Warranty Claims Processing for Dealerships
Your Techs Did the Work.
A Team That Files It Right Makes Sure You Get Paid for It.
Every warranty repair your store performs has to be filed as a claim, correctly, completely, and on time, before the manufacturer pays you a dime. Get one detail wrong and that claim is denied, delayed, or quietly written off. The repair still happened. The payment just didn’t.
For most dealerships, this all-important job lands on one warranty admin who’s already buried, or gets squeezed in between a dozen other tasks. That’s why claims slip, denials pile up, and money your techs already earned walks out the door. QB Business Solutions handles the entire claims process as your dedicated remote warranty team, so every repair turns into money in the door, without adding a single person to your payroll.
Why This Is Harder Than It Looks, and Why That Costs You
Warranty claims aren’t a formality. Every manufacturer has its own rules, its own codes, and its own reasons to reject a claim, and those rules change. A single missed op code, an unmatched labor operation, a gap in the documentation, and a legitimate repair gets denied. Denied claims don’t just disappear; they have to be caught, corrected, and resubmitted, aging on your schedule and choking your cash flow the whole time.
Now consider who’s carrying that in most stores: one admin, stretched across a full workload, with no backup when they’re out and no time to review every RO before it’s filed. When that person goes on vacation, gets sick, or quits, the claims stop cold, and the backlog that builds up is money sitting still. This is the quiet leak in fixed operations that most dealers never see on a report: not one big loss, but denied and delayed claims, month after month, on work that was already done.
That’s the gap QB closes.
Why Dealers Prefer QB
QB isn’t software you’re left to run yourself, and it isn’t one more person to manage. We act as your dedicated remote warranty admin team, handling the entire claims process inside your system so nothing slips through the cracks.
- Every claim reviewed before submission — we catch the errors that cause denials before the claim goes out, not after it bounces back
- A team, not a single point of failure — your claims never stop for vacation, illness, or turnover
- Brand-required training maintained for you — we stay current on every manufacturer’s shifting warranty requirements so you don’t have to
- Full transparency — a monthly report shows you exactly where every claim stands
- How It Works
- Daily Submission — Every RO invoiced yesterday is processed the next business day. No backlog, no aging claims.
- Review & Vetting — Every repair order is reviewed for compliance with brand-specific guidelines before it's submitted.
- Flag & Resolve — ROs that need more information are sent back to your team through our proprietary system, so nothing stalls in a black box.
- Credit Memo Posting — We post credit memos quickly and accurately as soon as funds are released, freeing up your team's time.
- Full Reconciliation — You get a clear monthly breakdown of all required JVs, plus a regular audit that flags any RO aging past 30 days so nothing falls through the cracks.
- The Monthly Service Report
Every month, your dealership receives a complete summary of the preceding month, including:
- Warranty sales by cycle and first-time approval rate
- Aged warranty dollars and total JV adjustments
- Full age detail of your schedule
- Areas of concern and compliance opportunities to maximize your warranty dollars
You always know exactly where your warranty claims stand.
What QB Claims Processing Does for You
Get more claims paid the first time. Every RO is reviewed and vetted before submission, driving a 97%+ first-submission approval rate, so you stop losing legitimate claims to preventable mistakes.
Get paid faster. Claims submitted in 2 days or less keep your cash flow moving instead of aging on your schedule.
Stop losing claims to turnover. Because QB runs as a team, your filing never stops when someone’s out, no gaps, no backlog, no scramble to catch up.
Add zero payroll. You get an entire warranty claims operation without hiring, training, or covering for an in-house admin.
We Can Work With All Automotive Manufacturers
DMS We Work With
Stop Losing Claims to Turnover, Delays, and Denials
See how QB can process your warranty claims faster, cleaner, and with zero added payroll.
Frequently Asked Questions
You get a full team of trained admins for less than the cost of one in-house hire, with no turnover, no vacation gaps, and no training to manage. Your claims never stop.
Yes. As your remote warranty admin, QB works directly within your DMS to process your claims, handling the day-to-day filing for you, just as an in-house admin would.
Every RO invoiced the previous day is processed the next business day, an average of 2 days or less to submission, versus an industry norm of 5–7.
97% or above, compared to a typical dealership rate around 80%. Every RO is reviewed and vetted for brand compliance before submission.
We flag it and send it back to your team through our proprietary system, so it’s resolved quickly instead of sitting unsubmitted.
We flag it and send it back to your team through our proprietary system, so it’s resolved quickly instead of sitting unsubmitted.
Yes. Our admins complete all brand-required warranty courses to keep your dealership’s submissions compliant.
Nothing changes. Because QB handles your claims as a team, there are no gaps from turnover, vacation, or sick days, your submissions keep moving no matter what’s happening in your department.
Every RO is reviewed and vetted before submission. We proactively catch the details that get claims denied, tech punch time, rental coverage, safety recalls, sublet support, documentation gaps, and correct OP code selection, before they become problems.
Yes. You get a monthly service report with a complete summary of the preceding month, warranty sales by cycle, first-time approval rate, aged warranty dollars, and any areas of concern, so you always know exactly where your claims stand.
Yes. Beyond processing, we identify time that often goes unclaimed, justifying additional work when technicians go beyond standard procedure and securing diagnostic hours with proper documentation and tech punch detail.
Elevate your Warranty Claims with our Customized Platform.
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