Warranty claims and equipment registrations eat up the office's day.
HVAC warranty work is paperwork with a deadline. Each claim and each registration needs the right model and serial numbers, dates, photos and forms, and someone in your office has to chase all of it.
Sound familiar?
- Some warranty claims go smoothly. Others turn into a paperwork nightmare, and you can't tell which until you're in it.
- Every manufacturer wants its own forms, its own portal and its own proof.
- Your office spends an afternoon hunting for a serial number that's sitting in a photo on a tech's phone.
- A registration never got filed after an install, and now nobody is sure what the homeowner's coverage is.
What it costs you
Office hours go to forms, hold times and resubmissions instead of booking work.
Parts credits you never claim are money you never see again. You bought the part, and you eat the cost.
A missed registration can leave a homeowner with less coverage than they expected, and they may look to you about it.
Small claims add up over a season, but nobody sees the total if nobody keeps track.
Why it keeps happening
Every manufacturer runs its own process, with its own forms and deadlines. Nothing carries over from one to the next.
The details are scattered. The serial number is in a photo, the install date is on an invoice, and the failed part is in the back of a truck.
Often only one person knows how to do it. When they're out or buried, claims wait.
And it never feels urgent until it's late. A claim can always wait one more day, until it can't.
Who you'll talk to
You'll be talking with me, Kevin Kirchner, from True Frontier. I'll ask how a warranty claim and a registration move through your shop today, and where they get stuck.
Gathering details, filling in forms and watching deadlines is the kind of busywork that can now come off your office's plate. What fits depends on your shop.
Questions
Is it worth chasing warranty credits on small parts?
That's your call. Each credit looks small on its own, and the only way to know what you're leaving behind is to keep count.
Who should handle warranty paperwork in a small shop?
Whoever does it now probably has another job too. The real question is how much of their week it takes, and what gets pushed aside.
What exactly do you build?
It depends on how you work today; we figure that out on the call.
Related shop headaches
See all shop headaches, or go back home.
Stop losing afternoons to warranty forms
Tell me how warranty claims and registrations get done at your shop now, and who does them. If it's not a fit, you'll hear that from me on the call.