Chasing the warranty credit the distributor has not issued
The credit shows up weeks later, or it does not, and nobody is reconciling the memo against what was filed. A compressor claim usually needs a return authorization number before the core ships, proof that the part came from an authorized distributor, the install date, and the serial that ties back to registration. Ship the part without that number on the tag and it sits in a warehouse while the file ages out. The claim and the credit are two separate records, and only one of them gets watched.
The technician photographs the nameplate, then types the model and serial from that photo, usually somewhere with bad light and worse signal.
A field services business is judged on the gap between a customer calling and a technician arriving with the right part. Most of the repeated office work exists to close that gap: booking, dispatching, looking up whether a unit is still under warranty, and finding out what the last technician did.
- ServiceTitan
- QuickBooks Online
- Outlook
When this is the wrong thing to build
Pick something else if most of your parts come off the truck as stock and the claims are small consumable items where the credit barely covers the filing. Chasing credit is worth automating when compressors and coils are in the mix, and dull when it is capacitors.
The constraint that shapes it
Licensing is issued by state and often by municipality, per trade, which means not every technician can legally perform every job in every jurisdiction. More on how this sector works.
A list of things that are missing, worked until it is empty. Read what this shape is, or start from one of these.
- Chasing a compliance file to complete
- Chasing a referral fee through to a closing you cannot see
- Asking for the replenishment before the retainer runs to zero
- Chasing medical records until the set is complete
- Getting a deposition on the calendar of every party
- Turning uncategorised transactions into one question list
- Why was my compressor warranty claim denied by the distributor?
- How long do I have to return a failed part under RGA?
- How do I track warranty credits that never showed on the statement?
- Does a warranty claim need proof of purchase from an authorized distributor?
- Who pays the labor when the part is covered but the visit is not?
Back to field services, or see how this is priced and scoped.