MANAGE DEALER WARRANTY CLAIMS
“Dealer claims come in as PDFs with serials we have no record of.”
Manage dealer warranty claims on clear rules
Dealer claims often arrive as emailed PDFs with handwritten labour hours and serial numbers you have no record of. Dyrect registers dealer-sold units, collects every claim through one form and keeps validation and reimbursements in the same dashboard.
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How Dyrect solves it
Who does what in a dealer warranty claim
The customer, the dealer and your brand, connected by one ownership record
What changes with Dyrect
Dealer claims today
- Claims arrive by email, phone and PDF
- Labour hours vary for the same repair
- Your brand has no record of dealer-sold units
- Payment goes out before anyone validates the claim
With Dyrect
- Dealers file every claim through one structured form
- Each claim links to a registered unit and owner
- Claims are validated before any payout
- Reimbursements run from the same dashboard as claims
A closer look at each step
1. Register every dealer-sold unit
Give buyers two paths on your registration page: one for online orders and one for buyers who purchased from a dealer or store. Dealer buyers add the dealer, purchase date and serial number, so your brand has its own record of every unit.
Register your air purifierApex Air Purifier 500- Owner
- Alex Kim
- Dealer
- Northside Appliances
- Serial
- APX-5K2M-88QF
- Purchase date
- 3 Mar 2026
2. Collect complete claims through one form
Build a dealer claim form in Dyrect's no-code form builder with the fields your team needs: serial number, repair order number, parts used, labour hours and photos, including a photo of the serial label.
3. Validate before you approve
Dyrect checks the serial and flags invalid, duplicate or expired products. With the registration, coverage and claim history on screen, your team compares the labour billed with your standard repair time before approving.
Dealer claim #318
- Part
- Fan motor
- Labour billed
- 0.5 h
- Photos
- 2 attached
Checked against your records
4. Reimburse dealers from the same dashboard
Approved claims move to dealer reimbursements, managed in the same dashboard as the claims. Every repair and replacement stays attached to the unit's ownership record for future claims and reporting.
- Dashboard
- Registrations
- Service & Claims
- Work Order
- Configurations
Dealer reimbursements
Quick answers
It is a reimbursement request a dealer, retailer or service partner sends to a brand after repairing or replacing a faulty product under the brand's warranty. The customer gets the repair at no cost, and the brand covers the parts, labour or replacement unit.
Through a dealer claim form you build in Dyrect's no-code form builder, with fields such as serial number, repair order number, parts used, labour hours and photos. For a dedicated dealer workspace, the Dealer Portal is available as an Enterprise add-on.
Dyrect checks the serial number and flags invalid, duplicate or expired products. Each claim links to the unit's registration, coverage and repair history, so your team reviews the full context before approving.
Register dealer-sold units to the end customer. Buyers scan a QR code on the product, choose the dealer as their place of purchase and add the purchase date and serial number. Later dealer claims then link to that verified record.
Yes. Dealer and service centre reimbursements are managed in the same dashboard as the claims, so approval and payment stay connected.
It is approval a dealer requests before starting a costly repair. The dealer sends the diagnosis, parts needed and estimated labour, and your team approves or adjusts the request, so major repairs and full replacements stay under your control.
Set a standard repair time for common jobs and pay labour against that time, whatever hours are billed. Require photos and diagnosis notes on every claim, and compare each dealer's average labour per claim with the rest of your network.
The brand pays when the repair is covered by its warranty. Payment usually equals the agreed hourly rate multiplied by the standard repair time for that job, and writing both into your dealer policy keeps payouts consistent.
Yes, when your brand allows it. Brands with a small dealer network often reimburse qualified workshops for covered repairs. In that case, pre-authorization and photo evidence matter even more.
Under EU Directive 2019/771, the seller is responsible for the legal guarantee for at least two years from delivery and can then seek redress from the brand when the fault comes from manufacturing. The brand's own commercial warranty sits on top of that guarantee.
Other goals brands reach with Dyrect
“We add registration cards to every box and almost nobody fills them in.”
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“Customers register their products, but we can't legally email most of them.”
Learn more →
“We keep paying out claims on products we can't verify were ever bought from us.”
Learn more →