Performance Equipment, an independent heavy equipment dealer based in Colorado, faced significant challenges with its previous dealer management software. Inefficient processes and a reliance on specialized user knowledge created frustration within the team and slowed operational workflows. Vizybility DMS offered a transformative solution, dramatically improving operational efficiency, reducing costs, and streamlining processes across departments.
With Vizybility, and the financial integration with a basic accounting software, Performance Equipment was able to reduce operational expenses by 33% and cut down on financial reporting time from quarterly to monthly, setting a new standard for efficiency across their operations.
Under their old system, Performance Equipment encountered delays in financial reconciliation, taking up to 10 business days per month to align books and bank statements. The team faced a steep learning curve, and hiring was restricted to those familiar with the outdated software. As Tammy Hartman, HR and Office Manager at Performance Equipment, recalls, “We were constantly looking for employees with specific software experience just to keep up.”
The Vizybility partnership began through discussions at the Independent Equipment Dealer Association, where Donnie, the owner of Performance Equipment, connected with the Vizybility team. Despite initial hurdles—including staff resistance and a leadership decision to overhaul 3 key business systems (accounting, Rentals, and Work order tracking) all within the same calendar year—the team implemented Vizybility DMS fully by August 2023. Throughout a one-year dual-entry period, they steadily integrated and customized Vizybility’s features, resulting in a seamless transition.
With streamlined processes, Performance Equipment significantly improved day-to-day operations, allowing for faster financial workflows and reduced staffing needs.
· Reduced Financial Reporting Time: Book reconciliation and financial reporting time decreased from 7-10 business days to less than a full workday, thanks to integrations with QuickBooks and Avalara for sales tax.
· Streamlined Work Orders: The user-friendly interface of Vizybility enabled the service manager to close work orders within 1-2 days, eliminating the need for a dedicated service writer role.
· Increased Workforce Flexibility: Due to Vizybility’s ease of use, onboarding became simpler, enabling Performance Equipment to hire from a broader pool without the need for specialized software knowledge.
Vizybility’s integration capabilities provided Performance Equipment with greater financial oversight, reducing audit timelines and eliminating unnecessary overhead costs.
· Proactive Audit Preparation: The audit timeline was reduced from four months to three weeks, supported by Vizybility’s streamlined financial data and new, proactive month-end processes. Tammy stated, “We no longer dread the audit process. With monthly closes that meet auditor standards, we can practically start the audit before they arrive.”
· Reduced Overheads: The efficiency gains eliminated the need for the team to backfill full-time roles in accounting, service writing, and project coordination, cutting staffing costs significantly.
In addition to improving operational workflows, Vizybility’s system integrations contributed to increased accuracy and consistency across all financial reporting.
· QuickBooks Integration: Automated data transfer between Vizybility and QuickBooks ensured accurate, efficient financial reporting without manual input.
· Avalara Integration: Automated sales tax calculations minimized errors and eliminated the need for a full-time position dedicated to sales tax management.
Performance Equipment’s inventory had been a long-standing issue, with no accurate count for over 15 years. Mets from Vizybility worked with their team to revamp the entire inventory system, creating accurate tracking processes and integrating user-friendly protocols that allowed them to stay on top of stock without extra hires. Tammy reflected, “Our inventory system is finally an asset rather than a liability, thanks to the guidance and support from Vizybility.”
Tammy explained how the Vizybility team’s responsiveness and adaptability made all the difference. “Whenever we needed urgent changes, the Vizybility team prioritized our needs. They understand our industry and have created features specifically tailored to heavy equipment dealerships. With every curveball we threw, they were ready to help.”
Results
Performance Equipment realized transformative gains across their operations:
· Efficiency Gains: Financial reporting time reduced by 33%.
· Cost Reductions: Streamlined staffing reduced overhead expenses by 12%.
· Proactive Management: New audit preparation processes helped reduce audit timelines by 17%.
Performance Equipment’s switch to Vizybility DMS demonstrates how innovative software can reshape operations, reduce costs, and drive efficiency in the heavy equipment industry. Despite initial challenges, the results speak for themselves. Tammy concluded, “Vizybility has truly been a game-changer for us, giving us back time and resources so we can focus on growth and customer satisfaction.”
Ready to transform your operations with Vizybility DMS? Schedule a demo today to see how we can help you drive efficiency and growth for your business.
