Mastering Parts Procurement w/ Equipment360 and Gearflow Virtual Learning Summit

Just a little bit of housekeeping, I want to make sure that everyone remembers to submit your questions in the Q and A section. We'll be monitoring your questions throughout the webinar and we'll be able to answer them either in chat or we can answer them live at the end too. So also don't forget to use the Zoom react buttons to let our speakers know how well they're doing. And so we'll go ahead and get started. Good morning, everyone and welcome to today's webinar, Mastering Parts Procurement with Equipment360 and Gearflow. We're super excited to have you join us and explore how your teams can simplify and streamline your parts procurement process from identifying maintenance needs to sourcing parts quickly and efficiently. In today's session, we'll walk through how HCSS Equipment360 and Gearflow work together to help fleet and shop teams reduce downtime, manage costs and improve communication between mechanics, managers and suppliers. You'll see real time examples of how this integration helps automate workflows, improve visibility into orders, and then also eliminate the manual back and forth that slows down repairs. I'm Sara Chiu. I am the product marketing manager here at HCSS and your host for today. Leading the content of the webinar will be Hayden Price, our technical product manager for Equipment360. We also have David Katz, who's a sales engineer, and he'll be walking us through the demos today. But we also have Ben Preston and special guests, Luke Powers, the two co founders of Gearflow. So they are the experts on everything Gearflow, which will be perfect for today's discussion. Thank you everyone for joining us. And with that, I'll go ahead and hand it off to Hayden. Thank you, Sara. So let's go ahead and get right into this goals of this webinar. We're going to present you an overview of what this integration actually does and what we've built out thus far with the integration. And definitely more to come, but lots of cool workflows to show you guys already. And we're gonna show you what solutions and and improvements this integration can offer to your shop. As far as agenda, we're gonna talk about the problems that we're looking to resolve with this integration, who's going to benefit from using this integration with Gearflow. We are going to talk through the actual configuration, how to get these two systems talking, and the purchasing procurement process. And hopefully, just a few here, be able to run a live demo for you to kind of see how the data flows between the two systems. And then, of course, Q and A at the end. So like Sara said, if you have any questions as we go along, feel free to drop them into Zoom here, and we can try to answer them on the fly or at the end. So let's go ahead and get into this. So problems resolved with the Gearflow integration. So let me start with kind of why we decided to partner with Gearflow. Know that's a very Part procurement is a very time consuming process that has a ton of moving parts, requires a lot of effort to stay on top of. So as a shop manager, you probably know that delays in part orders lead to more downtime, increased job costs. Part purchasing requires phone calls, paper forms, spreadsheets, manual data entry, double entry in places. So it's very time consuming. And there's also the lack of visibility in communication between the mechanic shop managers, your purchasing managers, if you have them, part dealers. All of those ultimately are going to reduce wrench time for your mechanics, right? Increase costs, more downtime. So our goal with this integration was to help you streamline that procurement process while eliminating a lot of manual and double entry for your parts procurement process. So with this integration, our goal is to help you win back time for your fleet team, eliminate unnecessary costs, and make more informed procurement decisions. Let's talk a little bit about who benefits from parts management with Gearflow. And I'm actually going to let Ben and or Luke, if he wants to chime in a little bit. Yeah. Yeah. No. Thanks. So, obviously, great to be here, and HCSS has been an awesome partner, so we're excited. We've already seen some pretty cool results with this integration and looking forward to continue to get it out there. So the way we built Gearflow and really focused on the parts procurement side is realizing that parts of the team sport and everyone has a different role and context that live within that process. So we had to build tools considering each of those roles to make sure that they love this as much as the next person. So really starting with the fleet manager, which is primarily who's the one that's bringing this into their team. The main reason why a fleet manager is interested in gear flow is because they need visibility into every purchase and they're tired of seeing kind of a stack of invoices show up on their desk and have no idea where that came from. And so we started with building tools for the fleet manager to gain that visibility, but also in a way that doesn't burden the technician to have to put in a bunch of data into their work orders every time. So we built tools for the folks out in the field, particularly technicians to actually look up and request the parts they need in as frictionless and seamless as possible, all the way down to having not to click any buttons. So just be able to talk into their phone, describe what's needed, and we do the rest. They push a button and it flows through ultimately to their purchasing managers. So teams that do have a centralized parts team, parts manager, shop managers that you actually want doing the purchasing, what they really need is they're getting an influx of calls and emails and post it notes and carrier pigeons thrown their way all day every day. And so we found that they really needed this single purchasing command center so they know that they're on top of every single parts request needed across organization and that there's no delays in getting those parts back to the machine. So throughout the demo we're really going to focus in on you'll see really that third one, what the purchasing manager is going to be experiencing as data flows in from Equipment360 and back out into Equipment360 back to the work order. But if you're interested in learning more around the experience for fleet managers and technicians, we're happy to if we have time to show that afterwards. Otherwise, we can set some time afterwards to to go through that together. Yeah. Great great spiel there, Ben. Obviously, this this whole system was definitely a gap with Equipment360 offerings. And as you probably know, a part procurement system is complicated enough to be a system on its own. So that's why we another reason we decided to partner and to Ben's point about the whether you have a centralized or decentralized shop, I really like how Gearflow does this as far as you can control those permissions. Right? So if if we're maybe a smaller and more decentralized shop, we can give the mechanics the permission to actually get a quote and submit an order. For more centralized, we can let those mechanics create the orders and have to go through an approval process. Just wanted to point that out. And I think it's really cool. It's solving some gaps in a very large function of parts procurement that was kind of historically a gap in Equipment360. Do you mind, Hayden, I think that's great. I'm just going to jump in real quick on the why. And HCSS, thanks to you guys for having us here. Thanks everybody who's joining. My name is Luke. I'm the CEO, co founder along with Ben. And I think if we think about your operations, it's like, where do we fit in the why? So you're using HCSS for your asset management and your fleet management, right? And that's great. And to Hayden's point, there's a procurement gap. Then you've got your ERP, so whatever you guys are running accounting in. But today, and we might not show it on the slide, and maybe that's coming in a little bit, but there might be a hundred different things that your team has to do. They got to have phone calls, they have emails, they have texts, they drive to dealers. There's a lot going on today in procurement that causes downtime and it causes not getting the optimal best price and availability. So that's really where we're excited to, you know, and this integration has just been fantastic with the HCSS team. But that's kind of where we fit. So between your HCSS and your ERP, we think there's a procurement gap in the industry that if you can digitize that layer and you collapse those one hundred things down to one, not only does that come with efficiency for your team and best cost savings, But then as we'll show, you can send the data back and forth to the other systems. Pretty cool. Awesome. Thanks, Luke. So just gonna run through some quick bullets here on actually setting up this integration before we get into the demo. So, obviously, you need to have Gearflow and Equipment360 to to turn this on, and I'm sure Ben and Luke would be more than happy to talk with you if if you wanna see more about Gearflow. So I probably should have done a slight correction to this slide. It does say that email addresses need to match between the two systems. That's only if we're going to be submitting or initiating the order from Equipment360, which, again, hopefully will be showing you in just a second here. But there's also the workflow of I can I can do the full order process on the Gearflow side and just have the the PO and the receiving record and the direct costing happen? That wouldn't necessarily require an email address, so kind of disregard that. But we will talk through actually generating the API key. So on the the Gearflow side, probably looks familiar if you've ever seen Gearflow. If not, simply go into the settings tab, click on the integrations button. We have a nice fancy button for install Equipment360, which will generate this API key. And on the Equipment360 side, within our system preferences, we have a place for you to plug in that API key, and that's gonna get the two systems talking. Now there are handful of preferences here, so let me talk through these. And these are recent. So if you haven't updated, I believe all of this would be in 2025.4, if if you wanna verify that you see these options in your system. But, yeah, that let's let's start from the top down. So we have the API key. There is a preference to automatically add Gearflow purchases to our reference part list. Now that's gonna be a big value point of this integration because I can start building out my reference parts for all of my equipment. Even if I've never used parts management in Equipment360, but I'm doing orders out of Gearflow, I can start building out that reference part list. So as a mechanic, when I go into a work order, look at my equipment, I can look at the reference part list to see these are the parts that we've ordered, and we know they work with that machine in the past. So the next option, and this was kind of our second phase, to to step back here again. We originally built the integration as this button that we can click in Equipment360 that would send an order over to Gearflow, which we would fulfill and get ordered and have shipped. As we started having our initial beta customers using this, we heard more and more that, hey, I'm to do that order in Gearflow mobile or Gearflow web app, and we just want the data to flow into Equipment360. And with that data, obviously, we want a a purchase order and a receiving record, but we also wanna be able to direct cost those specific parts with all of their parts cost directly to that work order. Now, if you do use parts management in Equipment360 right now and you're using inventory, you probably know that we have to select one of our one of your customized, part item codes or equipment item codes with each part utilization. Now we don't have that mapping between Gearflow and Equipment360, but what we do allow you to do is select a default item code for anything that comes in as a new part or doesn't already have a default item code, just so that costing and that direct cost into the work can can happen. So, yeah, we will be showing you how that hits the work order. But quick overview here. On the Equipment360, this is the mobile end. Once you plug in that API key, you would get that order Gearflow parts button like we see here. It's a little enlarged there, but that's where it would be on the screen. And, again, I think the use case here would be we we have our PM setups to to automatically pull in those parts. Maybe we don't have some of those on hand. We can click that button to let the mechanic or user generate an order in Gearflow, which can later be fulfilled. And this will also turn into a status, after we hit this button so we can we can see the life cycle of the order on the Gearflow side as a quick reference. If we actually tap that button, once it's created, it will redirect us to that order in Gearflow. Ben, I think I'm gonna let you chime in on your mobile app and and starting the purchase as a mechanic on your end. Yeah. So, super simple. Two ways that you can create a request in Gearflow. So primarily, if the mechanics are out in the field of creating requests, they're not buying a computer. So we do have a mobile app here. So you can see as soon as you open the app, it just says what parts you need. You can select from your order history or just speak into the phone and start to create the parts list that way. Then if you do give them the ability to purchase, they also would select what vendors that they want quotes from. But super straightforward, they'll just say, what machines do you need parts for? What parts do you need? Take any pictures that might be relevant. The work order number that it's for. And then if they have purchasing permissions, what vendors that they want quotes from and press submit. Awesome. Now fulfilling, the purchase as a parts manager, I suppose I could have bounced this one off you as well, Ben. But we will be showing this. So this is gonna be the actual process of I see that order that, you know, maybe I created it or a mechanic created it, which I can approve. And we're actually gonna show the process of being able to quote that with vendors. Alternatively, there is a button that I can use or a workflow I can use to actually just submit a direct order. But, yeah, we'll we'll walk through selecting a vendor. Gearflow already has a library of vendors in your area. And I from playing around with, you can absolutely annually manually add contacts and vendors, that kind_of_thing. But, ideally, we're gonna run through the quote process, and we're gonna show you kind of even what that would look like from a vendor's point of view to come and enter quotes for the for the order, which I could approve. And at which point, we would we would start the integration by by opening up a purchase order. You anything to chime in on this slide, Ben? No. I think it's pretty straightforward. I mean, yeah. The parts manager kinda uses this as their, you know, command center, so they'll see they can create requests themselves straight from here, but they'll also see an inbound step where any mechanics that you want to just request parts but not purchase are going to flow into that queue for them to then pick up and flow from there. So regardless of how the parts request is ultimately created, the key is that the orders, once a purchase is made with these vendors, that order information flows back to the appropriate work orders for. Right and then just to note everybody just for clarity in case you're wondering these are your vendors that you would upload. So it is your it's easier to cut a PO to one vendor if you're like, hey, I just use this cat dealer for all my cat, that's great. Or if you want multiple options, it's just as easy to do that. But it's totally up to your workflow. So I don't want to, we can't emphasize that enough, your approval settings, your vendors, you know, everything is up to how you want to customize it. Yeah, sorry if I framed that the wrong way, Luke, but I know you guys do have a pre configured list. That's correct, So I should ideally be able to find my vendor already in your system. But there is also that that layer of customization, right? Yeah. So during onboarding, we would, you know, typically, companies have, let's say, eighty to two hundred vendors, very typical. So we would have a vendor list that might even be in HCSS, you would even see how many of those are participating. So that's what shared data amongst companies on Gearflow is number of transactions that have been through the platform and average response time. This is all by the way, you get a turnkey vendor scorecard for everybody. But if they answer an email from you today, that's all they got to do in Gearflow ninety eight percent participation rate seventy percent actually claim a free account. And then to your point, Hayden, so that's your own vendors, however you want to set up that process of setting to one or too many. And then we also have a network of a few hundred aftermarket suppliers if you so want to bid those out as well. Got it. Thank you for the clarification on that. Well said. That being said, David, are we ready to run through? Awesome. So I will let you take over the presentation. David Katz is going to run us through clicking some buttons here. And Ben, Luke, and I will hopefully be able to give some color commentary as he does. Awesome. Thanks, Hayden. Can I have you go over one more slide so we can talk about what are we going to cover in this demonstration? Oh, perfect. Thank you for catching that. Yeah. So first thing we're gonna do will will be on Gearflow's website, starting from a part request going the entire way through an order and then show how that full order once it's fulfilled, once it's received, flows back into Equipment360. How you see that cost directly on your work order, how you see the parts that you ordered directly on your work order. After we go through that demonstration, we'll also go through the example of submitting an order right from Equipment360, putting in that that parts request. And then if there's interest, we can also go through the the approval process again. It would be the same approval process as we would have gone through this first step that we're gonna go through. The final thing that we'll walk through is, let's say you just have an invoice, an order that has already been filled and you just wanna enter that, we'll also go through that workflow in Gearflow. But with that, let me get my screen shared here. I'll have you stop sharing. Can you all see my Gearflow website sharing? Awesome. I'm seeing a lot of thumbs up. Good. So as far as putting in a parts request, I'm gonna hit the easy button right at the bottom left. We're gonna order some parts. I'm gonna select the piece of equipment that I'm doing an order for o one dash two twenty. I'm gonna put in my work order number. This is so that all of the information for this parts request and then eventually getting filled will flow back to this work order in Equipment360. If I don't have this work order number, it might not necessarily go to the place that you'd want it to go to. Yeah. Some some context on that. If we don't know the work order number, we're still gonna create a purchase order and a receiving record. However, that direct costing, part that we will show you in a in a minute will not happen. So definitely ideal to have that work order spun up, and and have that plugged into the Gearflow side. But go ahead and continue, Katz. Yeah. You brought up a really good point. I I need to make sure that the the work order is in the system, so I'm gonna create it real quick. So then I'll get my work order number six thirty one. I'm gonna type that in over here. The next thing I'll do is I'll put in the part description and numbers that I need. We'll just use this as an example. Oh, there's some purchase duplicates. Okay. It looks like that's saying that we already have open orders with that part, which is cool. Yeah. And I've I've never seen that, but I think we should be okay to move forward with this. It's just saying like, hey, we already have an order open with this. But for the demo, we're probably adding the same order part numbers to a bunch of items. So I think we're good there, David. That's actually a really cool feature. We just built that to basically, you know, prevent duplicate parts ordering. Excellent. Okay. I'm gonna set my priority. There are other fields that I can fill in here, but for now, I'm gonna move on and select the location that I need these parts for. So I'm gonna select my default location. Next up, let's get some quotes. So we've put in this part request, and now we want to solicit vendors, figure out who we're going to purchase these parts from. So I'm gonna get some quotes from, let's say, Carter in Salem and and we'll say Carter Lynchburg. And then I want this request to go to all of these individuals. I can uncheck the folks that I I don't want to send it to. I'm also wanting to get this shipped to my place. I I don't want to pick it up at will call. So shipping from both locations has been selected. By the way, David, can I just add a little color on this and why this is so important? So you can see Carter Machinery dash Salem in Salem, Virginia. These might be on the you know, send requests to that list of names right there that might be the parts counter reps, that might be PSSRs, maybe it's a manager, but now, anybody here is doing work in multiple states, think of all the different vendor contact information you have living in cell phones and in the heads and in emails of your team. It's all centralized in one spot. And so now Carter machinery in Salem has a much lower risk of not getting this request because we have the people in there as well as if they have like a parts desk email as well. But we now have this repository of vendors, a centralized repository. And we get it out of all these cell phones and emails to actually see what is going on and actually measure the performance of our vendors. Awesome. Thanks, Luke. So I'm gonna confirm all of these requests, all these quote requests being sent to these vendors. And now that's been submitted. This status will reflect back in Equipment360 if we generated the the request from Equipment360. Well, let's continue on with the next step. Let's say we get our quotes back. I'm only gonna fill in the quote for one of these vendors. We'll pretend that the other vendor did not submit a quote. Some some context on this as well. So those vendors in those contacts would be getting an email with the information, that you submitted. So the equipment number, the serial number, the parts list, what you need. So they will be able to actually log in and see a screen similar to what we're seeing. I think David is demoing that right now. This is exactly what a vendor could see when they receive that request. So they can come in and plug in those unit prices for you. For the sake of this demo and showing the quoting process, we're just letting David enter this. Did I did I hit on all that right, Luke? You got it. That's right. So they have the option to do that. That would send them an automated email. So if they just respond with that quote to that email, a PDF, AI is gonna read that and it's gonna pull out this information automatically. So there's a couple different ways for them to do it. So again, if they answer emails from you today, that's all they got to do. And it's a much cleaner, structured email where they see the unit information, your make model serial images, you know, pictures, as well as the description of what's needed makes it really easy for their parts counter. Awesome, thank you. So now that that quote has been submitted, we can go through the approval process and fulfilling that order request. So I'm going to open up the quote, review the pricing, and if I'm going to accept this quote I'm going also throw in a purchase order number and then accept. So now we've gone through the process of turning a parts request into an order actually placed with the vendor. I'm gonna close out this request. And now the last piece we're waiting on is the parts to be delivered. So in this example we're going to go ahead and say that they've been delivered. I'm going to check off and confirm that I received my part, hit submit, and this information is now going to flow over to Equipment360. That'll be the next step of this process now that we've gone through the whole part request and purchase process. How do we see it in in Equipment360? And David, as you pull this up, just to add some color to a step there, the vendors do have the ability to put in shipping information and market or market when it's ready for will call. So we kinda skipped over that step because you don't necessarily need to wait for the vendor to let you know when to get your parts. But know that a lot of vendors are doing that. So the two things we ask for, reply to the email with price availability. You don't even need an account to do that. And then when the parts are either on the truck and shipped or they're ready for will call, just press the button and let them know. So then you guys are always in the know when when to extract your parts. Sorry to derail you, Dave, but keep going. No. That that's good information. Thank you for that. Didn't know. So now I'm back at work order six thirty one in Equipment360, and we wanna see how did that purchase show up in my work order. So one of the things I can do is go to the parts tab, and I'll see that that hydraulic hose that I purchased is marked as used, marked as a purchase. I can also see my totals up in the top right of this work order. If I go to the purchases tab, I will also be able to see the reconciled purchase and a little bit more of the detail of each item here. So one really cool thing that, I don't recall if I I mentioned, is that this on top of creating those reference parts like we were talking about, this integration will actually create new parts, new vendors. So it doesn't require you to have these parts configured in Equipment360 beforehand. And I don't know that we need David to go and look at the purchase order and the receiving record, but if you're familiar with Equipment360's parts management so when we approved that quote, that purchase order would have been created in Equipment360. Perfect. Here it is. So we can see in our parts management system now when we have that that, our quantity ordered on order is gonna be updated with these new parts, and the new parts will be created. And this new vendor will be in my system all without having to set, anything up in Equipment360 at this point. So, again, major theme here is removing this duplicate data entry. That's kind of the core value of the integration. And, obviously, the whole procurement side is on on Gearflow is gonna be able to save you a ton of time. But, yeah, thank you, Katz, for opening up the PO and the receivable. So PO would have been created as soon as we accepted the quote. Receivable would have been generated when we marked the parts as received, but you can see in here, that it has that part number and that it direct costed that part to work order six thirty one since we plugged that into Gearflow when we did the order. Awesome. Thanks for that, Hayden. So now that we've walked through placing the part purchase request from Gearflow, I'll show you very briefly as well submitting it right from Equipment360 Manager system. So we're gonna create a brand new work order. I'm gonna create a work order for unit o one dash two twenty. Nope. Looks like I already have an open work order for this unit. I'm gonna create a new one. I don't wanna mess up that existing work order. So now that I've got my work order created, I'm gonna go to the parts tab and add all the parts that I'm gonna need for this repair. Then I'm going to click on this Gearflow button. It's going to give me a pop up screen where I need to save my work order first. Make sure you save your work order before you click that Gearflow button to save you a step. So now I can see the parts that I had requested on this work order and how many I'm planning on ordering in order to fulfill the needs. If I want to order more than what's needed, I can just increase these quantities. And if I wanna add any parts that maybe weren't in my system, but I need to purchase in order to complete this repair, I can just type them in. Once I've got all the parts that I need, I'm gonna hit continue, and this is going to send the request to Gearflow to continue with the the parts procurement process, approving that part request order, soliciting quotes from vendors, and then eventually receiving those parts and being able to complete this work order. Yeah. So a couple of comments there. I was going to say, hit continue. It'll bring us right into that request. So from here, we could follow that exact same process that we just showed off, but this would allow my mechanic to initiate the order out of Equipment360. And, I could actually go through, make sure everything's right, add anything else and go through the procurement process within Gearflow. Now one thing that I did wanna mention, on that previous screen where we were entering our order quantities, which I think we would have to do a new order now to see that because that button's gonna bring us to the Gearflow order. It is so when David went and plugged in how many parts we wanna order from Gearflow, the system will actually look to see how many you have on hand or if we have those in stock in Equipment360's inventory already. So you may have noticed one of those things one of those parts had an order quantity of zero. That's because it was saying that we already had some of those in hand, but you can always adjust and override that. Now I've got David scrambling and and doing some duplicate data. Okay. Per perfect. So this is what I was talking about. We see for that first coolant filter, we have the request for one. We already have five on hand, we're gonna default that order quantity to zero. But as David demoed, you can go and plug in however many you want to order if you want to stock the shelves when you're doing this process. Thanks, Hayden. Thank you for scrambling to spin up another work order for me real quick there, David. Yeah. No worries. That was a good call out being able to see that on hand inventory. That's good information before you place an order for something that you already have in stock. Perfect. Yeah. But for I mean, I don't think we necessarily need to run through that same process again of of doing the order. I think the last demo scenario here was around using that log order, feature, David. Okay. Yeah. So And to me, from from my Equipment360 brain, so my my perspective, this is kind of, like, probably what you would use or what what you may be using Equipment360's work order cost ledger for. Mechanic goes to the shop, buys the parts, or we already did the purchase, I can go in and log that order. Neat thing is if you are using Gearflow and you wanna track all of those orders, even retroactive spins like this, this feature will also kick over that information at Equipment360. So you only have to log it in one place. But you wanna walk us through that super quick, David? Yeah. For sure. So I'll hit log order. I'm gonna select a vendor that I'm purchasing from, the location that this is for, and my unit number. I'll throw in some part numbers here that I'm I've already purchased. That's a lot. Then I'm also gonna throw in my work order number, and I'll use that that extra work order number that I made. Six thirty three. Did you submit the Gearflow order on that one, or is it I don't believe I did. Okay. Yeah. Okay. So now that I've got my my order logged here, I'm gonna finish this process. I've got my cost in there. I'm gonna mark this as received once these parts actually come in, and that will update Equipment360 right to that work order. So the cool thing about that feature is, as David's pulling this up, so you might have noticed in the log order feature on the Gearflow screen, there's on the right hand side, there's a place to just upload a PDF. So similar to how we're extracting information from quotes from vendors, you can do the same thing with an invoice. So if you go back to the log orders screen, Instead of typing in all those, you just have to drag and drop a PDF and it takes about thirty seconds and again we pull off the information off that invoice, we run it through an AI model to basically make sense of it and populate all the data for you so you don't have to type in any data entry. We have the same version on the mobile app, so if mechanics walk into a local NAPA, they can take a picture of their receipt and do it the same way. So basically, these features are there to remove all data entry so you can make the best use of having that data live in Equipment360 without having to do the manual data entry to get it in there. Yeah. I remember you guys demoing document, the AI scanning at UGM in our integration class, and that was really nice. So, yeah, to Ben's point, just another layer of data removal or I'm sorry, data entry removal, rather. Yeah. So very cool stuff. One other thing to point out when David did run through that order that button to create the order from Equipment360 manager. That button, like you saw earlier in the presentation, is also in Equipment360 mobile, so your mechanics can can hit that button to initiate the order. Has the same exact workflow where I can select my order quantities. Show me what I have on hand. We'll do some calculation for you. But Yeah. I think that kind of wraps up the demo scenarios. Do you want to click through to the question slide since you're already presenting, David? I was gonna say there's two questions here from I'm kind of in the multitasking in the background helping answer some questions, but Brian and Jeanette both have questions around vendors that are pretty similar, so I can speak to that. So so Brian, your question, what about vendors that are not using Gearflow currently or a small supplier? How they get set up? And similar to your question, Jeanette, around do you need does the the vendor need an account ahead of time? So the answer is no. Right? So if you actually I don't know if you're able to pull up your screen, David, again, to demo on the Gearflow side, But we built the tools in a way where you can start with Gearflow today and leverage Gearflow for hundred percent of any of the vendors that you already work with, and all you need is an email. So if you click that vendors tab, you'd actually can load up the vendors that you already work with. So if you click that, you know, first vendor as an example so this would be the vendor that you work with and the contacts that you contact or contacts that you work with. If you don't have an email address for someone, we can work with you on that. So very simply, when you get all those vendors loaded in, what they see on their side is when you send them a request, they get an email that has all the information about what parts are being requested in the body of that email, and they can either, what David demoed, click a button to upload that quote and even create a free account if they'd like, or they can actually just reply to the email. And if they reply to the email with a message or and or a PDF quote, we get all that information back into Gearflow. So it's a way for the vendors to actually almost as long as they can reply to the email, they can participate in Gearflow. And again, these are the vendors that you you would already be working with in your area. Now let's say you wanted an alternative option. Right? Let's say your local vendors are back ordered on a part. We do have something called the Gearflow supplier network. So if you go into the request table there, David, for me, and you click that submitted filter and you just pick that top one. So as you can see here, if you scroll down, we are requesting this hydraulic hose and seal from a vendor Highway Motors local to us. But if you wanna go and click that add vendors button on the right side. So this would be all the other vendors you already work with, so you can feel free to add one or two more of those vendors, David. So just go ahead. And then on the top right, you can also see include Gearflow supplier network, that checkbox. If you leave that checked, you click next. Again, you basically say who you want to send the request to and whether you want it, we'll call our shipping. And you click next. And you pause here for a second and scroll down. See on the bottom left, there's that preview email button. Yep. So this is basically the email that they would receive. So it'd have your logo, it'd be quote request from your company, and then all the information about what is being requested in the body of that email. So that's what they'd be receiving on their end. Now the Gearflow network are all vendors that we have as alternative options. So think of dealers with parts their shelves, aftermarket parts suppliers, etc. If you want to work with them, you don't need to set up an account. You'll just receive quotes from these other vendors. You'll know exactly who it's coming from, but if you want to buy one of those parts, then you actually just pay through Gearflow. So we actually pay out those suppliers on your behalf and you can pay with a credit card or we can get you set up on net thirty terms to pay via invoice and you don't have to set up each of these vendors with new accounts. So in summary, you've got door number one, the current vendors you already work with. They don't need an account door number two, alternative options. That's the Gearflow network and it's just we're handling the the flow of money on your behalf. Awesome. Questions coming in. So I'm hoping that answered both Brian and Jeanette, your questions. And then Saul, so how do you get the invoice from the vendor through Gearflow? We currently do not use parts through Equipment360 because our PO systems through Viewpoint, so we need to get a copy of that invoice. Yeah. Great question. So the you'll notice on if you go back to the request table and you go into the fulfilled filter there and just pull up that top one. So you scroll down and you click into the actual order. You scroll down a little bit more to the bottom right. So basically what's going to happen is when this is not a good example because we don't have an invoice in, but when the vendor receives the PO, right? So you go, you get a quote in from the vendor, you say I approve that quote, they're going to get a PO in their email, and in that PO email, there's a button to basically mark the order as ready for will call or shipped as well as upload the invoice. So they upload that invoice. We pull all the information off the invoice, similar thing, and we put it into this page so you can see the invoice there and it also drops into the invoices tab on the left hand side of the nav bar and those invoices land there. Now we also will include, since you guys use a ERP system viewpoint, I imagine that you also have an accounts payable email address of some kind that your vendors today are emailing. So you can also make sure that we don't get in the flow of that billing, So they're still going to email you the invoice like they would today and you can actually even plug in your accounts payable email address into Gearflow for any invoices coming from the Gearflow network to also send to your accounts payable team. So any invoices though, if you're buying from your existing vendors locally, gonna receive your accounts payable team is gonna receive that invoice like they do today, but we also present the option to see that invoice here as well just for better visibility sake. So I hope that that answers that that question there. Cool. Eric had some Luke, you're all over it. Yeah. I had some questions on pricing. And I'll guys, I'll type in. So we're user based and we go based off tiers, you know, basically the more users you add the less per user. But, what I'm going do is I'm going put it in the webinar chat now. I'm just going to repost my contact information and Ben's, and we'd love to chat. You know, we'd love to learn about how you're running things today, what your operations are and how you've hired technology in the past. Obviously, everybody here has hired HCSS to help in your operations. So want to have a conversation around that. And we're looking forward to that, but keep the questions coming. Yeah. And just to piggyback off of there's no other questions right now off of Saul, your point around you're not using parts today in Equipment360 because your PO systems through Viewpoint. We come across that a lot where your PO system might be in different ERP, like a Vista by Viewpoint, and you're managing Workhorse and things like Equipment360. So really we're hoping that this allows you to get the parts visibility back into Equipment360 so you actually have that information in there without having the data entry to do it. So really what we see a lot of teams do is they start using this integration and they're kind of building a parts list of all of this reference parts in the background in Equipment360 to then make use of that information. But the financial system of record still lives within their ERP, right? So invoices are still going to flow under your ERP as you would, PO approvals and things can still live in your ERP and we even are working through separate integrations directly with ERP systems to make sure that that financial information is in sync as well. So happy to talk through a little bit more about that if if it's not totally clear how we kind of fit between, as Luke mentioned, typical like asset management CMS systems and ERP systems and fill that that procurement gap between the two. Well, I I'd like to say thank you, Ben and Luke, for basically, I think you guys took all of the questions, which, to be fair, makes sense because people are asking about your platform. It's the first time they're seeing that. They already know us pretty well. But, yeah, it looks like I saw it looked like Hailey, I think, had her hand raised. Don't know if I can ask them. Give her a chance to ask. Yeah. Haley, if you did have a question, hop into that q and a button. We'll we'll give it another minute or two here for any questions before we wrap up. Yeah. I I think just kind of final words on the Gearflow side is, as Luke is kind of mentioning, we'd love to kind of learn more. Right? So I know there's a handful of questions of, hey. Can we use this for other procurement categories? So ultimately, you know, our goal is to make this really impactful for fleet teams to keep jobs running. And we know parts, equipment parts is just a slice of what you guys have to manage. So I'm definitely happy to to talk more about where we're going in Gearflow and also where you'd like to see us take the integration. Oh, a couple more questions here. So from Brandon, the order quantity is overwritten to order more items for the shelf than what the mechanic is requesting. Would those items be billed to the work order slash unit or rolled into inventory? That's a good question. So, David, you might be best to answer that one. It's basically take that one. Or hit Yeah. They they would roll over into inventory. So if if we had requests open for, I'm sorry. Just part requests outside of purchasing on the parts tab in Equipment360. We would be able to plug in a higher number into what we actually utilize. So maybe we receive five, but we only utilize two. By default, those2 would come into inventory, and we are I'm sorry. All of them would come into inventory when we could plug in how many we actually applied to the work order. So there there is a way to have it either flow into inventory or direct costing into the work order. I know that we also provided an example. In all of our examples, we plugged in the work order number. If you don't plug in the work order number, all of that stuff will just hit inventory by default anyways. David, did I did I say all that right? I I kinda scrambled there a little bit. Does that all sound right to you? Yes. Yeah. Perfect. And to Brad's other question about retroactively uploading old invoices to help load part numbers and pricing without assigning to a work order. So, yes, you very much can do that. And just, David and Hayden, correct me if I'm wrong, but those are basically just live in that PO module. I forget exactly where that would live. So I'm sure the yeah. It it would create the purchase order and the receiving record, but it wouldn't do that direct cost that we showed you on the receiving. So it would basically just flow into inventory and we would have those parts on hand in Equipment360. One more question from Brian, it looks like. Looks like a Gearflow question for you guys. Can you upload old invoices to Gearflow to help load part numbers and pricing without a Yeah. That's the one. Oh, I'm sorry. That is the one we were discussing. So the answer is yes. It would still create those parts. So instead of, thank you, David, for pulling this up. It looks like he's going to demo here. This is what it would look like, without us walking through the whole process. So if it didn't have that work order number, we would see that that part just got costed, or or added into our inventory, at which point it would show as we have one on hand in Equipment360, and my mechanic could just simply pull that in through the parts tab. Alright. Last chance for questions. Yes. This this webinar will be sent out, I believe, shortly after we wrap up here to to everyone that was here. So you will be getting a copy of the webinar. That being said, I think that was a pretty great show. Everything ran pretty smooth. Appreciate all the participation, guys. Huge shout out to to Ben and Luke, our our partners over at Gearflow. A huge shout out to David for running the demo, Sara and Sara for helping us coordinate all of this. So I think that's going to wrap us up. Thank you so much for attending and participating, everyone. And I hope you have a great, week. Yeah. Thank you, everyone. And, feel free to reach out Luke and Ben. I think Luke dropped our contact information right in the the chat. So feel free to to reach out directly too. And I will also pitch if you liked hearing Ben and Luke speak. I believe they will be leading our shop talks again at UGM so we can have more discussions about Gearflow, Equipment360, and anything fleet. Alright. Thank you all. Thanks, everyone. Thanks, guys. Appreciate it.