Warranty jobs pay slowly and have deadlines. PartsDue keeps every claim in one place with the days left to file.
Mark a job as a warranty job
When you create the job, set Who pays under Appliance. Or on an existing job:
- In the Who pays card, click Warranty job?
- Set Bill to: The customer, Home warranty, Manufacturer warranty or Extended warranty.
- Pick the Warranty company from your list, or type a new one.
- Fill in Dispatch #, Authorization #, Authorization date and Claim # if you have them.
- Claim amount is what you will bill the warranty company. You can leave it empty for now.
- Click Save.
Your list of warranty companies
In Settings then Services and prices, the box Warranty companies and days to file a claim holds one company per line with the number of days it allows, like American Home Shield, 30. PartsDue starts you with a few common ones. Edit the days to match your contracts. A company that is not on the list gets 30 days.
The claim card
On a warranty job the Who pays card shows:
- The company and a status pill, like Not filed yet.
- The deadline, for example "File the claim by Nov 28, 12 days left". It turns red at 5 days or less. If you miss it you see "Claim window closed".
- The dispatch, authorization and claim numbers, Claim amount, Paid so far and Still owed.
- A checklist of what the claim needs: Model and serial recorded, Photo of the model sticker, Photos of the fault and the repair (2 or more) and Repair finished.
The window starts on the date of the last finished visit.
Bill the customer only the service fee
On a warranty job, a new invoice has one line, Warranty service fee, at the job's service call fee. This is usually the customer's deductible. If they already paid it, the invoice is settled.
Creating that invoice also fills in the Claim amount, if it was empty. It adds your labor rate to the price of the parts used. Returned parts and parts supplied by the warranty company are left out. You can change the amount any time with Edit.
File the claim
PartsDue does not connect to warranty company websites. It makes filing fast instead.
- Click Copy claim details. The job number, dispatch and authorization numbers, customer, appliance, model and serial, complaint, error code, cause and repair, visit dates, parts, labor and claim amount are copied.
- Paste them into the warranty company's website.
- Back in PartsDue, click Update claim.
- Set Claim status to Filed and add the Claim #. Filed on is set to today if you leave it empty.
- Click Save.
Track the claim
Use Update claim each time something changes. The statuses are Not filed yet, Filed, Rejected, Filed again, Approved, Paid and Paid short.
When the money comes in, choose Paid or Paid short and enter the Amount paid. Paid on is set to today if you leave it empty. Every status change is logged in the job's activity.
The Warranty claims page
Open Warranty claims in the menu.
At the top, By warranty company shows each company with Jobs, Owed, Paid and Days to pay, the average days between filing and payment. It shows you who pays slowly.
Below are tabs:
- To file. Finished jobs not filed yet, the closest deadline first.
- Waiting for payment. Filed, filed again or approved, with how many days you have waited.
- Rejected. Claims to fix and file again. The deadline still counts.
- Paid. Paid and paid short.
- Not finished. Warranty jobs where no visit is done yet.
Cancelled jobs are left out.
What technicians see
Technicians see who pays and the authorization number, with the note "Collect only the service fee from the customer." They don't see claim amounts or the claims page.