Warranty Claim Tracker

About this app

When a car comes back because a job was not right, record the rework job as a comeback of the earlier job, picked from that car's and that customer's jobs. The comeback links the two jobs, the original job's invoice and the car, and keeps who did the original work (the technician with the most hours logged on it, else the job's assignee, and you can correct it), the original job type, the day it was done and what caused the comeback: our workmanship, a part we fitted that failed, a fault we missed, not our work, or something else. Say the rework's labour is not charged and, when you invoice the rework job, its labour goes on the invoice at no charge while its parts are charged as usual, unless the job bills an accepted quote, which keeps the quoted price. A comebacks report over the last 30 days, 90 days or 12 months counts them per technician, per job type and per cause, with how many count against the technician, the share whose labour was not charged, the median days after the original job and the hours given away. A failed part and work that was not yours count against no one. Each comeback can be changed, resolved, cancelled or reopened. Manufacturer warranty work is the other half, and it is not insurance repair: the claim goes to the OEM, not the insurer, and the labour rate is whatever the manufacturer says it is, normally below your own. Each claim carries the manufacturer, the claim number, the vehicle and three money fields: what you submitted, what the OEM approved, and what actually landed. The status moves from draft to submitted, then approved or rejected, then paid, with the date stamped at each step, and a rejection reason so a knocked-back claim can be fixed and sent again. Name a manufacturer we hold notes for and a workflow card opens: the portal you lodge in, the approval turnaround to expect, whether the failed part has to go back and inside how many days, the capped-price program that applies, and the quirks that get claims rejected. A scorecard totals claims, short payments and turnaround per manufacturer over 30, 90 and 365 days. What is not here: nothing is lodged with a manufacturer from this app, no warranty terms are printed on your invoices, parts on a comeback are still charged, there is no recall or RAC code library, parts returns are not tracked, and no labour rate is filled in for you.

How it works

1. 1

   When a car comes back, record the rework job as a comeback and choose the earlier job from that car's and that customer's jobs

2. 2

   Say what caused it and whether the rework's labour is charged; who did the original work is filled in from the time logged on it

3. 3

   Invoice the rework job as usual: its labour goes on at no charge when you said so, and its parts are charged

4. 4

   The comebacks report shows them per technician, per job type and per cause, with the hours given away

5. 5

   For manufacturer work, open a claim, lodge it in the OEM's own system using the workflow card, and move it through to paid

Who it's for

• Workshops that want to know which jobs come back, and who did the original work
• Owners who redo a job for free and want the labour given away on the record
• Service managers looking for the job types and causes behind their comebacks
• Workshops doing manufacturer warranty work alongside retail and insurance jobs
• Operators losing money to under-paid warranty reimbursements they never chase