Warranty claims processing without the portal re-keying.
We encode each manufacturer’s claim rules against the ERP and field data you already keep, so claims assemble themselves and exceptions land in one queue.
Official services partner of the platforms defining AI
NVIDIA
Anthropic
Serial number tracking, portal by portal, is where claims die.
From dealers we have sat with: family-owned office and industrial equipment dealers, multi-location, parts-intensive, on an on-prem ERP — not shopping for software, drowning between the warehouse shelf and five manufacturer portals.
Three staff, five portal logins
Parts come back to the warehouse, get shelved by manufacturer, and serial numbers get re-keyed into each portal by hand.
The rules live in one person’s account
Which serials qualify, which window applies, which labor code each manufacturer wants — tribal knowledge that retires with the login.
“Parts leakage”
Parts used but never billed, with no real-time visibility — the part left the shelf and nobody can prove where it went.
The tracker and the ERP disagree
Rename one system and legacy serial references break; a human approves every fix by hand, claim by claim.
Five acquisitions, five ways of filing
Every acquired location files its own way on its own ERP, and none of the workarounds survive the next acquisition.
Unfiled claims are a line item, not a feeling.
What manual warranty processing looks like at a dealer re-keying claims portal by portal with the rules in someone’s login. Your numbers will differ — the first manufacturer’s claims we pull put figures on yours before anything gets built.
From anonymized engagements — family-owned, multi-location equipment dealers on on-prem ERPs
We encode each manufacturer’s rules.
No new portal for your team to learn. The claim rules your best person carries in their login become the process.
- 01
Pull one manufacturer’s claims
We pull one manufacturer’s denied, late, and unfiled claims and the warranty policy driving them — what was claimable and never filed.
- 02
Encode the claim rules end-to-end
Serial capture in the field, submission window, parts markup, labor-rate uplift, approval chain — documented against the data you already keep.
- 03
Claims assemble themselves
Field and ERP data assemble each claim; anything outside the rules lands in an exception queue your team reviews.
The shops file your claims their way. We encode yours.
Warranty claims management software manages claims you key in by hand. The outsourcing shops file your claims by their rules, built for car dealers. We encode each manufacturer’s rules, yours, so claims file themselves from the data you have.
Our AI does the reading — every claim, every serial number, every manufacturer bulletin. Your encoded warranty rules do the judging — what’s claimable, at what reimbursement, filed where. Not another portal, not an outsourcing shop.
Led by Peter Enestrom.
Asked by dealer owners and service managers.
The straight answers, before you book anything.
Warranty claims processing is the work of getting reimbursed by a manufacturer for parts and labor covered under warranty: identifying what is claimable, capturing the serial number and failure information, assembling the claim to the manufacturer’s rules, filing it through the manufacturer’s portal, and tracking it to payment. At an equipment dealer, the processing is usually manual — parts come back to the warehouse, get shelved by manufacturer, and serial numbers get re-keyed into each portal by hand. Each manufacturer sets its own rules: serial formats, submission windows, parts markup, and labor-rate uplift. A claim that misses the window or carries an incomplete serial is denied or never filed, and the reimbursement is lost. Warranty claims management is the same work viewed as an ongoing discipline: the warranty claim process run consistently, claim by claim, manufacturer by manufacturer.
The three common causes are a missed submission window, an incomplete or mismatched serial number, and a wrong labor code or labor-rate uplift. Each manufacturer enforces its own version of these rules, and they change by bulletin. Most denials are not judgment calls — they are clerical misses against a rule someone was supposed to know. That is why denial patterns repeat: the rule lives in one person’s login, and the same mistake gets filed again next month.
Dealer warranty reimbursement is the money a manufacturer pays a dealer for warranty work the dealer performed — the claimable part plus labor at the manufacturer’s rate, sometimes with a parts markup or labor-rate uplift the dealer has negotiated. It is a budget line: dealers plan on it, and it arrives only if the claim is filed correctly, inside the submission window, with the right serial and codes. Reimbursement left unfiled or denied is manufacturer money the dealer earned but never collected.
Yes — if the claim is assembled from your own data against each manufacturer’s encoded rules. The portal is a submission endpoint, not the process. When serial capture, the submission window, parts markup, and labor-rate rules are encoded against your ERP and field data, the claim assembles itself and files through the portal without a person re-keying it. Anything that falls outside the rules goes to an exception queue for a person to review instead of being forced through or dropped.
The two phrases describe the same workflow at different zoom levels. Warranty claims processing is the claim-by-claim work — assembling and filing each claim to the manufacturer’s rules. Warranty claims management is the ongoing discipline around it: rates, windows, serial formats, and denial patterns across every manufacturer you represent. Buyers use the terms interchangeably. What matters is whether the rules live in your process or in a person’s login.
Start with one workflow.
Tell us where your team loses hours. We will come back with a straight answer on whether AI can help, what it would take, and what it would pay.