Warranties Template

Keep every warranty on every asset in one place, organized around the moment you actually need it — filing a claim. Each record holds the warranty number, what is covered, the coverage dates, how to submit a claim, and who to contact. Before approving a repair invoice, you can check whether the manufacturer already owes you the work.

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Asset Coverage
Warranties
Assets
Locations
Service Contracts
Work Orders
Vendors
Purchase Orders
Warranties2 pending claim · 41 active MRJLTKTable ViewAdd warranty
Ask Search Filter Sort
Warranty
Type
Covered asset
Expires
Rooftop unit 2 — manufacturer
Manufacturer
Rooftop unit 2
Nov 12
Forklift powertrain — extended
Extended
Forklift 4
Feb 28
Chiller compressor — service
Service
Chiller 3
Jul 01
Generator B — manufacturer
Manufacturer
Generator B
Sep 30
Dock leveler — extended
Expired
Dock leveler 1
Jan 04

How the Warranties Workflow Works

Log Each Warranty

Create one record per warranty with the warranty name and number, the warranty type — manufacturer, extended, or service — and the asset it covers.

New warrantyActive
Rooftop unit 2 — manufacturer
Manufacturer
Warranty no. · WR-44182
Covered asset · Rooftop unit 2
Linked
Status · Active
Active
Location · Bldg A roof

Record Coverage and Dates

Capture what is covered, the start and expiration dates, and the purchase price. Attach the proof of purchase and the warranty certificate to the record.

CoverageExpires Nov 12
Covers · compressor and coil
Start · Nov 12, 2021
Expires · Nov 12, 2026
Proof-of-purchase.pdf
Attached
Certificate.pdf
Attached

File the Claim

Keep the claim procedure and the claim contact on the record itself. Move the warranty through Active, Pending Claim, Expired, Void, or Transferred as its status changes.

ClaimPending claim
Procedure · call, then email form
Contact · Trane warranty desk
Phone · (800) 555-0142
Status · Pending claim
Filed
Filed Mar 11
M. Reyes

Benefits of This Warranties Workflow

  • Check Coverage Before You Pay

    Anyone approving a repair can see whether the asset is still under warranty and what that warranty covers.

  • Claim Instructions Where You Need Them

    The steps to file and the contact to reach are on the record, so a claim does not stall while someone looks for the paperwork.

  • Keep the Evidence Attached

    Proof of purchase and the warranty certificate live on the record, which is what most claims require.

What’s Included in This Workflow

The Warranty Record

Warranty name, warranty number, warranty type, covered asset, and status.

  • Warranty name
  • Warranty number
  • Manufacturer
  • Extended
  • Service
  • Covered asset

Coverage, Dates, and Cost

Coverage description, start and expiration dates, and the warranty purchase price.

  • Coverage
  • Start date
  • Expiration date
  • Purchase price

Claim Handling

How to submit a claim, the claim contact, proof of purchase and certificate uploads, and a list view grouped by status.

  • Claim procedure
  • Claim contact
  • Proof of purchase
  • Certificate
  • Status list

Customize the Workflow for Your Team

Change warranty types and statuses, add fields like claim amount or claim reference number, and adjust the list view to match how your team reviews coverage. Point the asset link at your existing Coast asset workspace. Coast AI can add expiry reminders or a claims log that tracks each claim from filing to resolution.

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FAQs About Warranties

What happens when I add this workflow to Coast?

Coast creates the Warranties workspace with the full record, the warranty type and status options, the claim fields, and a list view grouped by status. Your team can start adding warranties immediately.

How can Coast AI help with this workflow?

Coast AI can customize the record, build reminder and claims processes, and answer coverage questions using the warranties stored in Coast.

Does it tell me when a warranty is about to expire?

The template records an expiration date on every warranty and includes an Expired status. Automatic reminders are not turned on by default — Coast AI can add a reminder or an expiring-soon view for your team.

Can I import my existing warranties?

Yes. Import your existing warranties and attach the certificates rather than entering them one at a time.

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