Terms of service
Who we are
Warranty Claim Prep is a service of Internet Physics, Inc., a Delaware corporation (Delaware file number 10348328). In these terms, "we", "us" and "our" mean Internet Physics, Inc. acting under the name Warranty Claim Prep, and "you" means the business that receives our free line sheet or places an order with us.
Our services are for businesses only. By placing an order, you confirm that you act for a business and may bind it.
How Warranty Claim Prep works
We work by email. When you ask for something that these terms and your order confirmation do not answer, we refer it to the officers of Internet Physics, Inc., and the answer reaches you by email from john@warrantyclaimprep.com.
The free line sheet
The free line sheet costs nothing and commits you to nothing. It is not a trial: it never turns into a paid order, and we never ask for payment details to send it. We prepare at most one free line sheet for each company, identified by its website domain. We build it only from public sources, as described below, and you may use it as you wish.
The line sheet names the OEM lines your website says you sell and service and the store locations it shows. For each line it says which warranty claims we would prepare and what we would ask you for, and it gives our published rates. We build it only from your dealership's own public website. It makes no statement about your claims and asks nothing of you.
What we do for paying customers
Recovery batch
We prepare up to ten of your unfiled OEM warranty claims, and denied or short-paid ones where you confirm that your OEM agreement lets you share the notice, into submission-ready packages. We return them within 2 business days of receiving the documents by email.
Each package holds only what your repair order, technician notes, photos, serials and hours, and the OEM material you send and may share, support. We prepare each claim from those documents by copying, arranging and looking up; a package never contains a fact that is not in your documents. Each package has:
- a field-by-field entry sheet transcribed from the repair order, with the causal part, labour and parts fields, serial and hours;
- a complaint-cause-correction narrative in which every sentence restates your repair order or technician notes; we never write a cause the technician did not record;
- codes looked up only in the OEM material you send; where there is no matching entry, the field is left for you to enter and the claim is marked MISSING, never guessed;
- an evidence index, missing-item flags and a question list;
- the days since the repair against the filing window shown in your own OEM material, or "window not stated" where it shows none;
- a READY, MISSING or EXCEPTION status;
- for a denied or short-paid claim, the documentary reason its notice names, with the missing item supplied from your documents: the claim is re-prepared for refiling with the item the notice names.
A second reading checks each claim. A claim whose codes still conflict after the second reading is returned EXCEPTION, with both readings and the fields for you to enter. A claim past the window in your material is prepared only if you ask; it is marked EXCEPTION ("past the window in your material") and never described as likely to be paid.
Lines for which we prepare unfiled claims only. For John Deere, Case IH, New Holland, CASE CE and Manitou, Gehl or Mustang lines, we never ask for or accept OEM-system documents: code tables, labour-time references, denial or short-pay notices or remittance statements. For those lines we prepare unfiled claims only, from your own records. Code fields are left for you to enter, and the filing window is flagged "window not stated".
What you send us, and when. Once, after you accept the order, by email as attachments or replies:
- for each claim: the closed repair order, technician notes, photos, model, serial and hours;
- for a denied or short-paid claim on a line other than those named above: the denial or short-pay notice, only where you confirm that your OEM agreement lets you share it;
- the OEM's claim-coding or labour-operation references and filing window for your lines, only where you confirm that your OEM agreements let you share them, and never for the lines named above. Where you send none, the code fields are left for you to enter.
After delivery: the amount the OEM paid on each claim we prepared, as you report it from your own records (your posting of the payment against the repair-order or claim number, or the OEM's remittance line where you confirm you may share it). We ask for it by email 30 days after the packages are delivered.
How the packages are used. 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 a claim. You review each package, submit it in your own OEM portal and certify it as your OEM requires.
Monthly claim preparation
After a first paid batch, you may order weekly preparation of your new warranty claims from the closed repair orders and other records you email, up to 50 claims a month. Each package is returned within two business days of receiving the documents by email, with deadline and missing-item flags, under the same rules as a Recovery batch, including the lines named above. It also includes:
- a status sheet (prepared, submitted, paid, short-paid, queried) built from the payments you report from your own records, sent weekly by email;
- short-paid or queried claims re-prepared for refiling with the item the notice names, at no extra charge, where you may share the notice; these do not count toward the 50 claims;
- your packages and documents, kept for you for three years and returned on request.
If you send a 51st new claim in a month, it is held, and we offer you an extra block of up to 20 claims at USD 600, billed only with your consent by email, or waiting for next month's allowance. Monthly claim preparation is a separate order with its own order form.
What's not included
- No logging into OEM portals or the dealer's DMS, and no submitting of claims (the dealer submits)
- No diagnosing machines and no deciding whether a repair is covered or what an OEM owes (the dealer chooses which repairs to claim; the OEM decides payment)
- No reading of warranty contracts or dealer agreements
- No extended-warranty products, machine registration or OEM audit preparation
- No deciding whether a repair is covered or a denial was right; no appeals that argue the OEM's warranty policy, a dealer agreement, a state statute or goodwill; no writing a cause the technician did not record; no advice on which repairs to claim or on labour or parts rates
- No asking for or accepting OEM-system documents (code tables, labour-time references, denial or short-pay notices, remittance statements) for John Deere, Case IH, New Holland, CASE CE and Manitou, Gehl or Mustang lines; for those lines only unfiled claims are prepared, from the dealer's own records
- No telephone calls, upload links or shared links: we work by email
Prices and billing
All prices are in US dollars and exclude any sales tax that applies by law. We bill only the events this section names; our own errors, retries and failed checks are never billed. We do not ask for payment details before you accept an order, and we start paid work only after you accept it as described in "How orders are made".
Recovery batch: 20% of what the OEM pays on the claims we prepare, as you report it from your own records, for claims submitted within 60 days of the package's delivery (for a short-paid claim, of the amount paid above the earlier payment on the notice you sent), nothing if the OEM pays nothing; further batches on the same terms.
These terms decide each fee:
- Billable result. The amount the OEM paid on a claim we prepared, as you report it from your own records: your own posting of the payment against the claim's repair-order or claim number, or the OEM's remittance line where you confirm you may share it.
- Attribution. The payment is matched to our package by repair-order number, claim number or serial, and counts only for a claim submitted within 60 days of the package's delivery.
- Baseline for a short-paid claim. The earlier payment shown on the notice you sent with the claim. The fee is 20% of the amount paid above it. This applies only where you may share that notice, so it never applies to the lines named in "What we do for paying customers".
- Zero results. Nothing is owed on a claim the OEM pays nothing on.
- Reversals. An invoice line is removed only if it is not on the OEM's statement, as your own records show, or the OEM later charges back that payment. The fee on a reversed amount is credited on your next invoice.
- Payment reports. You report the payments on claims we prepared. We ask by email 30 days after delivery.
- Collection. We send each invoice by email from john@warrantyclaimprep.com when you report a payment. It is paid by ACH or wire within 15 days to the account named on the invoice, and payment instructions come with the invoice. The OEM pays you; we never hold your money.
Monthly claim preparation: USD 1,500 a month for up to 50 claims, invoiced by email monthly in advance and paid by ACH or wire within 15 days; cancel with 30 days' notice by email. It is offered only after a first paid batch.
We never bill: a claim the OEM pays nothing on; a payment on a claim submitted more than 60 days after the package's delivery; a payment that does not match a claim we prepared; the part of a short-paid claim the OEM had already paid; an amount the OEM charges back (its fee is credited); the line sheet, the packages or the question lists themselves; a claim returned EXCEPTION or MISSING that the OEM does not pay; or any month of Monthly claim preparation that starts after your cancellation takes effect or while it is paused.
Automatic renewal
Monthly claim preparation renews automatically. Monthly claim preparation is billed at USD 1,500 a month for up to 50 claims every month and renews automatically until you cancel. Your first charge for it is on the day you accept its order form: each month is invoiced by email in advance, and paid by ACH or wire within 15 days. We start it only after you have replied to its order confirmation with the words "I agree to automatic renewal", separately from accepting the rest of the order, and we keep that reply for at least 3 years, or for 1 year after the plan ends if that is later. When it starts, we email you these terms and how to cancel. We email you at least 30 days before any change to its price, and at least once a year we email you its price, how often you are charged and how to cancel.
To cancel, reply CANCEL to any email from us, or email hello@warrantyclaimprep.com with the word CANCEL. No call, form or reason is needed, and we confirm the cancellation by email within one business day. Cancellation takes effect 30 days after we receive your notice. A month that starts before then is invoiced in advance as usual and its claims are still prepared; no month that starts after then is invoiced.
To pause instead, reply PAUSE. While Monthly claim preparation is paused we do no work on it and charge nothing for it. It restarts only when you reply RESUME; if you have not replied RESUME within 3 months, it ends without any further charge.
Cancelling an order
You may cancel a Recovery batch at any time by replying CANCEL to any email from us, or by emailing hello@warrantyclaimprep.com with the word CANCEL. No call, form or reason is needed, and we confirm the cancellation by email. We then prepare no further packages for it. A package already delivered stays billable under "Prices and billing" if you submit its claim within 60 days of delivery and the OEM pays; nothing else is owed. If no package was delivered, nothing is owed.
Guarantees and refunds
Every guarantee we offer, with its conditions, and our refund rule are on our guarantee page at https://warrantyclaimprep.com/guarantee. A promise that is not on that page or in your order confirmation is not a guarantee we make.
How orders are made
We send you an order form by email from john@warrantyclaimprep.com. It states what we will do, the price and the guarantee that apply. An order is made when you reply to it with your full name, your title, your company's name and the words "I agree"; that reply is your electronic signature on the order form. The order form and these terms are our whole agreement for that order; if they differ, the order form applies.
Your responsibilities
You confirm that the information and files you send us are accurate and that you have the right to give them to us for the work you order. You use what we deliver in compliance with the laws that apply to you.
The reply that accepts an order comes from your dealership's own business address, from its owner or dealer principal. By accepting, you confirm that you send us only material your OEM agreements allow you to share with us. You send us only your own records for the lines named in "What we do for paying customers", and no OEM document for them.
You choose which repairs to claim. You review each package before you submit it, submit it in your own OEM portal and certify it as your OEM requires. You report the OEM's payments on claims we prepared from your own records when we ask, and pay each invoice within 15 days.
Your material and our work
You keep all rights in the material you send us. Once you have paid for an order, what we deliver under it is yours to use and change. We keep the right to reuse our general methods and know-how, but not your material or your deliverables. How we handle personal information is described in our privacy policy at https://warrantyclaimprep.com/privacy.
Confidentiality
We keep the non-public information you send us confidential, use it only to do your work, and share it only with the kinds of service providers our privacy policy names. This does not cover information that is public or that you have told us we may share.
No promise of results
We promise the work described in your order, not a business result such as replies, meetings, sales or revenue, unless a guarantee on our guarantee page says otherwise. Estimates, examples and benchmarks we share are not promises.
We do not promise that the OEM pays any claim we prepare, or any amount: the OEM decides. A READY status means only that the package holds every field your documents support, not that the claim will be paid. We do not say whether a repair is covered or a denial was right.
Limitation of liability
Apart from the work described in your order and the guarantees on our guarantee page, we make no other warranties, express or implied. The free line sheet is provided as is.
Except for amounts you owe for work delivered, each party's total liability arising out of or relating to these terms or any order is limited to the amount you paid us under the order concerned in the 12 months before the claim arose. Neither party is liable for indirect, incidental, special or consequential losses, or for lost profits, revenue or data, even if told they were possible. Nothing in these terms limits liability that cannot be limited by law.
Ending an order
Either of us may end an order that is not yet finished, by email, if the other seriously breaks these terms and does not fix it within 15 days of being told. You then pay for the work delivered up to that point, and we refund what you paid for work not delivered.
Changes to these terms
We may change these terms by publishing a new version on this page with a new effective date. An order keeps the terms in force when it was made. For a plan that renews automatically, we email you any change at least 30 days before it applies to you, and you may cancel before then.
Governing law and disputes
These terms and every order are governed by the laws of the State of Delaware, without regard to its conflict-of-law rules. Before either of us starts a legal claim, we try for 30 days to settle the matter by email. A claim that is not settled is brought only in the state or federal courts located in Delaware, and both of us accept their jurisdiction.
General
You may not transfer an order to someone else without our agreement by email. If a court finds part of these terms unenforceable, the rest still applies. Notices under these terms are given by email: ours come from john@warrantyclaimprep.com, and yours go to hello@warrantyclaimprep.com.
Contact
Warranty Claim Prep, a service of Internet Physics, Inc.
Email: hello@warrantyclaimprep.com