After-sales service software for machine dealers
Every breakdown, service and job card on the record.
Ironcare is the service desk for dealers who sell, hire and look after heavy machines. One case for every job, one person who owns it, a clock that shows what’s late, and job cards on the technician’s phone.
- One caseone Owner from call to invoice
- A clockon every service target
- Two-step sign-infor anyone who approves money
SR-000143
P1Breakdown · machine down
Karoo Aggregates · Telehandler 3.5 t
- Owner
- Naledi K.
- With
- Workshop
- Next action
- Strip the boom ram
The tour · 4 min 24 s
Watch one breakdown go through Ironcare.
Real Ironcare screens with made-up clients, and a voice that walks you through them: the morning list, a case with its parts and quote, a request from the sales team, the technician’s job card, the reports and administration.
Read the narration
00:00 · What Ironcare is
This is Ironcare: after-sales service software for machine and equipment dealers. Every breakdown, service and parts request becomes a case the whole branch works from, from the first call to the closed invoice. In this tour: a breakdown from start to finish, with its parts and quote, a request from the sales team, the technician’s phone, the reports, and administration.
00:26 · Waiting for you
Each day starts on Waiting for you: what you must act on now, taken straight from the records. A rep has sent a breakdown from Sales, and the machine is down, so it is due at once. A service advisor has mentioned you on a case. And Parts has a part to order, and another past its supplier’s date.
00:47 · Cases
Cases holds every breakdown and service in your branches, newest first: the client and machine, the type, the priority, the stage, and who holds it now. A safety concern is marked in red. Let’s open the leaking boom ram on Karoo’s telehandler.
01:06 · The case page
A case page tells the whole story. Updates are the team’s conversation: findings, photos, and a mention when someone needs an answer. On the right: who owns the case, who must act now, and the clocks against the service targets. Further down are the work orders and the parts. The seal kit is past its delivery date, so it shows in red.
01:30 · Asking for parts
Technicians ask for parts right on the case: which part, its number, how many, and how urgent, for the work order it belongs to. Parts staff see it in Waiting for you, order it, and record the supplier and the delivery date.
01:47 · The quote
The quote is built from items: parts, labour hours and travel, each with its price. Each work order is one line the client approves. A price below the list price shows as a discount, in amber.
02:02 · A new quote version
For a new version, add each item by hand: what it is, how many, and the price. Or bring in every part already asked for on the case, in one click, and fill in their prices. Amounts are without VAT, and the customer total adds up as you go.
02:21 · A request from the sales team
Breakdowns can also come from the sales team. Triage sees what is wrong, the machine, and that it is down, already linked to the client and the machine. Take it in, and the case opens with its clock started when the rep sent it. Or decline it, with a note for the rep.
02:40 · Clients and machines
Clients and machines are kept in one register. Each client shows how complete its record is, its contacts, its machines, and its account with each of your companies.
02:52 · My jobs
Technicians work from their phones. My jobs shows the work waiting for them, with the job in progress first. Each job has its own job card.
03:02 · The job card
The job card keeps the time on the job: one tap on arrival, one on leaving, plus labour and travel. When the work is done, the technician records the fault, the cause and the fix, and someone else checks it. The parts for this job are listed too, with where each one is.
03:21 · Signed off
When the work is finished, the client signs for it on the technician’s phone. The signed job card no longer changes, and it goes out as a PDF.
03:32 · Reports
Managers see how every branch is doing: cases resolved within the service targets, the age of open cases, and where the time goes, each with exactly how it is counted. Service money shows what is ready to invoice, and what is invoiced.
03:49 · Administration
Administration stays with a few people: who works where, and in which role. Approval limits that one person proposes, and a second approves. And a log of every change, from the sealed audit trail.
04:05 · In short
Each company’s records are kept apart by the database itself, and every change goes into a sealed audit trail. Ironcare runs in the browser, on a desk and on a phone. See it with your own machines: book a demo at ironcare dot io. Thanks for watching.
The problem
Breakdowns don’t get lost. They get passed around.
In most service departments one breakdown lives in five places: a WhatsApp group, the workshop whiteboard, a parts spreadsheet, the accounting system and someone’s memory. Ironcare keeps it in one: the case.
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01Nobody owns the client’s call.
With Ironcare: Every case has one Owner, accountable from the first call to the closed invoice. The work moves between departments; the Owner stays.
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02Work starts before the price is agreed.
With Ironcare: Billable work waits for the client’s accepted quote. A client on credit hold needs an approved exception first.
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03Parts wait, and nobody knows on what.
With Ironcare: Parts are asked for on the case, ordered with a supplier and an ETA, and flagged the moment the ETA passes.
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04The job is done. The invoice isn’t.
With Ironcare: A case closes only when the machine is restored, the work is complete and the invoice is verified: separate events, each recorded by the person who did it.
How it works
From the client’s call to the invoice, in seven stops.
Every breakdown follows the same route card. Each stop is recorded by the person who did it, with the time, so the next person never has to ask.
Service target · P1 breakdown
Restore within 8 h 05:37:00 hours, minutes and seconds left
Pauses need a reason and evidence, and a manager reviews them.
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01
Intake
The call, the WhatsApp message or the sales rep’s request is recorded with the time it arrived. That time starts the clock.
arrived 07:42 · clock started
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02
Case
One case for the job and one Owner for the case. It starts in Triage unless you already know which department it belongs to.
SR-000143 · Owner: Naledi K.
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03
Work orders
Workshop, parts and field service each get their own work order. Handoffs between departments are requested and accepted, never just dumped.
3 work orders · handoff accepted 08:15
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04
Safety first
A safety concern stops the work until a competent person has assessed the machine. Nobody works around it, and the case shows why it is waiting.
safety concern · assessed 09:02
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05
Quote
Billable work starts once the client accepts the quote. Parts, labour and travel come from your catalogue with their list prices, and any discount shows.
quote v1 accepted · R 18 420.00
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06
Job card
The technician works from the phone: start and stop times, what was found, what was done, the parts used and the client’s sign-off.
JC-000087 · signed by the client
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07
Closed, properly
Machine restored, work complete, invoice verified, case resolved: four events, recorded separately and in that order. No shortcuts to “done”.
restored 14:20 · invoice verified
The product
Built around the job, not the screen.
Ironcare works in the browser on a desk and on a phone, with nothing to install. These are real Ironcare screens, with made-up clients.
The case
Who has it, what happens next, the clocks, the work orders and every update, in one place.
Job cards on the phone
Start and stop times, findings, parts used and the client’s sign-off, on the technician’s own phone.
Waiting for you
Each person’s list of what needs them now, so nothing waits on someone who doesn’t know.
Quotes from your catalogue
Parts, labour and travel with their list prices, and any discount in plain sight.
Six management reports
Branch league table, service targets, open-case ageing, time per department, service money and repeat repairs: every figure with what it is out of.
- 14:20Naledi K.machine restored
- 13:58Kyle A.work order complete
- 11:05Ruan B.quote v2 accepted
- 09:02Naledi K.safety assessed
- 07:42Ruan B.case opened, P1
On the record
Every change goes into the case’s history from the audit trail itself: who, what and when. Changes are added, never written over.
Who it’s for
Made for how dealers are actually built.
Ironcare is for dealers and service companies that keep their clients’ machines working. It suits a single workshop, and it is built for groups from the start.
- Construction and earthmoving
- Plant hire
- Agriculture
- Material handling
- Mining and quarrying
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Branches and franchises
Each branch sees its own work; a group admin sees the group.
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Departments with their own work
Triage, workshop, parts, field service, warranty and accounts each get their own work orders and handoffs.
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Group companies
More than one company in the group, each with its own currency and credit terms per client.
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Roles with limits
Who may approve what, up to which amount, set per role and approved by a second person.
Works with your books
Keep the accounting package you already have.
Ironcare doesn’t replace your accounting system or your CRM. It sits next to them and sends each one what it needs. Ironcare is in early access; this is the order in which we connect them.
| Connection | What moves | Status |
|---|---|---|
| Spreadsheet import | Clients and machines, checked in full before anything is written | Available |
| Zoho Books | Customers, the parts catalogue with prices and stock, accepted quotes, invoices and payments | Connecting first |
| Sage Business Cloud, Xero, QuickBooks | The same as Zoho Books, for the package you keep | Next |
| Zoho CRM, HubSpot, Pipedrive | Service requests from your sales team, and progress back to the rep | Planned |
| WhatsApp Business | Updates to your client at each stop | Planned |
Security and privacy
Your clients’ data stays your clients’ data.
A dealer’s service records hold client names, machines, prices and credit. Ironcare is built so that each dealer sees only its own, and so that every change leaves a trace.
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Separated in the database
Each company’s records are kept apart by row-level security in the database itself, not only by what the screens show.
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Two-step sign-in
Managers, administrators and anyone who approves money sign in with an authenticator code. Each code works once.
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An audit trail
Every action is recorded with who, what and when, in a chain with signed checkpoints, so changes can be detected.
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Personal data kept close
A client’s contact people are seen only by the client’s home branch, and can be anonymised on request.
Questions
What dealers ask first.
Something else? Email hello@ironcare.io.
What is Ironcare?
Ironcare is after-sales service software for dealers who sell, hire and maintain machines and equipment. It records every breakdown and service as a case with one Owner, splits the work into work orders per department, keeps service targets on the clock, puts safety first, and gives technicians their job cards on the phone. It is made by EzeMind AI in South Africa.
Who is Ironcare for?
Dealers and service companies that look after machines for their clients: construction and earthmoving, plant hire, agriculture, material handling, mining and quarrying. It suits a single workshop, and it is built for groups with branches, franchises and more than one company.
Does it replace our accounting system or dealer management system?
No. Ironcare runs the service desk and sits next to the accounting package you keep. Zoho Books is the first connection, then Sage, Xero and QuickBooks: customers, the parts catalogue, accepted quotes and invoices move between them.
Can technicians use it on their phones?
Yes. Ironcare runs in the phone’s browser with nothing to install. Technicians see their own jobs, record start and stop times, findings and parts, and take the client’s sign-off on the job card.
How is our data kept apart from other dealers’?
Each company’s records are separated in the database itself with row-level security, so one dealer’s screens can’t reach another dealer’s records. Managers and administrators sign in with an authenticator code, and every action is recorded in an audit trail.
Can we bring our existing clients and machines?
Yes. Import them from a spreadsheet: Ironcare checks the whole file first and shows what it will add and what it refuses. Nothing is written until you import exactly the file you checked.
What does it cost?
Ironcare is in early access and priced in rand. We quote for your branches and technicians after a demo with your own kind of job.
How do we start?
Book a demo. We walk through one of your real breakdowns from the call to the invoice, then set up your branches, departments and people with you.
Early access
Bring us a breakdown. We’ll show you the route.
One of your own jobs, from the client’s call to the invoice, with your branches and departments. No slides.