How to track supplier warranty parts and returns
Parts that fail early can often be credited by the supplier, but only if you keep the right records.
- Record the part at install. Note the part, brand, supplier, date and job number on the job record.
- Photograph the label. A photo of the model and serial label saves a lot of searching later.
- Read the supplier terms. Warranty windows and return rules differ. Keep a copy of each supplier's terms.
- Keep failed parts until credit is confirmed. Do not discard a failed part before the supplier has approved the claim.
- Track open claims weekly. List each claim, the date sent and the status.
Common questions
Who pays for the labor on a warranty part?
That depends on the supplier terms and your own agreement with the customer. Spell it out on your quote.
How long should I keep warranty records?
Keep them at least as long as the longest warranty you sold. Ask your accountant about records retention.
See also the contractor guides and free tools.
General information, not legal or financial advice. Verify with your attorney or accountant.
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