How to better manage the fleet warranty recovery process.

For fleet managers worldwide, unexpected breakdowns and repair costs are an unfortunate reality. What many don't fully realize, however, is the significant financial drain that goes unaddressed due to unrecovered warranty claims. These "unrecognized savings" can quietly erode your budget, impacting your bottom line and hindering your operational efficiency.

This article will walk you through the steps of a robust warranty management process and how the Trimble TMT Warranty Recovery module for Trimble TMT Fleet Maintenance can transform your approach to recovering these valuable, often-overlooked funds. By the end, you'll have a clear understanding of how to turn what was once a hidden expense into a strategic revenue stream, significantly improving fleet management.

The warranty management recovery process: a snapshot.

Fleet warranty recovery is about more than just ensuring a faulty part gets replaced; it's about recovering the costs associated with that replacement, including labor, shipping, and any other incurred fees. But before diving into the specifics of how the TMT Warranty Recovery module empowers your recovery efforts, let's outline the core steps involved in a successful fleet warranty management process:

1. Identify warranty coverage: Knowing what's covered, by whom, and for how long is the crucial first step.

2. Documentation: Meticulous record-keeping of repairs, parts, and warranty details is paramount for successful claims.

3. File warranty claim: Submitting accurate and timely claims according to vendor-specific protocols.

4. Coordinate repairs: Managing the repair process in a way that aligns with warranty requirements.

5. Track claim status: Monitoring the progress of each claim to ensure timely reimbursement.

6. Recover costs: Receiving and reconciling the recovered funds.

7. Maintain records: Continuously updating your warranty database for future reference and analysis.

How TMT Warranty Module empowers your warranty reimbursements.

The TMT Warranty Recovery module leverages the power of VMRS (Vehicle Maintenance Reporting Standards) coding to meticulously build specifications for your units and assets, making it easy to identify which systems, assemblies and parts are covered under various fleet warranty programs.

With TMT Warranty Recovery Module, you gain a controlled platform to:

• Effortlessly identify coverage durations: Easily track the start and end dates of coverage for all your units and assets.

• Define coverage terms with precision: Combine three variables: time, odometer/kilometers and hours to specify, for example, a warranty valid for "36 months or 36,000 miles or 2,000 operating hours," whichever comes first. This flexibility ensures you capture every possible claim based on actual asset usage.

• Receive proactive alerts: As vehicle and fleet maintenance repairs are scheduled or conducted, get interactive alerts at multiple levels. These critical notifications highlight potential warranty parameters, guiding your team to the most cost-effective course of action based on the applicable warranty type and vendor protocols.

• Anticipate expirations: TMT offers robust reporting methods to identify warranties nearing their expiration. This allows you to proactively address potential issues or pursue adjustments with suppliers, uncovering additional avenues for savings.

• Optimize parts catalogs: Beyond tracking time, odometer, and hour meters, the parts catalog in TMT helps you predetermine the expected lifecycle of an item. This invaluable insight empowers you to negotiate better warranty terms with your suppliers, further enhancing your cost recovery efforts.

Leveraging fleet data for strategic warranty claim management.

Some might believe suppliers or manufacturers are betting against carriers when it comes to warranties. The good news? Most reputable vendors and dealerships are more than willing to support and provide reimbursements, replacement parts, or compensation—provided you adhere to the basic conditions of each coverage type as it relates to the failures your fleet experiences.

The TMT Warranty Recovery Module streamlines this process, enabling you to:

• Create customizable claims pricing tables: Define individual or base claims pricing Tables for every supplying vendor. This allows you to precisely outline what is reimbursable, including part or component costs, labor rates, minimum hour charges, outside vendor repairs, and any other fees or taxes incurred for a warrantable repair. This level of detail minimizes disputes and accelerates reimbursements.

• Uncover overlooked claims: The module actively reviews repair orders and applies warranty parameters to identify potential warranty claims that might have been missed during the initial repair process.

• Generate universal claims forms: Create direct claims on-demand or convert existing repair orders into warranty claims. TMT Warranty Recovery Module generates a Universal Claims Warranty form that is widely accepted, with provisions for pre-authorization, references, and detailed explanations for the repair. This provides a solid basis for submitting and managing claims, categorizing their status, applying payments and reporting on the overall warranty process.

Warranty structure in TMT: a seamless flow.

By transforming manual, often time-consuming, warranty claim management into an effective and efficient digital format, TMT Warranty Recovery Module empowers you to better utilize your time and resources. 

A master file within TMT Fleet Maintenance forms the bedrock of your warranty identification system and includes detailed information on parts, components, unit profiles (assets) and vendor profiles. TMT Warranty Recovery Module expands this foundation to include claims pricing tables and comprehensive claims management. This integrated approach ensures a cohesive and supported cycle from repair to reimbursement.

With TMT Warranty Recovery Module, your mechanics become active participants in the warranty recovery process. They can easily diagnose failures and document them with precision, receive warranty notifications and attach visual evidence directly to a claim. This seamless data transfer from the repair order to the claims form further streamlines the entire process, ensuring all necessary information is readily available for a successful claim.

Think of warranty recovery as a revenue stream.

Every fleet warranty program has specific claims policies and procedures, but by consistently following a proper warranty management procedure, claims are less likely to be denied or delayed, resulting in faster turnaround for payments. Below, we’ve outlined nine key steps to successful warranty recovery as your roadmap to turning hidden costs into tangible revenue: 

1. Commit to warranty recovery: Make it a strategic priority for your fleet.

2. Assign a dedicated team: Designate specific personnel to manage the warranty process.

3. Establish open communications: Foster strong, transparent relationships with all your warranty vendors.

4. Know the compliance requirements: Understand the specific rules and regulations of every warranty program.

5. Establish a clear protocol: Implement a consistent and documented process for filing claims.

6. Keep accurate, real-time warranty records: Maintain a comprehensive and up-to-date asset service history with all warranty details.

7. Track status of every claim: Monitor the progress of each claim diligently and re-file if necessary.

8. Be aware of all warranty terms and expiration dates: Proactively manage your warranties to avoid missing out on potential claims.

9. Claim all reimbursements: Ensure your company recovers every dollar it's entitled to.

Remember, in many instances, you've already paid for warranty protection—it's built into the price of your units, assets, components, and parts. Warranty reimbursement isn't a bonus; it's real money waiting for you to claim it, and you have every right to do so.

Maximize your fleet warranty management process with Trimble.

We enable better fleet management with cutting-edge technology solutions for optimized transportation operations, enhanced efficiency, and connectivity. You owe it to your business to make the most of every dollar spent. But you don't have to navigate the complexities of warranty management alone. When integrated with TMT Fleet Maintenance, TMT Warranty Recovery module provides your fleet with the cutting-edge technology and expertise needed to manage and capture every possible warranty reimbursement dollar across all your units and assets. 

Enhance your existing processes, maximize your financial recovery and provide unparalleled visibility into your warranty landscape with the TMT Warranty Recovery module. 

Contact our team to get a demo and learn how you can make the most of this valuable tool.