Outsourced warranty administration for equipment dealers
We prepare, document, and submit your manufacturer warranty claims, so your service department does not have to. Agricultural and construction equipment dealers. Repair orders come to us. Documented claims go to the manufacturer, inside the filing window.
Or work out what you are leaving behind — three numbers, no email required.
Estimator
What does slow filing cost you in a year?
Three numbers you already know. The maths is below the result, in full — including where each assumption comes from and why we picked the low end of it. No email required.
What you submit to the manufacturer in a typical month.
Used only to break the figure down per technician.
Filing windows commonly close at 30 days.
Estimated annual recovery gap
Estimated annual recovery gap $31,200
Roughly $5,200 per technician per year, against $480,000 submitted.
- Filed too close to the window
- $14,400
- Denials never reworked
- $7,200
- Labour time under-claimed
- $9,600
This is an estimate built from the assumptions below, not a finding about your dealership. We have not seen your claim history.
Claim value at risk once submission reaches the filing window 5%
Claims submitted at or past the 30-day window are frequently refused outright on timing rather than eligibility. We model this as 5% of annual claim value at the window and scale it down to zero at 15 days. This is our own conservative planning figure, not a published industry statistic.
Claims denied on documentation grounds 3%
Denials driven by documentation and coding rather than eligibility. Vendors in this space publish materially higher numbers; we use 3% because it is the floor we are comfortable defending, and because a dealer can check it against their own denial log in about five minutes.
Share of those denials that are recoverable on resubmission 50%
Half of documentation-driven denials, on our assumption, survive rework and resubmission within the programme rules. The other half are genuinely ineligible or out of time. Applied on top of the 3% above, so this line contributes 1.5% of claim value.
Labour time under-claimed against the published time guide 2%
Diagnostic time, sublet, and travel that get performed but not claimed because the repair order was written before anyone thought about the claim. 2% is a deliberately low placeholder for a gap that is real but varies enormously by shop.
Want that number checked against your actual claim history rather than our assumptions?
The way in
Send us 20 denied claims before you send us anything else
You have a pile of denied and unfiled claims. We will tell you which of them are still worth money, free, before you commit to anything — because we have no North American references and this is the only way to show you the work on your own paperwork rather than ours.
01
Send us the paperwork
Your last 20 denied or unfiled claims, however they come out of your system. No call, no form-filling marathon, no commitment.
02
We tell you what is recoverable
Denial reasons sorted into categories, the documentation gaps behind them, and a straight answer on which claims are still worth submitting. Free, and yours whether or not you hire us.
03
You decide if there is anything worth doing
If there is, we work the recoverable ones on contingency — 20% of what actually comes back, nothing if nothing does. If there is not, we will say so.
What we do
Three service lines
Warranty claim administration is the back-office work of turning a completed repair order into a manufacturer warranty claim that gets paid: matching the failure to the correct part and defect codes, assembling the evidence the OEM programme requires, and submitting it inside the filing window. We do that work for equipment dealerships as an outsourced service — the dealer keeps the OEM relationship and the portal login, and we do the paperwork. The manufacturer still decides what is paid. We are not an insurer, an extended warranty provider, or a claims adjuster, and we hold no OEM authorization.
01
Warranty administration
We prepare, document, and submit your manufacturer warranty claims — ongoing, on your schedule, inside the filing window. Repair orders come to us, claims go to the portal, and your service manager stops doing paperwork at 7pm.
Read more02
Denied-claim recovery
We take your historical denials, work out what the denial code actually objected to, rebuild the documentation, and resubmit within programme rules. Most of what gets denied is a documentation problem, not an eligibility problem.
Read more03
Machine registration and audit readiness
Registrations filed on time and documentation kept in a defensible state, so a warranty audit is a morning of pulling files rather than a quarter of exposure.
Read moreOngoing administration is priced by claim volume and denied-claim recovery is charged only on what comes back — the full rates are published. There is a fourth line, audit preparation, and all four have their own page.
Who we work with
Four trades, one filing problem
Agricultural and construction dealers first — the claim mechanics are the same and the founder has filed them from the dealer side of the counter.
Where we started, and the one place our experience is first-hand rather than researched — Rakesh owns an authorized Kubota dealership and has filed these claims himself. The problem here is seasonality: repair orders close during the crush, and the claim gets written whenever somebody finds a spare hour. That is usually well after the clock started running.
Tractors, harvesters, hay and forage, and the seasonal peaks that bury a service department.
The same manufacturer families and, in practice, the same paperwork. What differs is that the machines move — between sites, between rental contracts, between owners — so serial numbers, meter readings and registration status are where claims come apart. Nearly all of that is fixable at the repair order, before anything is submitted.
Excavators, skid steers, compact track loaders, and mixed rental fleets.
A different buyer and a different rulebook, and the individual claims are smaller — which is exactly why they get written off instead of reworked. A contractor running hundreds of small warranty jobs a year usually loses more to claims nobody filed than to claims that came back denied.
Residential and light commercial service work, high job count, low value per claim.
One unit, several manufacturers — the chassis, the coach, and the appliances inside it — each with its own portal, its own process, and its own deadline. The loss here is administrative rather than technical: the wrong entity gets billed, or the claim is never opened at all.
Towables and motorised, with component warranties split across suppliers.
The one claim history we own
We ran this on our own dealership first
Before selling this service to anyone, Rakesh ran it inside his own service department — Sri Manikanta Swamy Agri Farm, an authorized Kubota dealership in West Godavari, Andhra Pradesh.
Five warranty claims. Tractors and a harvester — L4508, MU5502, DC68G. Failures from February to April 2026, prepared and submitted end to end.
All five approved on first submission. 98.2% of claimed value recovered. ₹4,32,131, roughly $5,206.
What this is and isn’t. This is our own dealership, not a client, and these are Indian Kubota claims — not US, UK, or Canadian OEM claims. Five claims is a small sample and we’re not going to present it as more than it is. We publish it because it’s the claim data we own outright and because it shows the work we actually do. We don’t have North American references yet. You’d be among the first, and we’d price it that way.
| Claim | Machine | Failure | Claimed | Approved | Recovery | Status |
|---|---|---|---|---|---|---|
| …/2025/85 | MU5502 4WD | Engine — noise and smoke; full engine rebuild | $2,157 | $2,157 | 100% | Approved |
| …/2025/84 | DC68G Harvester | Rubber crawler cut in field operation | $1,172 | $1,076 | 91.8% | Approved |
| …/2026/3 | L4508 4WD | Gear case cover damaged; transmission set | $1,119 | $1,119 | 100% | Approved |
| …/2025/75 | L4508 4WD | Gear case cover damaged; bevel gear assembly | $731 | $731 | 100% | Approved |
| …/2025/73 | L4508 4WD | Muffler damage in deep-puddling work | $123 | $123 | 100% | Approved |
| 5 claims · all approved | $5,302 | $5,206 | 98.2% | Cleared | ||
Scroll the table sideways for the full claim detail.
Amounts shown in US dollars, converted from the dealership’s original warranty records in Indian Rupees at approximately ₹83 = US$1. Recovery is approved value as a share of claimed value. Claim numbers are shown partially redacted.
Send us twenty of your denied claims and we will tell you which ones are recoverable, and why.
Method
How those claims got approved on the first pass
Nothing here is proprietary. It is the checklist a warranty clerk would follow if they had time to follow it, which is the whole problem we exist to solve.
01
Complete evidence packs
Every claim goes to the manufacturer with the causal part flagged, failure photographs attached, meter reading, serial and jobcard trail — so there is nothing left for the approver to query.
02
Correct part and defect coding
Aggregate, sub-aggregate, part and defect codes are mapped precisely to each failure. Mis-coding is the single biggest cause of held or rejected claims, and it is the one that is entirely inside our control.
03
Priced to the current schedule
Rates are checked against the live parts schedule before submission, so approved amounts land on the first pass instead of bouncing back for revision.
04
Filed fast, tracked to credit
Claims are submitted promptly after the jobcard closes and followed through from covering note to approval — the dealer sees the money, not the paperwork.
What changes
What a dealer actually gets
- Claims reach the portal inside the filing window, not after it.
- Denials get reworked instead of written off.
- Your service manager stops being a claims clerk.
- Documentation stays audit-ready without anyone chasing it.
- No headcount to hire, train, or replace when they leave.
Questions
Straight answers
What exactly do you do — are you an insurer or a warranty company?
Neither. We are outsourced back-office administration for your dealership. We prepare, document, and submit manufacturer warranty claims on your behalf. We do not sell warranties, we do not underwrite anything, and we do not adjust claims. The manufacturer decides what gets paid; our job is to make sure the paperwork gives them no reason to say no.
How does this work day to day?
You send us completed repair orders and supporting documentation. We prepare the claim, flag anything missing before it becomes a denial, and submit through your OEM programme. You get a weekly status on what is submitted, what is paid, and what needs a decision from you.
Who gets access to our OEM dealer portal?
Nobody but you. We do not ask for your portal credentials and we do not hold them. We prepare the claim from the repair order and supporting documentation you send us, and the submission is made through a screen-sharing session on your own machine, with your staff present and your login. Your dealer agreement with the manufacturer almost certainly restricts credential sharing, and this is how we work so that question never arises.
Where is your team?
The contracting entity is Rocky Solutions LLC in Missouri. The team that prepares your claims works from India, which is the reason claims closed Friday afternoon are in the portal before you open on Monday. We say so plainly on the about page rather than burying it.
What does it cost?
Ongoing warranty administration runs from $900 a month for up to 20 claims to $2,900 a month for up to 100, priced on claim volume rather than store count, with machine registration included at every tier. Denied-claim recovery is contingency: 20% of what is actually recovered, and no fee at all if nothing comes back. There is no setup fee and no minimum term. Every rate is published in full on our pricing page rather than quoted on the call.
You are new. Why would we take the risk?
You would be among our first North American accounts, and we price accordingly. The only claim history we own outright is our own dealership, and we publish it in full, including what it does not prove. If that is not enough for you yet, that is a reasonable position to take.
More detail where it belongs: every rate we charge, who we are and how the work is delivered, and how to reach a person.
Next step
25 minutes, one call
Bring a month of repair orders and your last few denials. We will tell you what we would have filed differently, whether or not you hire us.
Your first five claims cost you nothing unless we recover.
You pay a percentage of what actually comes back, and nothing at all if nothing comes back. No monthly rate until you have seen the work. See the full rates.