Dealer management software for equipment dealers
Dealer Management System for Equipment & Machinery Dealers.
One system to run your whole dealership. For dairy equipment, tractor, construction machinery and garden machinery dealers.
Where the Parts Walk and the Cash Waits.
Most dealerships run on job cards, a spreadsheet for parts, a separate accounting package and one person who holds the whole picture in their head. That works, until it does not.
- The engineer drives out and rings the office to find out what the machine had done last time, or guesses.
- Parts leave the counter without being logged. The invoice goes out short or late.
- Service history is spread across job cards, notebooks and one person's memory.
- Quoting in one place, invoicing in another. Details get re-keyed and things slip through.
- Nobody has a clear view of what is outstanding without asking someone else.
Dealer Management Software That Runs the Whole Yard.
Most people call this a dealer management system. A DMS. The one place where the parts counter, the workshop and the accounts finally meet. For plenty of dealerships that place does not exist. The parts live in a spreadsheet and the accounts package knows nothing about the jobs.
A real dealer management system follows the machine, not just the money. Every customer, every machine they own, the full service history, the parts that went on and the invoice that came off. When a machine comes back in, the whole story is there before the engineer picks up the phone.
Kakion is that system, built on a proven platform and shaped to how your dealership actually runs. Not a heavy legacy DMS you spend a year rolling out. Not a box of features you pay for and never touch. One connected system that does what your yard does.
One Platform for the Whole Dealership.
Customer management, job scheduling, parts tracking, quoting and invoicing, all connected. Not generic SaaS and not bespoke from scratch. Built on a proven system, tailored to how your dealership runs.
"We do not fit your business to the software. We fit the software to your business."
- Job cards in a drawer or a whiteboard
- Parts logged on paper, reconciled from memory at invoicing
- Service history across emails, notebooks and conversation
- Quoting in one app, invoicing in another
- One person who holds the whole picture in their head
- One customer record with machines, history and jobs all attached
- Parts on the job before the engineer leaves the counter
- Engineers equipped on their phones, no calls back to the office
- Quote, job and invoice in one flow, no re-keying
- The whole dealership visible on one screen
Know the Machine. Know the Customer.
The customer account is the spine of the system. Every machine they own and every job ever done for them, all on the one record.
- Full customer account record. Every machine and every job in one place. Not spread across a drawer, a spreadsheet and whoever happens to remember.
- Complete service history per machine. When a machine comes in, you know what has been done and what is due, without ringing around or pulling out folders.
- Machine register per customer. Make, model, serial number and warranty status. To hand before the engineer leaves, not after they have already driven out.
Get the Job Done, First Time.
From the moment a job is booked to the moment an engineer signs it off. One system and no calls back to the office.
- Job scheduling and dispatch. Book a job, assign an engineer and the work lands in their phone. No printouts and nothing missed.
- Engineers equipped on their phones. The job, the parts it needs and what the machine has had done before, all on the phone before they leave the yard.
- Parts tracked per job. Nothing walks out unbilled. Parts are on the job record before the engineer leaves the counter, not reconstructed from memory later.
- Stock visibility in real time. Know what is on the shelf before the van leaves, not after the customer has been left waiting.
Invoice and Keep Them Coming Back.
Close the job out cleanly and get the cash in. The full history is there the next time they ring.
- Quoting that becomes the job. A yes turns straight into a scheduled job. Quoting is part of the system, not a separate app with its own re-keying.
- Labour and parts on one invoice. The job closes and the invoice is ready, with labour and parts on the one document. No reconciling across tools at the end of the month.
- Invoicing that chases itself. Cash lands sooner and nobody plays debt collector. The platform earns its keep here alone.
- One view of the whole dealership. Jobs, pipeline, what is owed and what is outstanding. The whole operation on one screen, without asking anyone.
Built for Every Role in the Dealership.
One system, three different views. Each person sees exactly what they need.
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Office
- Quoting and scheduling in one system, no re-keying between apps
- Customer accounts and full machine history to hand for every call
- Invoicing and follow-up from the same place the job was booked
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Engineers & Technicians
- Their day and their jobs on their phone before they leave in the morning
- Parts needed for each job listed clearly, with no hunting and nothing missed
- Sign-off and photos on site, no paperwork to chase or rebuild later
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Owners
- Jobs, pipeline and revenue in one view, not spread across four places
- What is owed and what is outstanding without asking anyone
- Capacity and team load visible, so decisions are made on facts, not guesswork
Kakion vs the Setup You Are Running Now.
Most dealerships are not choosing between Kakion and another system. They are running the setup they have always run. An accounting package for the invoices, a spreadsheet for the parts, job cards for the workshop and one person who holds the rest in their head.
Each piece works on its own. The problem is the gaps between them. A part leaves the counter and never makes the invoice. A machine comes back in and nobody can say what was done to it last year.
Kakion is the one system underneath all of it. The parts, the service history, the quote and the invoice sit on the same customer record, so nothing gets re-keyed and nothing walks out unbilled. You own it and it runs the way your dealership runs, not the way a spreadsheet forced you to.
We are not the answer for everyone. If the setup you have is keeping up, keep it. If parts are leaking and the history is in someone's head, that is what we replace.
Common Questions.
- What is a dealer management system?
- Software that runs a whole dealership from one place. The customer accounts, the machine and service history, the parts, the job scheduling, the workshop sign-off and the invoicing all sit in the same system and talk to each other. For an equipment or machinery dealer it replaces the accounting package, the parts spreadsheet and the pile of job cards that most yards run on.
- What does it cost?
- Every build is priced to the job, the same way you price yours. A quick service call and a full engine rebuild are not the same number and neither are two dealerships. We scope it before quoting. We price the whole build up front so there are no surprises. No per-seat licence. No monthly fee that climbs as you take on staff. You own it at the end.
- How long does it take to implement?
- It varies with the build, anywhere from three to twelve months depending on scope. We work in stages and put the first useful part in your hands early, so you are not waiting on the full thing before you see anything. We give you a timeline on the call once we know what the job needs.
- Does it handle parts and stock?
- Yes. Parts go on the job at the counter, before the engineer leaves, so nothing walks out unbilled. Stock updates as parts are used and you can see what is on the shelf in real time. When the job closes the parts are already on the invoice, with the labour, so there is nothing to reconcile at the end of the month.
How We Work
Four steps · start to finish
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Audit
We map how your business actually runs: workflows, pipeline, content. You see exactly where time, money and leads are leaking and what we’d fix.
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Build
We build the systems, infrastructure or content engine you need - configured for how your business actually works.
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Launch
We roll it out, bring your team up to speed and make sure it works the way you work.
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Support
We stay on call: updates, fixes and improvements as you grow.
Book a Call. We Will Map Where Your Dealership Leaks Time and Money.
We will show you where one system would close the gaps without adding headcount.