HVAC contractors
Small claims are worth filing when somebody else is filing them
Outsourced warranty administration for residential and light commercial HVAC contractors. High job count, low value per claim — which is exactly the shape of business where claims quietly stop being filed at all.
The problem
Why claims leak in hvac contractors
HVAC is a different buyer and a different rulebook from equipment dealerships, but the failure mode is sharper. An individual claim is small enough that filing it feels like it costs more than it returns, so it gets skipped. Then it gets skipped again. A contractor running hundreds of small warranty jobs a year usually loses more to claims nobody wrote than to claims that came back denied.
The economics only work when the marginal cost of filing one more claim is close to zero. In-house that is never true, because the person filing is a service coordinator with a dispatch board in front of them and the claim is the thing that can wait.
Registration is the other quiet loss. Equipment installed and never registered inside the manufacturer window can leave the homeowner on a shorter term than they were sold, which surfaces as a warranty argument years later — with the contractor in the middle of it.
What we do about it
The work, specifically
01
Every eligible job written, not just the big ones
The reason to outsource a small claim is that the cost of writing it stops scaling with your time. Volume is what this pricing is built for.
02
Registration filed at install
Equipment registered inside the manufacturer window, so the homeowner gets the term they were sold and you are not arguing about it in year six.
03
Parts and labour documented to the programme
Claims prepared to what each manufacturer actually asks for, so the small ones clear on the first pass instead of consuming more admin time than they return.
04
A weekly picture instead of a pile
What was submitted, what was paid, and what needs a decision from you — once a week, in one place.
Bring a month of hvac repair orders and your last few denials. We will tell you what we would have filed differently, whether or not you hire us.
Book 25 minutesWhat it costs
Published rates, and a way in that costs nothing
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.
Ongoing administration runs from $900 a month for up to 20 claims to $2,900 for up to 100, priced on claim volume rather than store count, with machine registration included at every tier. Denied and out-of-window claims are worked on contingency at 20% of what is actually recovered. Every rate is published, because we have no client references yet and you should be able to work out what we cost before you speak to us.
Questions
HVAC contractors, specifically
Our claims are small. Is outsourcing them worth it?
That depends on your job count rather than your claim value, and job count is the thing HVAC contractors have. The monthly rate is priced on claims filed — from $900 a month for up to 20 up to $2,900 for up to 100 — so the arithmetic is straightforward to run against the value of the claims you are currently not writing. If it does not clear, we will say so on the call.
Can you handle equipment registration as well as claims?
Yes, and at every tier it is included rather than billed separately. Registration filed inside the manufacturer window is what protects the term the homeowner was sold, and unregistered equipment is the kind of problem that surfaces years later with the contractor in the middle of it.
Do you work with HVAC distributors or only manufacturers?
We prepare and submit claims through whatever programme and channel your warranty runs through, including where that is a distributor rather than the manufacturer directly. What we do not do is decide what is owed — that is the programme’s call, not ours. Bring your last few denials to the call and we will tell you what we would have filed differently.
Other trades we work in
- Agricultural equipment
Tractors, harvesters, hay and forage, and the seasonal peaks that bury a service department.
- Construction equipment
Excavators, skid steers, compact track loaders, and mixed rental fleets.
- RV dealers
Towables and motorised, with component warranties split across suppliers.
Next step
25 minutes, one call
Rakesh takes these calls himself. Bring a month of repair orders and your last few denials, and you will get a straight answer about what is recoverable.