The main workflow, step by step
The window traces a single warranty claim from the service desk to the reimbursement. Choose any step to see its screen. The dealership, the vehicle and the claim details are invented for the demonstration.
Coverage check
Vehicle recordCovered- Vehicle
- Identified by chassis number
- Warranty
- Powertrain cover, in period
- Open campaigns
- None
- Earlier claims
- One, different component
Off the pathA vehicle outside its cover can still be submitted as a goodwill request, which follows a separate approval route.
Repair details
CLM-90217Draft| Entry | Detail |
|---|---|
| Complaint | Coolant loss, no visible leak |
| Cause | Water pump seal failed |
| Repair | Pump replaced, system tested |
| Evidence | Four photos, test printout |
Off the pathThe claim cannot be sent without the evidence the rules require for that component, and it says which item is missing.
Claim lines
CLM-90217Submitted| Line | Basis |
|---|---|
| Labour | Standard time for the operation |
| Water pump | Genuine part, invoice matched |
| Coolant | Allowance per repair |
Off the pathLabour above the standard time needs a reason and goes to a reviewer instead of the automatic route.
Claim review
CLM-90217Part return requested| Rule | Result |
|---|---|
| Cover and dates | Passed |
| Evidence complete | Passed |
| Repeat repair check | Needs review |
Off the pathWhen the removed part is requested, the claim waits for it and the dealer receives a label and a deadline.
Claim status
CLM-90217Approved| Stage | State |
|---|---|
| Part received | Inspected, fault confirmed |
| Decision | Approved in full |
| Reimbursement | In the next statement |
Off the pathA reduced or rejected claim shows the reason and the rule behind it, and the dealer can appeal once with new evidence.
Who uses it, and what each role can do
Two organizations with different interests share this system, and it only works if both regard it as fair. The roles keep each side's view separate.
| Role | Sees | Can do |
|---|---|---|
| Service advisor | Coverage and campaigns for a vehicle | Check cover and open a claim or goodwill request |
| Technician | The repair section of their claims | Record cause, repair and evidence |
| Dealer warranty clerk | All claims for their dealership and statements | Complete, submit, answer queries and appeal |
| Claim reviewer | Claims the rules sent for review | Approve, reduce, reject or request the part |
| Warranty manager | Claim patterns by dealer, model and component | Change rules, handle appeals and audit dealers |
When the work leaves the usual path
Warranty is a field of exceptions, and a portal that handles only the clean claim adds little. These are the paths we expect to design in detail.
| Situation | What the system does | Who decides |
|---|---|---|
| Vehicle outside its cover | Offers a goodwill request with its own route | Warranty manager |
| Evidence missing | Blocks submission and names the missing item | Dealer warranty clerk |
| Repeat repair on one vehicle | Sends the claim to a reviewer with the history | Claim reviewer |
| Labour above standard time | Asks for a reason and routes to review | Claim reviewer |
| Removed part requested | Holds the claim and issues a return label | Claim reviewer |
| Claim reduced or rejected | Shows the rule and allows one appeal | Warranty manager |
What it connects to
Claims draw on data that belongs to several systems on both sides. The connections below are typical, and the ones you need are settled in scoping.
| System | What moves | Direction |
|---|---|---|
| Vehicle and warranty records | Cover, dates, campaigns and claim history | Into the portal |
| Dealer management system | Repair orders, labour and parts used | Into the portal |
| Parts catalogue and standard times | Part numbers and labour allowances | Into the portal |
| Finance or ERP | Approved amounts for statements and credit notes | Out of the portal |
| Manufacturer claim system, if any | Claims passed upstream in its format | Both ways |
What a first release includes
Coverage lookup
A check by chassis number or registration showing cover, campaigns and previous claims before work starts.
Guided claim entry
A claim built from the repair order, with required evidence by component and checks as it is written.
Rules and automatic approval
Rules your warranty team maintains, deciding which claims are approved at once and which are reviewed.
Review workspace
A queue for reviewers with vehicle history, evidence, queries to the dealer and part return requests.
Status and statements
One view of every claim for the dealer, with amounts approved and the statement each appears in.
Warranty reporting
Claims by model, component and dealer, to spot quality problems and unusual claiming patterns.
Often added after the first release
- Recall and campaign management
- Dealer audits with sampling
- Supplier recovery for failed components
- Goodwill budgets by dealer
- Extended warranty products
What we need from you
- Your warranty policy and the claim rules applied today
- Examples of approved, reduced and rejected claims
- Access to vehicle and warranty data in a test environment
- The dealer management systems your network uses
- A reviewer and a dealer warranty clerk to test with real claims
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us your claim form and the reasons claims are most often queried. We reply with the rules we would automate first, the review screens and a proposal. Start a conversation or book a 30-minute call.
Common questions
Is this for a manufacturer, an importer or a dealer group?
It can be any of the three, and the design changes with the answer. An importer or manufacturer runs the rules and pays the claims. A dealer group may want one tool for submitting to several brands, each with its own claim system. We establish who decides and who pays first, because that determines where the portal sits and what it connects to.
How do automatic approvals stay safe?
They apply only to claims that meet rules your warranty team has written: cover in date, standard operation and time, evidence complete, no repeat repair, amount within a limit. Everything else goes to a person. A sample of automatically approved claims is audited, and the rules can be tightened for a dealer or a component at any moment without a developer.
Can it connect to our dealer management system?
Usually, yes. Where the dealer management system offers an interface, the repair order, labour and parts arrive in the claim without typing. Where it does not, clerks enter the essentials and attach the repair order. Because dealer networks often run several such systems, we plan for both routes from the start instead of assuming one.
Does it help us find product quality problems?
It gives you the data to look. Every claim is coded by model, component, cause and mileage band, so a rise in failures of one part shows up in reports before it becomes a campaign. Reading those patterns and deciding what to do remains the work of your quality and engineering teams. The portal makes sure they are looking at complete figures.