Never miss a warranty claim window
Track warranties and asset coverage across your equipment, with reminders before each expires so you can claim, renew, or replace on time.
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Coverage you paid for and then forgot
Warranties are unusual among tracked dates because missing one costs you money you have already spent. The coverage was purchased, often at meaningful expense, and it simply goes unused because nobody knew it was still in force when the equipment failed — or knew it was about to end while there was still time to extend it.
The pattern is consistent across organisations. An asset is purchased, the warranty documentation is filed, and three years later when the unit fails the first question is whether it is still covered. Finding out requires locating a purchase date and a document nobody has looked at since. Often the effort exceeds the value of the claim, so the claim is not made.
Extended coverage and service plans have the opposite failure: they renew or lapse on dates that nobody tracks, so organisations either pay for coverage on equipment they have retired, or lose coverage on equipment they still depend on.
Sound familiar?
- A warranty expires days before you'd have claimed it
- Nobody knows which assets are still covered
- Extended-warranty renewals are forgotten
- Purchase and coverage records are scattered
How ExpiryLedger protects your claim window
Reminders before coverage ends
Know a warranty is expiring while there is still time to inspect the asset, make a claim, or extend the coverage.
Purchase documents attached
Store the invoice, warranty certificate, and serial number with the record so a claim can be filed without a search.
Custom fields for asset detail
Record serial numbers, model, supplier, and purchase date as structured fields that make claims straightforward.
One-off and recurring coverage
Track fixed-term warranties that simply end alongside service plans that renew, each behaving correctly.
Assigned owners per asset
Assign equipment to the person or site responsible so the right people are notified before coverage lapses.
Asset coverage reporting
Export a dated view of which assets are covered, expiring, and out of warranty for planning and budgeting.
Every warranty and coverage plan
- Equipment warranties
- Manufacturer coverage on plant, machinery, and tools, typically fixed-term from the purchase date.
- IT hardware warranties
- Server, network, and endpoint coverage where replacement inside the window avoids capital spend.
- Vehicle warranties
- Manufacturer and extended coverage across a fleet, often with mileage as well as time limits.
- Extended warranties and service plans
- Purchased coverage that renews or lapses on its own schedule independent of the original warranty.
- Maintenance agreements
- Scheduled service contracts on HVAC, lifts, and building systems that require renewal to remain in force.
- Building and installation guarantees
- Workmanship and installation guarantees with defined periods during which defects can be claimed.
Who tracks warranties in ExpiryLedger
Facilities and maintenance teams
Know what is still covered before authorising a repair or replacement.
IT asset managers
Track hardware coverage across the estate so replacements are claimed rather than purchased.
Fleet managers
Keep vehicle warranty and service plan dates visible alongside registration and inspection cycles.
Operations and finance
Plan capital replacement against actual coverage end dates rather than assumptions.
Track every warranty and asset
Frequently asked questions
How do I track a warranty that does not renew?
Set the renewal cycle to one-off. The item is tracked with its coverage end date and reminders fire normally, but it will not roll forward — instead it closes out when you mark it complete, which matches how a fixed-term warranty actually behaves.
Can I store the purchase invoice and warranty document?
Yes. Attach both to the record. Because a claim usually requires proof of purchase and the warranty terms, having them stored against the coverage end date removes most of the friction from filing one.
Can I record serial numbers and model details?
Yes, using custom fields. Define fields such as serial number, model, supplier, and purchase date for your warranty category so every record carries the detail a claim will require.
What about warranties limited by usage as well as time?
ExpiryLedger tracks dates rather than usage, so for coverage limited by mileage or run hours the date is tracked normally and the usage limit is recorded in a custom field or the notes as context for whoever reviews it.
How far ahead should reminders be set?
Far enough to inspect the asset and decide whether to claim or extend — typically 60 to 90 days. Because the value of a warranty is highest just before it ends, an early reminder is what makes the coverage useful.
Can I see which assets are out of coverage?
Yes. Archived and expired items remain in the system and can be filtered, and exported reports show current status across every asset, so you can distinguish what is covered from what is not when planning replacement.
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