MotoDealerHQ

Tracking warranty claims

Open warranty, recall, goodwill and service contract claims from a repair order and track submission, approval, deductible and payment. Submission to the OEM is manual.

Last updated For warranty administrators and service managers Documentation for MotoDealerHQ 1.0.0-beta.1 “Assen”

Warranty work is billed to the manufacturer or a warranty company, not the customer. MotoDealerHQ keeps the warranty lines out of the customer's bill and tracks each claim from submission to payment, so you always know what you are still owed.

Before you start #

  • Mark the warranty work on the RO with the Warranty pay type (or Goodwill for a goodwill claim) and make sure the lines are approved. Warranty labor uses your warranty labor rate.
  • You need service.warranty.manage.

Open a claim #

  1. Open the repair order. When it has approved warranty or goodwill lines, a Warranty claims section appears.
  2. Open Open a claim from this RO's warranty lines.
  3. Choose the Kind: OEM warranty, extended warranty, service contract, goodwill, recall or campaign.
  4. Enter the Provider (the manufacturer or administrator), and if you already have them, the Claim #, Authorization #, Deductible and Failure date.
  5. Select Open claim. The claim collects the RO's approved warranty lines (goodwill claims: goodwill lines) with their labor, parts and other amounts.
The warranty section on a repair order (open full size)
A closed RO in the demo with an OEM warranty claim.
  1. MANUAL TRACKING ONLY: nothing is sent electronically.
  2. Claim on this RO, with its status and amounts.

Record progress #

Open the claim from the RO or from Service & parts › Warranty claims.

A warranty claim page (open full size)
An approved OEM claim waiting for payment.
  1. Manual tracking only reminder.
  2. Amounts: claimed labor, parts and other, submitted, approved, deductible, payable, paid and outstanding.
  3. Record progress buttons for the claim's current status.
  4. Claim lines from the RO.

To move a claim along:

  1. After you submit the claim in the provider's portal, enter the claim number and select Mark submitted. Before that, Add new warranty lines from the RO picks up lines added later.
  2. When the provider answers, select Record approval with the approved labor and parts amounts and the authorization number. If less than submitted was approved, the claim becomes Partially approved. Or select Record rejection with a note.
  3. When the money arrives, select Record payment received with the amount. Partial payments are fine; record each one.
  4. Select Close claim when it is settled. Cancel claim (draft, submitted or rejected claims) releases its lines.

Payable is the approved amount minus the deductible. Outstanding is payable minus what has been paid.

See all claims #

Service & parts › Warranty claims lists claims with filters for status, type and location, and shows submitted, approved, paid and outstanding amounts. The Receivables report link opens the warranty receivables report.

Warranty claims list (open full size)
Claim tracking is supported for every claim type; electronic submission is manual for all of them.
  1. What MotoDealerHQ does for each claim type: tracking is supported, submission is manual.
  2. Filters: status, type and location.
  3. Outstanding: what the provider still owes you.

Tips #

  • Record the claim number as soon as you submit, so the claim is easy to find when the provider pays.
  • Review the Warranty receivables report every week.
  • Keep failure dates and notes on the claim; they help when a provider asks questions.

Permissions #

Limitations #

Screenshots show the fictional demo dealership. Something unclear or out of date? Tell your MotoDealerHQ contact or email support@motodealerhq.com.

v1.0.0-beta.1 “Assen”