everything under one roof
Software, websites and systems for farm machinery dealers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for farm machinery dealers
Built around how your farm machinery dealership actually runs: parts lookup by machine, online parts ordering and the admin in between, in one system you own.
Websites for farm machinery dealers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Farm machinery dealership system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for farm machinery dealers
Parts counter screen and service bookings: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your farm machinery dealership, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside dealer and manufacturer systems you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Shopify
- Twilio SMS
- Google Maps
- Microsoft 365
- Google Workspace
- Australia Post
- StarTrack
- TradeFarmMachinery
- Farm Tender
- Machines4u
- Gumtree
- Facebook Marketplace
- John Deere Operations Center
- ServiceM8
- simPRO
- Mailchimp
- HubSpot
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your farm machinery dealership: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at the parts counter, in the workshop and out with a field tech, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your parts data, workshop, field jobs, stock, branches, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before next harvest.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things farm machinery dealers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can farmers look up parts by serial number?
Where the parts data allows it, yes. We work with the data you have access to so farmers and counter staff can search by make, model and serial, with supersessions and serial breaks flagged.
We already use a dealer management system. Do we have to switch?
No. If your DMS and manufacturer portals are doing their job, we build around them: parts lookup, bookings, field service and listings on top. If something's holding you back, we'll show you what replacing it would involve before anything changes.
Will the tech app work with no reception?
Yes. Job cards, checklists, photos and time can be logged offline in the paddock. Everything syncs once the tablet is back in range.
Can we list used machinery on the marketplaces from one place?
Yes, where the marketplace allows it. You list once from the yard and it goes to your website and channels like TradeFarmMachinery and Farm Tender. Mark it sold and it comes down.
Does it work across multiple branches?
Yes. Parts stock, workshop boards, field techs and yard stock can all be shown by branch or across the whole dealership.
How much does a dealership system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online service bookings or a stock listings page can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most farm machinery dealers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a farm machinery dealership problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.