Ivana Agro

The challenge

A dealer of tractors and implements sells machines, services them and keeps a warehouse of thousands of spare parts. The work is split between the office, the warehouse, field sales reps and service technicians who are out at the customer's farm, often without signal.

The old system handled invoices, but it did not know which technician was where, what was in the van, which part was for which machine or whether the job at the customer was finished. Work cards were filled in on paper, parts were written off from memory, and the owner found out what was going on by phone. Then a second company was added: a separate legal entity with its own warehouse, sales team, service team and numbering.

What we built

We built one system for both companies. Every record carries its company, and the separation is enforced on the server. An employee sees only their own company, while the owner switches between the two or views them together. Every record is saved in a specific company, and switching company reloads the screen so that one company's numbers never appear under the other's name.

The web app and the Android app come from the same code. The phone shows different screens depending on the role: a technician sees their schedule and jobs, a sales rep sees their clients and tasks, and the owner sees approvals, sales reps, money, turnover and clients. Updates arrive inside the app, with no new version to download.

Service work goes through three clear moments. The technician taps “Arrived”, the system creates the work card and the job moves to “in progress”. Then the technician fills in engine hours, the frame number, the work done, parts from stock and the required photos. Finally the customer signs with a finger on the phone screen. The signature closes the work card, writes the parts off from the van and sends the card to invoicing. Without signal everything is kept on the phone and uploads by itself when a connection appears. If the job is not finished, the “Not done” button asks for a reason and hands the job back to the manager.

Vans work as mobile warehouses. Parts for a job are picked in the warehouse and transferred to the van that will carry them, and the system remembers which job and which customer they are for. The write-off is made from the van that holds the goods, even if the job has been reassigned to another technician. Warranty parts and the settlement with the importer go through claims: the parts, the approval, the credit note and the invoice for labour are handled step by step and tied to the work card.

Permissions depend on the role: sales rep, technician, service manager, warehouse, driver, accountant, owner. A customer with overdue debt cannot get an invoice, a sale or a service job until the owner approves it with a reason.

• Two companies in one system, with a switcher and server-side separation
• Web and Android app from one codebase, with separate screens for technicians, sales reps and the owner
• Service: schedule, “Arrived”, work card, photos and customer signature on the device
• Offline work with a queue that uploads by itself when the connection returns
• Warehouse with bins, barcodes, per-model service recipes and vans as mobile warehouses
• Warranty claims and settlement with the importer, with credit notes
• CRM: clients, machines, tasks per sales rep, a map and team GPS
• Invoices, pro formas, credit notes, partial payments and balance
• Owner approvals for customers in debt, with a reason and an audit trail
• Transport jobs and protocols, team chat and phone notifications
• The company's public website, which we also built

What changed

The work card is closed at the customer rather than a week later in the office. Parts are written off at the moment of signing, and the warehouse shows where every part is: on a shelf, in a van or with the customer.

The owner sees both companies from the phone, approves with one tap and knows who did what and why. Technicians work without signal too, and the office receives a finished document instead of paper.