Ron Anderson describes himself as an “old school guy” who prefers picking up the phone, calling dealers directly, and sticking with systems he knows work. New software, especially for something as critical as parts ordering, felt like more hassle than help.

But one moment changed how he saw it.

A mechanic mentioned a filter service had already been completed about a year earlier. Ron needed to double check the order. With Superior’s previous system, that would have meant digging through paper records and invoices, sometimes taking days to track down.

In Gearflow, it took three clicks.

Ron pulled up the order, cross referenced the part number against the truck, and confirmed exactly what had happened. It was the first time he saw how quickly he could get answers.

And from that point on, he decided to give Gearflow a real shot.

Saving the Team Time and Money

Ron manages parts ordering for four shop mechanics and three to four field technicians.

Our promise to him was simple. Gearflow Parts Hub Pro was built for heavy civil fleet teams like his, making it easier to manage the entire parts ordering process across vendors. Ron was skeptical. Before joining Superior Construction, he worked at a dealership, and though it sounds great, as he put it, “that’s what every sales rep says.”

But the impact showed up quickly and as Joshua on his team put it, it’s so easy “a two year old” could use it.

Reducing Workload Overnight

Before Gearflow, Ron’s team spent 40% of their day ordering parts. It meant endless phone calls and waiting for callbacks.

Gearflow eliminated this completely.

Mechanics now submit requests to Ron, who relays them to dealers through the platform. Instead of chasing calls, he gets email notifications as quotes come in. As Brian his boss put it, it’s "significantly streamlined the parts ordering process and centralised everything. The mechanics are bought in appreciating how much “smoother and faster the workflow has become.” Instead of chasing calls, he gets email notifications as quotes come in. On average, vendors now respond in just 24 minutes.

And that shift unlocked something unexpected.

Faster Repairs and Increased Shop Throughput

Before Gearflow, delays in sourcing parts often meant equipment sat idle in bays while the team waited for quotes, availability, or callbacks. That created bottlenecks across the shop.

Now, Ron and his team can immediately see pricing, availability, and delivery timelines. From request to parts received, the full process now averages just 19 hours.

And if a part won’t arrive until later, mechanics move the machine out of the bay and switch to another repair instead of waiting. As a result, they are no longer stuck on a single job. Instead, they can work across two or three machines at once, keeping bays turning and the shop moving. Equipment gets repaired sooner and back into the field where it belongs.

And that was just the beginning.

Cost Visibility

With quotes coming in side by side, Ron’s team noticed something they couldn’t see before. The exact same parts were being priced very differently across dealers, sometimes three to five times higher. For the first time, they could clearly see where money was leaking out of the system.

It opened up what Ron called “a whole different opportunity.”

The team began choosing vendors more strategically and built a clearer understanding of who to order from and why.

And it didn’t stop there. Every quote includes lead times and delivery estimates.

That visibility allows the team to plan work more effectively, pulling equipment off jobs if parts are delayed and keeping the shop floor productive by shifting to other work.

It allows Ron to run a more efficient operation and across the team, those small improvements compound. To date, they’ve saved 484 days of lead time.

Accountability and Stronger Vendor Relationships

Ron noticed another change.

“When they know somebody’s seeing what they can see, it changes how they do their jobs.”

The best vendors quickly rose to the top. The ones who responded fast, delivered on time, and priced fairly earned more business. Gearflow didn’t just improve procurement. It strengthened accountability on both sides.

Now Ron has been dreaming about the future.

‍From Firefighting to Strategy

Ron told his boss, Brian, “You get rid of this, I’m gonna be pissed at you because it works.”

Gearflow gave him something he didn’t have before. Time to think ahead. He started thinking about what else was possible. Ron wants to integrate Gearflow with Tenna, connecting maintenance schedules directly to parts ordering. His goal is to automatically request parts for scheduled services, like 1,000-hour and 2,000-hour maintenance, based on actual engine hours instead of calendar dates.

We’re now building service kits into the platform to support that workflow.

He has also started using Gearflow to track inventory and return unused parts for credit. Today, in Ron’s words, Gearflow is “the cat’s ass.”

Gearflow didn’t just modernize parts ordering for him, it changed how he runs the operation.

“That ain’t kissing your guys’ butt. That’s the truth.”

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