Warranty Claim Builder & Submission Packet
Build an internal tool that gathers everything a manufacturer warranty claim needs, checks it for completeness, gets a clerk's approval, exports a clean submission packet, and tracks the claim all the way to credit.
A login-protected tool where you start a warranty claim, gather the required fields and proof photos, run a completeness check against each manufacturer's rules, have a clerk approve it, export a ready-to-submit packet, and track the claim to approved/denied/credit.
Before you start
- A free Supabase account
- A free Vercel account
- A free Resend account
- A list (CSV or Google Sheet) of your work orders, assets/serials, and each manufacturer's claim requirements
The problem this kills
Manufacturer warranty claims fail for boring reasons: a missing serial number, no install date, the wrong photo, a part code that doesn't match, or a claim filed one day past the deadline. Every manufacturer wants something slightly different, and the rules live in someone's head or a dog-eared binder. So claims bounce, credits go uncollected, and your clerk spends hours chasing the same five fields across emails, work orders, and a phone camera roll.
Meanwhile the money is real. A pile of unfiled or rejected claims is cash your business already earned and never collected.
This tool turns that scramble into a clean, repeatable process: start a claim, collect exactly what that manufacturer requires, prove it's complete before anyone hits submit, and watch it through to credit.
What you'll build
A small, private web app for your warranty desk that:
- Lets you start a claim from a work order, asset/serial, and the parts used.
- Knows each manufacturer's required fields, required documents, and filing deadline, and runs a completeness check so nothing goes out half-finished.
- Lets you attach proof photos and documents (the failed part, the nameplate, the install paperwork) stored securely.
- Puts a warranty clerk approval gate in front of every submission - the tool drafts, a person reviews and approves, then it exports.
- Exports a submission packet (a clean CSV plus links to the photos) in the exact shape the manufacturer expects.
- Tracks each claim through submitted, approved, denied, and credit received - so you can see the money come back.
- Guards against duplicates so the same failure can't be claimed twice.
What's inside the Implementation Plan
The plan is a runbook you paste into an AI coding agent (Claude Code), which then builds the tool with you step by step - no coding experience required.
It opens by interviewing you about your business - your current claim process, the systems and spreadsheets you use, how your serials and part codes are actually formatted, your volumes, each manufacturer's rules and deadlines, and your messiest edge cases. It then reflects a short tailored spec back to you for a thumbs-up before building anything, so the finished tool fits how you work - not a generic template.
From there it walks through logins, the database, the claim form, the completeness engine, photo uploads, the approval gate, the export packet, status tracking, and email alerts - each step ending with a ready-to-paste prompt.
The governance it includes (this is the point)
- Login so only your team can open the tool.
- Row-level security so each user only ever sees their own organization's claims.
- A full audit trail - who changed what, and when, on every claim.
- A hard human-in-the-loop approval gate - a clerk must review and approve a complete packet before it can be exported or marked submitted.
- Duplicate guards keyed on serial number + failure date so the same claim can't be processed twice.
Who it's for
Warranty clerks, service managers, and parts coordinators at field-service, HVAC, appliance, equipment, and dealer businesses who file manufacturer warranty claims and are tired of bounced claims and uncollected credits.
You've got this - paste the first prompt and let the agent interview you.