Warranty Tracking That Catches the Claim Before You Pay for It
The costly warranty failure is the quiet one: a repair you paid for that somebody else owed you. KO Fleetz checks cover at the moment a job is raised, holds component warranties from their fitment date, and follows each claim through to the credit actually landing.
You paid for a repair the manufacturer owed you
A gearbox gets rebuilt. The invoice is approved and paid. Four months later, someone opening an old folder notices the driveline cover on that model ran to five years, and the vehicle was in its fourth. Nobody hid anything and nobody was careless. The information existed, as a PDF, in a drive nobody thought to open on the day it mattered.
Warranty is never one date. There is base vehicle cover, a longer driveline term, separate terms on a battery pack or an aftertreatment system, and a supplier warranty on every major component fitted since the vehicle entered service — each one running from the day that component went on, not from the day the truck was bought. The technician about to open the job knows none of this, and there is no reason he should.
The claims that do get raised then die of paperwork. The OEM wants the failed part back, the fault codes, the service history proving intervals were kept, and the claim inside a window measured in days. One of those is missing, the claim goes to the bottom of somebody's list, the window closes, and the repair is absorbed as a maintenance cost that was never yours.
Check cover at the moment the job opens
Warranty terms live as data against the asset and against every component fitted to it, rather than as documents nobody reads. When a job is raised, KO Fleetz tests it: this vehicle, this component, this odometer, this date, these terms. If the repair is potentially claimable, the work order says so on screen before anyone picks up a spanner.
From there the claim has a lifecycle instead of an intention. Raised, submitted, acknowledged, approved or rejected, credited. Evidence attaches as it is generated — fault codes, photographs of the failure, the service history that proves you kept the intervals, the failed part's location. Expiry warnings arrive with time left to act, which is what turns an intermittent fault into a diagnosed claim rather than a repair three weeks after the anniversary.
Two things it will not do. It will not submit the claim into the manufacturer's portal for you, and it will not win an argument with an OEM that has decided not to pay. What it removes is the two failures that are genuinely yours: never knowing a claim existed, and losing a real one because the evidence was incomplete or the window quietly closed.
Capabilities
What KO Fleetz warranty tracking gives your team
Cover held per asset and system
Base, driveline, aftertreatment and battery terms recorded separately with their own durations and distance limits, because they expire on different days.
Claimable-repair flagging
KO Fleetz tests the fault against live cover when the job is raised and marks the work order, so the check happens before the cost is committed rather than after.
Component cover from fitment
A part fitted in service starts its own clock, and the record travels with that component and the position it went on.
Expiry countdown
Warns while cover is still live and while there is still time to diagnose the intermittent fault properly, rather than reporting the miss afterwards.
Claim lifecycle
Every claim carries a state and an owner from raised through to credited, so none of them sits in a personal inbox until the window shuts.
Evidence pack
Fault codes, failure photographs, the failed part's whereabouts and the job record are gathered against the claim as the work happens.
Service compliance proof
Links completed service history to the claim, which is the first thing an OEM asks for and the most common reason a legitimate claim gets refused.
Claimed against credited
Follows what was claimed through to what was actually credited, because an approved claim and money received are not the same event.
Rejection reasons
Keeps why claims failed — window missed, part not returned, interval not evidenced — so the same reason does not cost you a second time.
How it works
How KO Fleetz does it
Step 1: Load the terms
Vehicle and component terms are entered once per model and supplier deal. Real setup work, and unavoidable: the terms live in your contracts, not the software.
Step 2: Let the intake check itself
Every job raised is tested against live cover for that vehicle, that component and that odometer. The flag appears on the work order before the work starts.
Step 3: Gather evidence as you go
Codes, photographs and the failed part's location are captured during the repair, not reconstructed for a claim form a fortnight afterwards.
Step 4: Submit and chase
The claim moves through its states with an owner attached. Outstanding claims and their age sit on a report rather than in somebody's memory.
Step 5: Reconcile the credit
The claim closes when the credit arrives, not when it is approved. The difference between those two is the money most fleets never notice missing.
Outcomes
What changes
- Cover tested before the job is committed
- Checked at intake
- Warnings while the claim is still live
- Before expiry
- Followed through to money received
- Claim to credit
- Rejections recorded, not quietly repeated
- Reasons kept
Frequently asked questions
Because you tell it, and this is the part worth being straight about. Warranty terms come from your purchase contracts and supplier agreements, and somebody has to enter them once per model and per agreement. It is a real afternoon of work. After that it is largely self-maintaining, since component cover starts automatically from the fitment date recorded on the job. Fleets that skip the setup get a module that flags nothing, which is worse than not having it.
No. OEM claim submission runs through each manufacturer's own portal, with their forms, their rules and their authentication, and no fleet system files those on your behalf. KO Fleetz gets you to the portal with everything the form will ask for already assembled and the claim tracked once it is in. If somebody promises you automated OEM submission across a mixed-marque fleet, ask them to demonstrate it on the two marques you actually run.
That is often where the recoverable money is hiding, because supplier warranties on components are shorter, more numerous and far easier to miss than the vehicle's own. A water pump fitted in March carries its own cover from March, on that vehicle, at that position. When the same pump fails in October, the job flags it. Fleets tend to expect the value here to come from big OEM claims and find it comes from a long tail of component ones.
KO Fleetz will show that, including when it is inconvenient. Service compliance is pulled from your own maintenance record, so if an interval was overrun it appears on the claim view before you submit rather than in a rejection letter afterwards. That is genuinely useful even though it is unwelcome: you can decide whether to submit knowing the risk, and the pattern of near-misses tells you which depots are letting intervals slip.
It records the reason and keeps it, which is most of what you can ask. Rejections cluster: the same missing evidence, the same missed window, the same depot not returning failed parts. Seeing that grouped over a year is what fixes the process. For an individual rejection you believe is wrong, you now have the job record, the codes, the photographs and the service history in one place, which is a better starting point for the appeal than a search through folders.
Maintenance cost tracking answers what this fleet spent and where. Warranty tracking answers a narrower and more awkward question: how much of that spend was never yours to pay. They use the same job data and pull in opposite directions — one totals cost, the other tries to remove it from the total by putting it back on a manufacturer. Run cost tracking to understand the bill. Run this to make sure the bill is only your share of it.
Find the claims you have already missed
Bring six months of major repairs and your warranty terms. We will show you which of those jobs would have been flagged as claimable at intake.