Warranties

Warranties helps your office track what is still covered before quoting a return visit, replacement part, or labor repair.

Use it for manufacturer, workmanship, parts, labor, and extended warranty promises that need dates, providers, coverage notes, and expiration warnings in one place.

This screenshot shows the Warranties enablement state. Administrators can turn it on from Settings → Features when it is available on the account.

When to use this

Use Warranties when your team needs to answer questions like:

• Is this repair still covered by a manufacturer or installer warranty?
• Which provider, policy number, or confirmation should the office reference?
• Does the customer have separate parts and labor terms with different dates?
• Which warranties are expiring soon enough to need a reminder or proactive follow-up?
• Was a warranty voided because the customer or provider changed the terms?

This is different from a maintenance contract. A maintenance contract schedules recurring service; a warranty records coverage that may pay for or limit a future repair.

Before you start

• Confirm Warranties is included in your ToolbagCRM plan.
• Open Settings → Features and enable Warranties.
• Decide how your office names warranty rows, such as Carrier heat exchanger, One-year labor warranty, or Water heater tank warranty.
• Gather provider names, policy numbers, start dates, expiration dates, and coverage notes from install paperwork.

Add a warranty

1. Open Warranties.
2. Select Add warranty.
3. Enter a clear warranty name.
4. Choose the warranty type: Manufacturer, Workmanship, Parts, Labor, or Extended.
5. Add the provider and policy or claim number when you have one.
6. Link the warranty to the customer and job when those records are known.
7. Enter the start and expiration dates. Leave Expires blank for a lifetime warranty.
8. Use Coverage description for what is covered and what is excluded.
9. Save the warranty.

The Warranties page separates active, expiring, expired, and voided records so dispatchers can quickly check coverage before quoting a repair.

Settings

Open the Warranties setup page from the plugin settings link to set account-wide defaults:

• Reminder lead time — how many days ahead a warranty counts as expiring soon. The default source behavior is 30 days.
• Default type — the warranty type used when a new warranty does not specify one. The default is Manufacturer.
• Default coverage term — the number of months to apply when a new warranty does not have an explicit expiration date. Use 0 to keep new warranties open-ended by default.

Void a warranty

Void a warranty when coverage should no longer be treated as active, such as:

• unauthorized modifications,
• missed required maintenance,
• provider cancellation,
• duplicate or incorrect warranty entry.

For normal expiration, let the expiration date pass instead of voiding it. Voiding keeps the warranty out of the active list and records the reason in the notes trail.

Tips

• Model parts and labor as separate warranty rows when the terms differ.
• Put manufacturer registration confirmations in Notes so the office can find them during a callback.
• Keep coverage descriptions plain-language enough for dispatchers to understand during a customer call.
• Review the expiring list regularly so renewals or customer reminders do not surprise the team.

Troubleshooting

A warranty shows as expired

Check the Expires date. Active warranties with a past expiration date are treated as expired; update the date only if the provider renewed or corrected the coverage.

A lifetime warranty should not expire

Edit the warranty and leave Expires blank. ToolbagCRM treats a blank expiration date as lifetime coverage.

Related articles

• Scheduling
• Plugin guides
• Customers
• Jobs