Asset Warranty Claim Log Template

Track every warranty claim from filing to resolution. This template helps maintenance and procurement teams record what was claimed against a manufacturer or vendor, follow the claim through review, and document the outcome. Claims no longer sit in email threads where they are easy to lose.

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Riverside Ops
Warranty Claims
Warranties
Assets
Vendors
Asset Warranty Claim Log$14,860 claimed · 4 open MRJLTKClaims BoardNew claim
AskSearchFilterSortGroups (6)
Draft(1)
Ice machine compressor
Hoshizaki
Repair
$1,240
Submitted(2)
RTU 3 condenser fan
Carrier
Replacement
$3,480
Dock leveler hydraulics
Rite-Hite
Repair
$2,150
Under Review(1)
Walk-in cooler door gasket
Kolpak
Replacement
$390
Approved(3)
Combi oven control board
Rational
Refund
$2,760

How the Asset Warranty Claim Log Workflow Works

Draft the claim

Create a claim with the Asset, Vendor / Manufacturer, Claim Type (Repair, Replacement, or Refund), Issue Description, and Amount Claimed.

RTU 3 condenser fanDraft
AssetRooftop unit 3
VendorCarrier
Claim TypeRepairReplacementRefund
Amount Claimed$3,480.00

File and follow up

Record the Date Filed and Claim Reference Number, then move the claim through Submitted and Under Review.

RTU 3 condenser fan
DraftMar 03
SubmittedCL-88214 · Mar 05
Under ReviewCurrent
Approved or Rejected

Close it out

Mark the claim Approved, Rejected, or Resolved, and record the Resolution and Resolution Date.

Combi oven control boardResolved
StatusResolved
ResolutionFull refund issued by vendor
Resolution DateMar 11, 2026

Benefits of This Asset Warranty Claim Log Workflow

  • Fewer abandoned claims

    The Claims Board shows every claim by status, so claims waiting on a vendor stay visible.

  • Warranty value is recovered

    Amount Claimed and Warranty Expiry Date are on every claim, so teams know what is at stake and when coverage ends.

  • A record of vendor outcomes

    Resolutions and Attachments stay with each claim, showing how each manufacturer or vendor handled past claims.

What’s Included in This Workflow

Claim records

One card per claim, with Claim Title, Claim Type, Claim Reference Number, Date Filed, Warranty Expiry Date, Issue Description, Amount Claimed, Resolution, and Attachments.

  • Claim Type
  • Claim Reference Number
  • Warranty Expiry Date
  • Amount Claimed

Claim status tracking

Status options for Draft, Submitted, Under Review, Approved, Rejected, and Resolved.

  • Draft
  • Submitted
  • Under Review
  • Approved
  • Rejected
  • Resolved

Board and list views

A Claims Board and a List View, both organized by status.

  • Claims Board
  • List View

Customize the Workflow for Your Team

Add fields such as an approved amount or a replacement part number. Connect the Asset and Vendor / Manufacturer fields to your existing Assets and Vendors workspaces so each claim links to the equipment and supplier involved. Coast AI can add follow-up reminders for claims under review or a view of claims by vendor.

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FAQs About Asset Warranty Claim Log

What happens when I add this workflow to Coast?

Coast creates an Asset Warranty Claim Log workspace with claim fields, Status options from Draft to Resolved, a Claims Board, and a List View.

How can Coast AI help with this workflow?

Coast AI can add fields, create views, set up automations, and answer questions such as how much was claimed from a vendor this year.

How is this different from the Warranties workflow?

The Warranties workflow tracks the coverage on each asset. This workflow tracks the individual claims filed against that coverage.

Can I import past claims?

Yes. Import past claims from a spreadsheet, or ask Coast AI to help map your columns.

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