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Unlock hidden savings: 8 strategies for efficient warranty tracking in logistics

Published Date

We previously established that effective warranty management isn't just about paperwork; it's a vital tool for keeping costs down and your fleet operating smoothly. Overlooking your fleet’s warranty processes can lead to missed opportunities and unnecessary expenses that impact your bottom line. Now, we're moving beyond the "why" and diving into the "how." This article outlines practical warranty tracking strategies and tactics your fleet or shop can implement today. Transform warranty tracking from a reactive chore into a proactive driver of efficiency and savings.

The cornerstone of successful warranty recovery and optimized fleet maintenance lies in proactive tracking. By establishing robust systems for managing warranty information, you empower your team to identify potential claims, streamline processes, and ultimately recover more of the money you're entitled to. 

Let's explore eight key strategies to enhance your fleet's warranty management through efficient tracking:

1. Establish centralized warranty data management

    • Strategy: Creating a single, accessible system, such as Trimble TMT Fleet Maintenance, to house all your crucial warranty information is the first step towards effective management.
    • Tactics: This can range from well-organized databases to leveraging dedicated fleet management software. The key is to have one central repository for OEM warranties, extended warranties, component-specific coverage details, purchase dates, and expiration dates.
    • Benefit: Centralization significantly improves accessibility, reduces the risk of data loss, and makes reporting and analysis much easier for your transportation operations. When warranty information is readily available, your team can quickly determine coverage and initiate claims without time-consuming searches through disparate records.

2. Embrace digital documentation and record keeping to track warranties

    • Strategy: Moving away from cumbersome paper-based records to digital formats streamlines your entire maintenance and warranty process, directly benefiting your transportation operations.
    • Tactics: Implementing  Trimble Technician Portal for mechanics to log maintenance, utilizing digital forms for repair orders, and leveraging cloud storage for warranty documents ensures information is captured accurately and is easily retrievable.
    • Benefit: Digital documentation enhances accuracy, accelerates information retrieval, and significantly streamlines the warranty claim processing. More importantly it will “Alert” the technician when a component they are working on potentially has warranty coverage.  No more sifting through stacks of paper – everything is at your fingertips, leading to faster turnaround times and reduced administrative overhead.

3. Integrate fleet warranty data with maintenance schedules

    • Strategy: Linking your warranty information directly with your planned maintenance activities is a proactive approach that ensures applicable alerting and maximizes your coverage.
    • Tactics: Schedule warranty-covered services at the appropriate intervals and meticulously track mileage and usage against warranty limits. Modern fleet management software, like TMT Fleet Maintenance, allows you to integrate these schedules and receive alerts for upcoming warranty expirations, enhancing your transportation operations.
    • Benefit: This integration optimizes maintenance timing, ensures you fully utilize your warranty coverage before it expires, and reduces the likelihood of absorbing unexpected repair or replacement costs that could have been covered. 

“Consider purchasing a warranty that provides some residual coverage at least 6 months past your expected trade out cycle. This way you can offer the used asset with warranty coverage that creates greater residual resale value for your operations.”

Brian Mulshine, Senior Director of Maintenance and TMT Product Management for Trimble

4. Strategically utilize Vehicle Identification Numbers (VINs)

    • Strategy: The Vehicle Identification Number (VIN) is the key to unlocking accurate warranty information and efficient claim submissions.
    • Tactics: Ensure consistent and accurate VIN capture across all your records – from commercial vehicle acquisition to maintenance logs and repair orders. Integrating VIN scanning capabilities into your digital workflows can significantly improve accuracy.
    • Benefit: Accurate VIN utilization leads to faster claim processing, reduces errors in claim submissions, and ensures the correct identification of applicable warranties for each specific asset in your fleet. This seemingly small detail can have a significant impact on your warranty recovery success rate.

5. Prioritize warranty recovery as a daily transportation operation

    • Strategy: Shift the mindset from treating warranty recovery as an afterthought to making it an integral part of your daily operational procedures. Determine your primary vendors and request “In House Warranty” capability to improve your fleets overall efficiency and reduce to TCO.
    • Tactics: Train your mechanics to identify potential warranty issues during routine maintenance and repairs and what suppliers and requirements you have to follow to perform in house warranty. Establish clear protocols for documenting these issues, gathering necessary information (VIN, part numbers, failure codes), and initiating the claim process promptly.
    • Benefit: By making warranty recovery a daily priority, you tap into a significant expense recovery that often goes unrealized. The cumulative effect of actively pursuing even seemingly small claims can have a substantial positive impact on your bottom line while improving your assets total cost of ownership. Furthermore, performing warranty work in-house, when authorized, minimizes downtime by eliminating the need to transport assets to dealerships.

6. Partner with reliable warranty providers

    • Strategy: Choosing warranty providers with a proven track record of reliability and efficient claim processing is crucial for a smooth and profitable experience.
    • Tactics: Whether dealing with OEMs or extended warranty companies, conduct thorough due diligence. Seek reviews, ask for references, and carefully examine the terms and conditions of their agreements. 
    • Benefit: A strong partnership ensures clear communication, transparent claim procedures, and responsive support, ultimately leading to higher claim approval rates and faster reimbursements.

“You can also ask your selling dealership if they have the ability to help provide the warranty filing and recovery for your fleet based on your purchase volume!”

Brian Mulshine, Senior Director of Maintenance and TMT Product Management for Trimble

7. Implement technology solutions for enhanced warranty tracking and recovery

    • Strategy: In today's technologically advanced landscape, leveraging software solutions is essential for optimizing warranty management.
    • Tactics: Consider implementing tools like TMT Fleet Maintenance and Trimble Warranty Recovery. TMT Fleet Maintenance provides a central platform for managing all aspects of fleet maintenance, including comprehensive warranty tracking, allowing you to store crucial warranty information alongside commercial vehicle and component details. Warranty Recovery further automates the claim process with features like automated claim reporting and intelligent claim validation, streamlining the entire workflow.
    • Benefit: These technologies significantly reduce the administrative burden on your team, minimize errors, improve claim accuracy, and ultimately help you recover more of the money you're entitled to.

8. Monitor and report on warranty claim performance

    • Strategy: Tracking key metrics related to your warranty claims provides valuable insights for process optimization and continuous improvement.
    • Tactics: Monitor claim submission rates, approval rates, recovery amounts, and turnaround times. Utilize reporting features within your fleet management software to identify trends and areas where adjustments might be needed.
    • Benefit: Data-driven insights allow you to identify recurring issues, evaluate the effectiveness of your warranty processes, and potentially improve negotiations with OEMs and warranty providers.


Proactive fleet warranty tracking, tangible results

Implementing these key tracking strategies and tactics will transform your approach to warranty management. By centralizing data, embracing digital documentation, integrating with maintenance schedules, strategically using VINs, prioritizing warranty  recovery, partnering wisely, leveraging technology, and monitoring performance, you move from a reactive stance to a proactive one. This shift directly translates to maximizing warranty recovery, reducing overall fleet maintenance costs, and ultimately boosting your bottom line.

At Trimble, we consistently help businesses solve complex challenges with innovative transportation technology that delivers real-world impact. Ready to unlock these hidden savings and streamline your warranty processes?

Contact our team today to explore how TMT Fleet Maintenance with Warranty Recovery can optimize your transportation operations and drive significant financial benefits.