Warranty administration
Your warranty claims, prepared and filed every week
The core service. You send completed repair orders and supporting documentation; we prepare the claim, check it against what the programme requires, and get it submitted inside the window. Your service manager stops writing claims in the evenings.
The problem
Why this costs dealers money
In most dealerships, warranty administration is not a job. It is the thing a service manager, a foreman, or a service coordinator does after the job that actually has a deadline attached to it — which means it happens late, in a hurry, and by whoever is least busy rather than whoever is best at it.
That produces two losses at once. Claims go in after the detail that would have supported them has become impossible to reconstruct, and claims go in coded by someone who codes four of them a week rather than forty. Neither loss shows up on a report. There is no line in the accounts called "claims we did not write properly".
Hiring for it is the obvious answer and a difficult one. A dedicated warranty clerk is a real salary against a workload that is rarely full-time and, in seasonal trades, is wildly uneven — and when they leave, the knowledge leaves with them.
What we do
The work, specifically
01
Claims prepared the week the repair order closes
Preparation starts when the repair order closes, not when someone finds an hour. That is the single change that moves the most money, because almost everything that sinks a claim is easy to capture at the time and hard to reconstruct later.
02
Part and defect coding mapped to the failure
Aggregate, sub-aggregate, part and defect codes matched to what actually failed and what actually caused it. Mis-coding is the most common reason a claim is held or reduced, and it is the one cause entirely inside our control.
03
A missing-detail check before submission
Causal part flagged, meter reading present, serial verified against the machine, evidence attached. Anything missing comes back to you as a question rather than reaching the programme as a reason to deny.
04
Submitted through your login, never ours
We do not ask for your OEM portal credentials and we do not hold them. Submission happens in a screen-sharing session on your machine, with your staff present. Your dealer agreement almost certainly restricts credential sharing, and this is how we work so the question never arises.
05
A weekly picture instead of a pile
What was submitted, what was paid, what was queried, and what needs a decision from you — once a week, in one place, rather than reconstructed at month end.
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.
What it costs
Published, before you speak to us
Priced monthly on claim volume rather than store count, from $900 a month for up to 20 claims to $2,900 for up to 100, with machine registration included at every tier. No setup fee and no minimum term.
Every rate is published in full, because we have no client references yet and you should be able to work out what we cost before you get on a call with us.
Questions
Warranty administration, specifically
Do we have to change our dealer management system?
No. We work from what your system already produces — the closed repair order and the supporting documentation attached to it. There is nothing to install, migrate, or integrate, and no reason for a service department to learn a new tool in order to stop doing paperwork.
What happens when documentation is missing?
It comes back to you as a specific question while the machine and the technician are still reachable — not as a denial three weeks later. That is most of the value of having someone check a claim before it is submitted rather than after it is rejected. The list of what is missing is short and specific: a meter reading, a serial off the machine rather than the invoice, a photograph of the failed component.
Can you work alongside a warranty clerk we already employ?
Yes, and in larger stores that is usually the sensible shape. The clerk keeps the OEM relationship and the judgement calls; the preparation volume moves to us. It is also the arrangement that survives a resignation, because the process does not live only in one person any more.
How quickly do claims get prepared?
The team preparing your claims works from India, which is the mechanism behind a repair order closed on Friday afternoon being a prepared claim before your service drive opens on Monday. We state that plainly on our about page rather than burying it — the time difference is how the turnaround works, not a detail to hide.
The other service lines
- 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. Paid on what comes back.
- Machine registration
Machine registrations filed inside the manufacturer window, so coverage starts when it should and a claim two years from now does not open with an argument about eligibility.
- Warranty audit preparation
Documentation kept in a defensible state, so a manufacturer warranty audit is a morning of pulling files rather than a quarter of exposure and chargebacks.
Next step
One call, no obligation
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.