Warranty claims prepared within 2 business days, ready for you to submit
For US farm and construction equipment dealers. We prepare each claim from the records you email. You pay 20% of what the OEM pays, nothing otherwise. Refund on request.
Email hello@warrantyclaimprep.com with your dealership's website, and we will send your free line sheet, read from your own pages.
Email usRepairs you have done, not yet paid for
The OEM pays for a warranty repair your shop has already done only when a correctly documented claim is filed inside its window. A claim that is denied, short-paid or never filed is labour and parts you paid for and did not recover. An Aspen Dealers article says most OEMs give dealers 30 to 60 days to file a claim after a repair, and a late claim is denied automatically.
What we prepare
Once you accept our one-page order and email the documents, we turn each claim into a submission-ready package within 2 business days. Every package holds only what your repair order, technician notes, photos and the OEM material you may share support. You review each package, submit it in your own OEM portal and certify it as your OEM requires.
- A field-by-field entry sheet transcribed from your repair order: model, serial, hours, dates, causal part, parts and labour
- A complaint-cause-correction narrative in which every sentence restates your repair order or technician notes
- Codes looked up only in OEM material you send and confirm you may share; with no matching entry, the field is left for you and the claim is marked MISSING
- An evidence index, missing-item flags and a question list, with a READY / MISSING / EXCEPTION status for each claim
- Days since repair against the filing window shown in your own OEM material, or 'window not stated'
- For a denied or short-paid claim where you may share the notice: the documentary reason the notice names, with the missing item supplied from your documents, re-prepared for refiling with the item the notice names
- For John Deere, Case IH, New Holland, CASE CE, Manitou, Gehl or Mustang lines: unfiled claims only, from your own records, with code fields left for you and the window flagged 'window not stated'
- After a first paid batch, if you choose: weekly preparation of new claims, a weekly status sheet by email, and short-paid or queried claims re-prepared at no extra charge where you may share the notice
Start with your line sheet
Your free line sheet names the OEM lines your website says you sell and service, and the stores it shows. For each line it says which claims we would prepare and what we would ask you for. We read it only from your public website, so you see what a batch would involve before you send anything.
- It makes no statement about your claims: not whether any repair is covered, whether a claim will be paid or what an OEM would pay.
- It lists the lines your website names, not every line you may carry.
- Which claims we prepare for a line is our own rule for what we ask for; it is not a reading of your OEM terms.
- One per company, identified by its web domain.
Email hello@warrantyclaimprep.com with your dealership's website. We read your lines and stores from it and email your line sheet to you.
How it works
We send your line sheet
It names the OEM lines and stores on your website, and which claims we would prepare for each line.
You reply 'send the order'
We email the one-page order and answer your questions by email.
You accept by reply
Your owner accepts it by replying from your business address with the words the order gives. The order includes your confirmation that you send only material your OEM agreements let you share.
You email the documents once
Up to 10 claims, with repair orders, technician notes, photos, serials and hours, as attachments or replies.
You review and submit
Each package comes back within 2 business days. You submit it in your own OEM portal; we never log in or ask for a login.
You report what the OEM pays
We ask by email 30 days after delivery for the payments your own records show, and invoice 20% of them.
Price: a share of what the OEM pays
- On claims submitted within 60 days of the package's delivery: 20% of what the OEM pays on the claims we prepare, as you report it from your own records
- Nothing if the OEM pays nothing
- Monthly plan, offered only after a first paid batch: USD 1,500 a month for up to 50 new claims
- Over the monthly allowance: an extra block of up to 20 claims at USD 600, billed only with your consent by email
- A paid claim is matched to our package by repair-order number, claim number or serial.
- For a short-paid claim, the fee is 20% of the amount paid above the earlier payment on the notice you sent; this applies only where you may share that notice.
- A paid line is removed only if it is not on the OEM's statement, or the OEM later charges back that payment; the fee on a reversed amount is credited on your next invoice.
- We ask by email 30 days after delivery for the payments on claims we prepared, as your own records show them.
- Invoices are emailed when you report a payment and are due within 15 days by bank transfer.
- Further batches of up to 10 claims are on the same terms.
- The monthly plan is invoiced by email monthly in advance and continues until you cancel it with 30 days' notice by email.
Not included
- No logging in to OEM portals or your DMS, and no submitting of claims: you submit
- No diagnosing machines and no deciding whether a repair is covered or what an OEM pays: you choose which repairs to claim, and the OEM decides payment
- No reading of warranty contracts or dealer agreements, and no appeals that argue warranty policy, a statute or goodwill
- No writing a cause your technician did not record, and no advice on which repairs to claim or on labour or parts rates
- No extended-warranty products, machine registration or OEM audit preparation
- No OEM notices, code tables or payment statements for John Deere, Case IH, New Holland, CASE CE, Manitou, Gehl or Mustang lines: unfiled claims only, from your own records
FAQ
You are new. Why would we send you our repair orders?
You see your line sheet first, and it is about your own dealership. Nothing is owed unless the OEM pays on a claim we prepared, as your own records show. We never ask for an OEM login, and you review and submit every package yourself.
Do you need our OEM portal or DMS login?
No. We work only from what you email us. We never log in to an OEM portal or your DMS, never hold or ask for a login, and never submit. You submit each package in your own portal and certify it as your OEM requires.
Which claims can you prepare for our lines?
Unfiled claims for every line, and denied or short-paid ones where you confirm you may share the notice. For John Deere, Case IH, New Holland, CASE CE, Manitou, Gehl or Mustang lines, we prepare unfiled claims only, from your own records. On those lines we ask for no OEM notices, code tables or payment statements. Out-of-window claims are prepared only if you ask, and marked EXCEPTION.
What if a code or a document is missing?
We never guess. A code with no matching entry in the OEM material you sent is left for you to enter, and the claim is marked MISSING with a question list. A claim whose codes still conflict after a second reading comes back EXCEPTION, with both readings and the fields for you to enter.
Will you tell us whether a repair is covered, or argue a denial?
No. We arrange what your own records show and look up codes in material you send. We do not decide whether a repair is covered or a denial was right, and we write no appeals that argue warranty policy, a statute or goodwill. A denied claim is re-prepared for refiling with the item the notice names.
How long does it take?
Each package comes back within 2 business days of receiving the documents by email. You then submit it in your own portal. The first fee is due only after the OEM pays and you report the payment.
How do billing and cancelling work?
We invoice 20% of each payment you report, by email. Invoices are due within 15 days by bank transfer. Nothing if the OEM pays nothing. The monthly plan is offered only after a first paid batch. It is USD 1,500 a month for up to 50 claims, invoiced monthly in advance until you cancel with 30 days' notice by email.
Ask for your line sheet
Email hello@warrantyclaimprep.com with your dealership's website, and we will send your free line sheet, read from your own pages.
Email us