Drive Success in Heavy Equipment

Empower the team to tackle high value tasks

Workflow automation and digital solutions built for dealers, repairers and distributors of trucks, tractors and large-scale equipment.

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Introduction

Heavy equipment businesses run on tight margins, complex supplier relationships and high transaction volumes. Whether you're selling excavators, servicing agricultural machinery or distributing industrial trucks, your back-office processes need to keep pace with the demands of the floor.

Ellby helps heavy equipment dealers and repairers eliminate manual processes — from invoice processing and sales order management through to contract renewals and employee onboarding. We work with organisations across Australia and New Zealand to replace paper-based workflows with smart, secure automation that scales with your business.

The Challenge

The paperwork burden is real

Heavy equipment operations generate significant document volume. Purchase orders, supplier invoices, service agreements, warranty documents, parts receipts, employment records — managing all of this manually costs time and money your business can't afford to waste.

Common pain points we hear from heavy equipment businesses:

Accounts payable teams buried in supplier invoices with no visibility over approval status
Sales orders being manually re-keyed into ERP systems, creating errors and delays
Contract renewals missed because there's no centralised system tracking key dates
New staff onboarding handled through paper forms and disconnected spreadsheets
No single source of truth for employee records or operational documents

Benefits of going digital

Our digital transformation and document management solutions are designed to meet the specific needs of your organisation and deliver the following benefits.

Cost savings

Save on physical storage and record management costs with digitisation.

Improved assurance

Ensure everyone on and off site have the right approvals and certifications.

Control contracts

Deploy processes for contract creation and life cycle management.

Simplified search

Have everything at your fingertips in an instant, from plans to bills of lading.

WHAT WE DO

Automation built around how your business works

Ellby's solutions are designed to remove friction from the processes that matter most. We don't just implement software — we work with your team to understand your workflows, identify where the bottlenecks are, and build solutions that genuinely improve how work gets done.

PAYMENTS

Automate your Accounts for Faster Payment

High parts volumes, multiple suppliers and complex approval chains make accounts payable one of the most labour-intensive functions in a heavy equipment operation. Ellby's AP Automation solution uses AI-powered data extraction to capture invoice data automatically, route documents for approval and post directly to your ERP — without manual intervention.

The result: faster processing, fewer errors, better supplier relationships and a finance team that can focus on higher-value work.

We integrate directly with leading ERP platforms including Pronto, TechnologyOne, NetSuite, MYOB and Xero, so your existing systems stay in place.

REVENUE

Sales Order Automation

When a customer order arrives, every hour it sits in someone's inbox is an hour of delay. Ellby's Sales Order Automation captures inbound orders and processes them directly into your ERP, reducing manual handling and accelerating fulfilment. For equipment dealers managing high order volumes across multiple product lines, this makes a meaningful difference to both efficiency and customer experience.

COMPLIANCE

Contract Manager

Supplier agreements, dealer contracts, service agreements, warranty terms — heavy equipment businesses carry a significant contract load. Ellby's Contract Manager uses AI to ingest contracts, extract key terms and automate renewal alerts, so nothing slips through the cracks. Every contract sits in a secure, centralised repository with a full audit trail and authorised access controls.

ACCESS

Document Management

Every heavy equipment business accumulates a significant volume of operational documents — service records, compliance certificates, parts documentation, customer files. FileBound gives your team a secure, searchable central repository so the right people can find the right documents quickly, from anywhere

Integrations

Seamlessly Integrate with the Platforms Below

Enjoy these savings when you choose Ellby

Tell us how many of your staff are currently handling paper files and we'll let you know what your estimated savings could be, using our systems.

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Case Study

90%

Reduction in accounts payable approval times

Read the full case study >

"Where once we only had a monthly solution for supplier processing, that process has been cut down to a two to three-day cycle."

Chief Commercial Officer

RDO Equipment

Ready to Drive Success in your heavy equipment business?

Talk to our team about where automation can make the biggest difference for your operation. We'll start with your biggest pain point and build from there.

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