MDMSDEALER MANAGEMENT SYSTEM
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Warranty recovery software that pays the claim back to the job

Turn warranty from an inbox into recovered cash — build the claim from a work order's real costed lines, settle it to a supplier credit note, and track recovery by OEM.

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Recover every dollar the OEMs owe you, from the work order to the credit note.

Warranty clerk and technician reviewing a warranty claim and failed part on a workshop tablet
What you getHow it worksModulesQuestions
The problem

What this fixes

For most workshops warranty is an afterthought that lives in an inbox. Claims are typed up from scratch, submitted, and then forgotten, so nobody knows what was claimed, what was approved, or how much was never recovered. Recovery rates by manufacturer are a mystery, a slow-paying OEM is never chased because nobody can see the pattern, and the labour and parts that should have come back as a credit quietly become the cost of doing warranty work.

What you get

Claim from the work order

Import the costed labour and parts straight from a work order into a claim, so the claim reflects the real job rather than a number typed up from memory.

Submit and log correspondence

Move a claim through submitted, approved, rejected and paid, capturing OEM correspondence, counter-offers and failed part numbers against the claim as you go.

Settle to a supplier credit note

Marking a claim paid creates the supplier credit note and writes the recovery back against the work order in one atomic action, so the money and the job reconcile.

Recovery by OEM

An analytics tab compares claimed, approved and recovery rate per manufacturer, so you can see which OEM pays fairly and which one is quietly underpaying.

Failed-part patterns

Repeated failures of the same part across units are surfaced with a recall-review flag, so a systemic problem is caught rather than absorbed one claim at a time.

Claim package PDF

Generate a claim-package PDF with the costed lines and evidence, so submitting to the OEM is a document you can send rather than a form re-typed each time.
End to end

How it works

  1. Build the claim from the job

    Create a claim against the machine and its OEM, then import the costed labour and parts from the work order so the claimed amount matches what the job actually cost rather than an estimate.

  2. Submit and track the response

    Submit to the manufacturer and record the outcome — approved, rejected with a counter-offer, or paid — logging correspondence and failed part numbers against the claim so nothing about the claim lives in an inbox.

  3. Settle and recover

    Marking the claim paid creates the supplier credit note and writes the recovery back to the originating work order in one atomic step, so the recovered amount reconciles against the job it came from.

  4. Watch recovery by OEM

    The analytics tab rolls up recovery rate, unrecovered dollars and average response time per manufacturer, so a slow or under-paying OEM is visible and can be chased instead of quietly costing the workshop.

Recovery that reconciles against the job

Where most dealer systems treat warranty as a claim form bolted onto the side, MDMS builds the claim from the work order's real costed lines and settles it to a supplier credit note that writes the recovery back against that job. Add per-OEM recovery analytics and failed-part patterns, and warranty stops being an inbox and becomes a measured, chased revenue stream.

The modules behind it

Buy only what you use — these are the MDMS modules this solution runs on.

WarrantyService Workshop
MDMS AI · optional add-on

Ask in plain English. Confirm it yourself.

MDMS AI is built into the ERP, not bolted on. Every change is shown as a preview, and nothing is saved until you confirm. Questions are free. Each change you confirm uses 1 Action; a change that fails is returned.

See MDMS AI in action See pricing

  • Warranty

    Ten warranty tasks can be prepared for you to review and confirm, depending on your role.

  • Service & Work Orders

    Check work order status, and have service and PM schedule changes prepared for you to confirm.

Try asking

  • “Which warranty claims are overdue?”
  • “What can you help me with on warranty claims?”

What is available depends on your modules and each user’s role.

Frequently asked questions

What is warranty recovery software?
Warranty recovery software manages OEM warranty claims from creation through submission to settlement, and reports on how much is actually recovered. MDMS builds each claim from a work order's costed labour and parts, tracks the OEM response, settles paid claims to a supplier credit note that reconciles against the job, and reports recovery rate by manufacturer so under-paying OEMs get chased.
Can MDMS build a warranty claim from a work order?
Yes. You create a claim against the machine and its manufacturer and import the costed labour and parts directly from the work order, so the claimed amount reflects the real job rather than a figure typed from memory. You can attach evidence and failed part numbers, and generate a claim-package PDF to submit, keeping the whole claim on one record.
How does MDMS handle claims across multiple OEMs?
Each claim belongs to one manufacturer, so you raise and track separate claims per OEM and a recovery-by-OEM analytics tab compares claimed, approved and recovery rate across brands. Submission is a status change with a logged correspondence trail rather than an electronic portal integration, so MDMS records and manages the claim rather than transmitting it into each OEM's system automatically.
What happens when a warranty claim is paid?
Marking a claim paid creates the supplier credit note and writes the recovery back against the originating work order in a single atomic action, so the recovered amount reconciles against the job that generated it. Because it is one transaction, the credit and the work order's recovery figure can never drift apart from a half-completed settlement.
Can MDMS spot recurring warranty failures?
Yes. When the same part fails repeatedly across units, the failed-part analytics surface the pattern with a recall-review flag, so a systemic fault is caught rather than absorbed one claim at a time. Combined with recovery-rate reporting per OEM, that turns warranty data into something you can act on rather than a pile of individual claims.
Let’s put it together

Ready to try warranty recovery software?

Start a 14-day free trial — no credit card, no implementation fee, no sales call required. Or book a personalised demo with our team to see your workflow in MDMS.

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Built for these industries

Agricultural

From the first quote to the tenth season of service, MDMS runs the machines you sell — build and delivery, hour-based servicing, multi-OEM warranty recovery and the parts behind them.

Trucks, trailers & transport

MDMS runs commercial truck and trailer workshops end to end — new and used sales, body fit-outs as build orders, fleet servicing by the hour, warranty recovery and the parts that fit each chassis.

Construction & earthmoving

Sell it or hire it, then keep it running — MDMS manages earthmoving machines and their attachments through sale, wet and dry hire, damage recovery on return and machine-hour servicing.

Materials handling & forklifts

MDMS runs the forklifts you keep going for customers — planned maintenance by hour meter, recurring service billing, mobile job cards for the van, and the parts to back them.