CRM for mining equipment suppliers

A mining equipment supplier sells machines, crusher and mill wear parts, ground-engaging tools, conveyor components, pumps and consumables to mines, quarries and the contractors who work them. The machine is a rare, large sale. The money that keeps the business running is wear parts, which are bought again every time they wear out. A CRM for this trade has to know each site, each machine and each part's wear life, so you can quote the replacement before the operator asks.

In PromptLab, a site is an account, a part trial is a sample on the deal, each site's agreed prices sit in a customer price list, and each purchase is a sales order on the account. The wider view is on the manufacturers page.

How does mining equipment sales actually work?

Three kinds of sale share one customer.

Wear parts and consumables. Liners, teeth, blades, belts and screens are replaced on a schedule. The buyer is a maintenance planner or a purchasing officer who orders against the plan. The supplier who is already approved for the part, at the agreed price, reorders without a fight.

Shutdowns and breakdowns. A planned shutdown brings a list of parts needed by a fixed date. A breakdown brings a single urgent order. Both are won by stock, speed and knowing the machine.

Equipment and rebuilds. A new crusher, a pump set or a rebuild is a project sale, with technical review, a proposal and often a tender. It is slow, and decided by several people on the site and at head office.

Sites are far from towns. Contacts work shifts, and the mine's procurement office may be in another city or country.

What do buyers ask before they order?

• The exact part for the exact machine. Machine model, serial number and part number all matter. Keep the machine as a record on the account (a custom field or note) and the part number as a product field.
• A wear-life trial. The buyer tries your liner or tooth against the incumbent and measures how long it lasts. This is the mining form of a sample. Track it on the deal with start date, machine and the measure the site will use.
• Cost per tonne, not price per part. A dearer part that lasts longer can win. Keep the trial result as a note on the deal so the next quote can quote the comparison.
• Documents. Datasheets, drawings, certificates and safety documents. Many sites require a supplier to be registered or inducted. Record the status on the account and attach the paperwork to the Files tab.
• Lead time and stock. A shutdown date cannot move, so the quote has to say what is in stock and what is not.
• Delivery to a remote site. Add freight as a named additional cost on the quote, and put the trade terms on the order.

How do wear-part trials work?

A trial is a sample with a long fuse. A liner goes on a mill and nothing can be judged for weeks, until it wears out. The rep's job is to be there at the end, with the measurement, before the buyer decides on the next set.

PromptLab has sample tracking on every plan, with samples on the deal. Log the trial on the day the part ships, with machine, serial number and expected wear life in custom fields, and set the deal's next follow-up date to the expected end. A workflow can create a task for the owner when a sample changes status. How to track product samples and how to turn samples into orders cover the routine.

What pipeline stages fit a mining equipment supplier?

PromptLab has one deal pipeline per workspace, with stages you choose. Use a field to separate wear-part programmes, shutdown orders and equipment projects, and a saved view for each.

Breakdown orders skip straight to Order placed.

What must the CRM track?

• Sites as accounts, with their machines, and the contacts by role: maintenance planner, procurement, engineer, site manager.
• Parts and their cross-references to your range, held as product fields.
• A price list per site or contract. Editing a list reprices every quote linked to it, so put a price change in a new list.
• Trials as samples on the deal, with results as a note.
• Shutdown dates, as a deal's next follow-up date or an account note, so you can quote six weeks ahead.
• Sales orders with trade terms, payment terms and planned delivery date. An account can store its preferred Incoterm.
• Messages from every channel. Field staff in remote regions often use WhatsApp or Telegram, because email is slow from a site.

How do you set this up in PromptLab?

1. 1

   Import sites, contacts and products

   Bring in accounts, contacts and products from CSV or Excel. Add account fields for site type, commodity and region, and product fields for part number and machine model.

2. 2

   Create a price list per contract

   Create a customer price list for each site or supply contract. A list imports its name and region only, so enter its prices in the app.

3. 3

   Quote the shutdown list

   Pick the products and the site's list on each quote. Add freight as a named additional cost and note the delivery date and stock position in the Notes field.

4. 4

   Log every trial

   Create a sample on the deal when a part ships, with machine, start date and wear target in custom fields. Set a follow-up for the expected end of life.

5. 5

   Connect the channels

   Connect email, WhatsApp Business and a company Telegram bot to the shared Inbox, so a message from a planner on site lands on the account.

6. 6

   Plan reorders

   Use Ask AI to list sites whose last sales order is more than a few months old, then call before the next shutdown. How to increase repeat orders has the routine.

How does PromptLab compare for mining equipment suppliers?

Swipe the table sideways to see every CRM →

monday CRM is friendly for building a CRM from boards, with quotes from its $12 Basic plan, billed annually. Sales orders, samples and price lists aren't there. Attio is one of the best-designed of the new AI-native CRMs, from $35 a seat a month billed annually, with free seats for three people, but quotes, price lists, sales orders and samples are left for you to build.

Salesforce can model almost any process, with five editions from $25 to $550 a user a month, billed annually, but quotes and price lists start at $100 and the build usually takes an admin or a partner. For a side-by-side look at one of them, see monday CRM vs PromptLab.

Frequently asked questions

What should a CRM for a mining equipment supplier include?

It should hold sites and their machines, a price list per site, quotes, sales orders, a way to track wear-part trials and a record of every message. PromptLab includes these on every plan from $11.99 per user per month.

How do I track a wear-part trial?

Log it as a sample on the deal with the machine, start date and wear target in custom fields. Set the follow-up for the expected end of life and record the result as a note.

How do I prepare for a planned shutdown?

Note each site's shutdown date on the account, and create a task for the owner six weeks ahead. Quote the likely parts list from the site's last sales order.

Can I reach contacts at a remote site?

Messages from email, WhatsApp and Telegram land in the shared Inbox, so a contact can reach you on the channel that works from their site.

Is there a free trial?

Basic and Professional come with a 14-day free trial, with no card needed. There is no free plan.