Industries · Industrial equipment
Sold once,serviced for years,tracked in one system.
We build operating systems for equipment suppliers that connect the quote, the supply project, every serial number in the field, the service contract behind it and the parts on your shelves — designed around how your sales, service and stores teams actually work.
- RFQs & quotations
- Supply projects
- Installed base
- AMC & PPM contracts
- Field engineers
- Spare parts
- Warranty claims
01Where equipment suppliers lose margin
The machine leaves. The history doesn't follow it.
Most suppliers track the sale well enough. What happens to the unit over the next ten years — services, parts, warranty, renewals — is spread across engineers' phones, spreadsheets and the ERP.
01Nobody can say exactly what is installed where
What happens
Serial numbers, commissioning dates and site locations live in old delivery notes, a spreadsheet the service manager maintains and the engineers' memory.
What it costs
Parts are quoted for the wrong model, warranty status is guessed, and a customer's ageing fleet is never offered a replacement.
With one system
Every unit has a record — model, serial, site, commissioning date, warranty end, contract and full service history — created when it is delivered and updated by every visit.
02Quotes take days because the technical check is a chain of emails
What happens
An RFQ arrives, sales forwards it to the applications engineer, pricing waits on the principal's latest price list and a freight estimate, and the PDF is built in Word.
What it costs
Slow quotes lose tenders, revisions are hard to trace, and margins differ depending on who prepared the quote.
With one system
One quote record with the technical review, cost build-up, freight, margin rules and revision history — approved and issued from the same place.
03PPM visits are planned from a spreadsheet and missed quietly
What happens
AMC schedules sit in Excel; the coordinator books engineers by phone and WhatsApp and updates the sheet when someone remembers.
What it costs
Contracted visits slip, customers notice at renewal time, and breakdown callouts happen on units that should have been serviced.
With one system
Contracts generate the PPM calendar automatically. Visits are assigned to engineers by skill and area, and overdue ones are flagged before the customer asks.
04Service reports and parts used never reach the invoice
What happens
Engineers fill paper job sheets or photos in a chat group; parts taken from the van are reconciled at month end, if at all.
What it costs
Chargeable work and parts outside the contract go unbilled, and van stock never matches the system.
With one system
Engineers close jobs on a mobile app with readings, photos, customer signature and parts used. Chargeable items flow straight to an invoice draft.
05Spare parts are either out of stock or sitting for years
What happens
Reordering is based on what the storekeeper thinks is low. Nobody links parts demand to the installed base or the PPM plan.
What it costs
Long-lead parts are ordered after the breakdown, while slow-moving stock ties up cash in the warehouse.
With one system
Parts demand is forecast from upcoming PPM visits and the age of installed units, with reorder points per warehouse and lead times from each principal.
06Warranty claims with the manufacturer are chased by email
What happens
Failed parts, photos and fault reports are collected by hand and sent to the principal; claim status lives in someone's inbox.
What it costs
Claims expire, credits from the factory are never matched, and the supplier absorbs the cost.
With one system
Each warranty claim is linked to the unit, the job and the part, with a status, a deadline and the credit expected — so nothing is written off by default.
02Equipment supplier platform preview
What your equipment system could look like.
Switch between the views a sales engineer, service coordinator, storekeeper and general manager would use every day. Every screen is shaped in discovery around your product lines and principals.
Illustrative interface with sample data — your system is designed around your product lines, contracts and teams.
Illustrative demo · sample dataCan you picture your service desk on it?
Build your equipment system03Solutions
The parts of an equipment system — chosen for your business.
Faster, consistent quotes
RFQ & quotation management
RFQs from email, tenders and the website land in one pipeline. Technical review, cost build-up, freight, margin rules and approvals happen on the quote, and every revision is kept.
- Cost build-up with freight and duty estimates
- Margin rules and approval limits
- Revision history per quote
- Branded PDF quotes and tender packs
Faster, consistent quotes
RFQ & quotation management
RFQs from email, tenders and the website land in one pipeline. Technical review, cost build-up, freight, margin rules and approvals happen on the quote, and every revision is kept.
- Cost build-up with freight and duty estimates
- Margin rules and approval limits
- Revision history per quote
- Branded PDF quotes and tender packs
Not every equipment business needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that knows every unit you've sold.
AI in your equipment system works on its own records — quotes, units, contracts, job sheets and parts. It reads, drafts and flags; your engineers and managers decide.
AI here supports sales and service administration. It doesn't certify equipment, sign off commissioning or decide on safety-critical repairs — those stay with your qualified engineers. Quotes, customer messages and stock orders are only sent after someone approves them.
- 01
RFQ reading
Sales engineer reviewsA customer sends a 40-line spare parts list as a scanned PDF.The assistant reads the list, matches each line to your part numbers (including superseded ones), checks stock across warehouses and prepares a draft quote. Lines it can't match are highlighted for the sales engineer.
- 02
Service report drafting
Eng. R finishes a PPM and leaves voice notes and photos.Turns the notes into a structured service report — readings, work done, parts used, recommendations — attached to the unit and ready for the engineer to confirm before it goes to the customer.
- 03
Engineer scheduling help
Coordinator confirmsNext week has 52 PPM visits and one engineer on leave.Proposes a plan by skill, area and parts availability, and lists the visits that can't fit within contract windows so the coordinator can decide what to move.
- 04
Renewal and upsell flags
Sent after approvalWhich contracts expire next quarter, and which units are due for replacement?Builds the renewal list with each contract's service history and margin, and flags ageing units with rising breakdowns — with draft proposals for sales to review.
- 05
Parts demand forecast
What should we order from the compressor principal this month?Combines upcoming PPM visits, the age of installed units and recent consumption with lead times, and proposes an order for the storekeeper to adjust and approve.
- 06
Plain-language reporting
How did service revenue in Abu Dhabi compare to last quarter?Answers from your own job and invoice data with the figures and the records behind them, so managers don't need to build a report to ask a question.
05A day with ORCHESTR
One service desk, two different Tuesdays.
- 07:15Every engineer already has their dayEngineers open the app to their jobs, site details, unit history and the parts already in their van.
- 09:20Unit, contract and history in secondsThe service desk finds the unit by customer or serial, sees it's under a Gold AMC and books the nearest engineer with the right parts.
- 11:00Quote reviewed and approvedTechnical review, cost build-up and margin approval are done on the quote record; the PDF goes out the same morning.
- 13:40Parts reserved before the visitParts for planned visits were reserved last week, so the seal is already on the van.
- 16:30Jobs closed, invoices draftedSigned job sheets arrive as engineers finish, and out-of-contract work is already on an invoice draft.
- 18:00The day on one screenOrder book, service revenue, overdue visits and renewals due are live on the manager's dashboard.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the systems your business already runs on.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- ERP & accounting
- SAP Business One (via API or export)Microsoft Dynamics 365 (via API)OdooZoho BooksQuickBooksXero
- Messaging
- WhatsApp Business APIEmail (Microsoft 365 / Google Workspace)SMS gateways
- Principals & manufacturers
- Dealer and price-list portals (where available)Price lists via spreadsheet importWarranty portals (via export where no API exists)
- Equipment monitoring
- Remote monitoring and telematics platforms (where available)Machine controller data via gateway or export
- Documents & signatures
- DocuSignAdobe Acrobat SignSharePoint / Google Drive
- Data
- Spreadsheets & exportsExisting databasesPower BI and other BI tools
07How we build your system
Built around your equipment business — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for an equipment supplier.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
An installed base you can sell to
Every unit, its age, cover and history is visible, so renewals, upgrades and replacements are offered on time.Contracted visits that happen
PPM schedules come from the contract, not from memory, and overdue visits are visible before the customer raises them.Service work that gets billed
Parts and labour outside the contract flow from the job sheet to the invoice instead of disappearing.Quotes that are faster and consistent
One quote process with cost build-up, margin rules and approvals, whoever prepares it.Parts planned, not chased
Stock is planned against upcoming work and principal lead times rather than the storekeeper's instinct.Warranty money recovered
Claims are tracked to a credit, with the evidence collected at the job.One view for management
Sales, projects, service and parts in a single picture by product line, branch and principal.
09Possible use cases
How different equipment suppliers could use it.
Examples of what we could build — not completed client projects.
From dealer to service partner
A distributor of one manufacturer's compressors builds an installed base register, AMC contracts and an engineer app on top of the existing ERP, so service grows alongside new sales.
Quotes across many principals
A supplier representing several brands of pumps, gensets and valves standardises RFQs, cost build-ups and tender packs, with price lists imported from each principal.
Projects that hand over cleanly
A company that supplies and commissions plant for factories and buildings runs each order as a project, from factory order to commissioning, and creates the installed record at handover.
One service desk, several emirates
A group with branches in Dubai, Abu Dhabi and Sharjah shares one installed base and parts pool, with regional schedules and a group-level dashboard.
FAQs
Equipment supplier questions, answered.
Manufacturing & industrial
01We already run an ERP. Why would we need this?
Most ERPs handle stock, purchasing and invoicing well but leave the installed base, service contracts, engineer scheduling and quote workflow to spreadsheets. We usually build those around your ERP and sync customers, items, stock and invoices with it — rather than replace it.
02Can it handle thousands of part numbers and supersessions?
Yes. Parts can carry supersessions, cross-references to principal numbers, units of measure and stock by warehouse and van. Price lists from principals are usually imported from spreadsheets on a schedule you agree.
03How do engineers use it on site?
Through a mobile app designed for field work: today's jobs, site and unit details, checklists by equipment type, readings, photos, parts used and customer signature. It can keep working with a weak signal and syncs when the connection returns.
04Can we migrate our existing installed base from spreadsheets?
Usually, yes. We map your spreadsheets, delivery records and ERP sales history into unit records, flag duplicates and gaps, and agree with your service manager what is clean enough to import and what needs checking first.
05Can it connect to the machines themselves?
Where your equipment has a remote monitoring platform or controller that exposes data, we can bring run hours, alarms or readings into the unit record — for example to trigger a PPM by hours rather than by date. We confirm what each platform allows in scoping.
06Will AI send quotes or order parts by itself?
No. AI reads RFQs, drafts quotes and service reports, proposes schedules and suggests parts orders. Anything that goes to a customer, commits stock or creates a purchase order waits for a person to approve it.
07Do you integrate with our manufacturers' systems?
Where a principal offers a dealer portal API or structured exports, we can connect to it. Many don't, so warranty claims and orders are often prepared in the system and submitted through the principal's own portal, with the status tracked on our side.
08Who can see pricing and margins?
Access is role-based and enforced on the server. Engineers can see units and jobs without seeing cost prices; sales can see margins on their own quotes; management sees everything. Roles are agreed in discovery.
09How is a system like this priced?
It's quoted after a discovery session, based on the modules you need, the integrations with your ERP and principals, and the number of branches and engineers. Hosting and support are agreed separately, in writing.
Start here
Let's mapyour installed base.
Tell us how quotes, projects and service move through your business today. We'll show you how one system could connect sales, engineers, stores and management.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your equipment business runs today.
- 03If there's a fit, a written scope and quote — no obligation.