How Dealers Order and Track Everything in the gamitrack Dealer App

Most dealers already run their business on a phone. They place orders by calling a salesperson, ask about dispatch by messaging a clerk, and check their balance by asking an accountant. Every one of those conversations costs your team time and leaves no record. The dealer app in gamitrack moves the routine part of that relationship into one place. This guide explains what dealers can do there and how to roll it out without a fight.

What the dealer app contains

A dealer user signs in and sees only their own company's data. The main areas are:

• Orders, with a progress timeline for each one,
• Reminders, such as dues or pending actions,
• Shop orders to supply, in via-dealers mode,
• Statement, the running ledger of what they owe,
• Returns, where relevant.

It is designed for one-handed use on a phone, because that is where dealers are.

Placing an order

The dealer chooses products and quantities and submits. Prices are already set by the price list that applies to that dealer, including any special prices you agreed with them, so there is no ambiguity about rate. For the logic behind that, read setting different prices for dealers and retailers.

On your side, the order appears in Orders for staff to review. Treat it like any other order: check stock, check the dealer's credit position, dispatch. Because pricing and VAT treatment are applied by the system, the order your clerk reviews is the same one the dealer saw, which removes the "I thought the rate was lower" conversation.

Tracking progress

Each order shows a timeline. The dealer can see whether it has been received, dispatched, delivered and so on. In practice this is the feature that cuts the most phone calls. Instead of "where is my goods?", the dealer opens the app. If you dispatch late, they can see that too, which is a healthy pressure on your own operations.

Tell your dispatch team about this. Once dealers can see the timeline, a forgotten dispatch becomes visible to the customer, not only to your manager.

Supplying shop orders (via-dealers mode)

If your company sells through dealers, field officers visit shops and book secondary orders. Those orders are fulfilled by the dealer, who sees them in the app under shop orders to supply. The dealer delivers from their own stock, and the fulfilled orders count as secondary sales for the dealer's targets, schemes and the officer's commission.

For the dealer this has three benefits:

1. They know exactly what their shops need without being phoned.
2. Their sell-out, meaning what they sold to shops, is recorded rather than guessed.
3. Scheme rewards linked to fulfilled secondary sales are easy to verify, which we cover in designing dealer schemes that pay for themselves.

The statement and reminders

The statement is the dealer's ledger: invoices, payments, credit notes, scheme rewards credited, and the running balance. Agree one rule with your dealers: the statement in the app is the reference during any dispute. Because the ledger is append-only, entries are not quietly edited after the fact; corrections appear as new entries, which is exactly what makes both sides trust it.

Reminders help with payment follow-up. A polite, system-generated nudge is easier on the relationship than your salesperson asking for money in the dealer's shop.

Returns

When a shop returns goods in via-dealers mode, the return goes to the dealer, who accepts or rejects it in the app. That keeps the decision with the person who bears the cost, and it leaves a record for you.

Introducing the app to dealers

Dealers resist change when it feels like surveillance. Present it as something they gain:

1. Start with your top five dealers. They have the most orders and the most to gain.
2. Sit with them once. Sign in together, place a real order, open the timeline, open the statement. Fifteen minutes is enough.
3. Promise something. For example: orders placed in the app are checked first each morning.
4. Stop duplicating. If you keep accepting orders by phone and also in the app, dealers will not change. Tell them politely which channel is primary from a given date.
5. Ask for feedback after two weeks. Fix the first thing they complain about visibly.

A weekly dealer review

Use the dealer-facing data to run a simple weekly check:

Question	Where to look
Which dealers have not ordered in two weeks?	Orders, filtered by dealer
Who is overdue?	Dealer statement and collections
Who is behind on their quarterly target?	Targets (dealer annual targets by fiscal quarter)
Is their stock level sane?	Dealer stock monthly counts

This feeds directly into running weekly sales meetings with real data.

Common objections and honest answers

"My staff are not comfortable with apps." Most dealer staff already use messaging and payment apps every day. The order screen is simpler than either. Offer to train one person per dealer, usually the accountant or the person who currently phones in orders.

"I will lose the personal relationship." The opposite tends to happen. When routine questions are answered by the app, your salesperson's visit can be about the shop's growth, a new SKU or a scheme, instead of chasing a balance.

"What if the app shows something I disagree with?" Then you have found a real discrepancy early. Raise it with your account contact, and remember that corrections are made as new ledger entries, so the history stays readable for both sides.

What your own team should change

The dealer app only works if your side keeps its end. Dispatch promptly, keep order statuses current, and answer questions in the same channel the dealer used. Review the dealer's view once in a while by reading the Help articles written for dealers, so you know what they are being told.

Next steps

Dealer access is part of the same account as your staff workspace, so you do not set up a second system. See the plans on the pricing page and the dealer setup instructions in the Help centre.