Warranty Claims

When a job carries a warranty and the work comes back, the claim you file is a real record with a life of its own — not a note that vanishes. Warranty Claims (under Manage) is its home.

Filing a claim

File from the repair order's Warranties tab. Every active coverage on the vehicle is listed with its terms — and anything that no longer applies says exactly why, right down to "expired by mileage". One live claim per coverage: if someone already filed, you'll be pointed at the existing claim instead of creating a duplicate.

The queue

Every claim appears in the queue with its state, the amount claimed, what the payer approved, and what has actually been received. Open a claim to see its full history — who moved it, when, and why — plus the settlement ledger.

Approval is not payment

When a payer approves a claim, record the approved amount — that opens a receivable: money the payer now owes the shop. Nothing shows as reimbursed until a settlement is recorded, dated the day it arrives, typed as what it really was: cash, EFT, a cheque, a vendor credit, a free replacement part, or a labor/shipping allowance. Credits and replacements are value, not cash — reports keep them apart, and your bank reconciliation stays honest.

Recorded something wrong? Reverse it — the reversal is a linked entry with your name on it, and the original stays in the history.

When a claim is denied

A denied amount doesn't disappear — it stays open until someone decides what happens to it:

• Appeal the decision and keep the claim moving.
• Transfer to the customer — the amount becomes proposed work on the repair order that the customer must freshly authorize before it can be billed.
• Shop covers it — a manager accepts the cost on the record.
• Write it off — an approved receivable the shop stops pursuing, with a reason.

Every path is recorded. Nothing resolves silently.