Managing warranty claims often starts simply: an email here, a spreadsheet there. But as your business scales, that same process starts slowing you down, leading to frustrated customers, burned-out teams, and lost revenue.
If you're feeling that strain, you're not alone.
And the good news?
With a few focused changes, you can dramatically reduce your warranty claim workload, without hiring more people, while improving both customer experience and supplier relationships.
Here’s how to do it, plus real-world proof that it works.
Why Warranty Claims Get So Painful as You Grow
Warranty claim issues usually snowball because of three key gaps:
- Information gaps: missing photos, unclear product info, wrong order numbers
- Process gaps: no centralised way to track claims
- Supplier gaps: slow, manual forwarding of cases
Without fixing these gaps, claims become a heavy, manual burden that hurts your business.
Learn more: 3 Reasons Why Retailers Hate Warranty Claims ➔
The 4 Simple Changes That Can Fix Things and Save your Hours of Work a Week
1. Collect complete information upfront
Make it easy for customers to submit:
- Photos
- Receipts
- Descriptions
- Order details
Why:
You eliminate 90% of the back-and-forth emails, speeding up first responses.
Action Tip: See how our Self-Service Portal does it ➔
From Luksusbaby:
"Before Claimlane, customers didn’t know what we needed. Now every claim comes in complete."
2. Forward claims to suppliers instantly
Forward ready-to-process claims with one click, no missing info, no chasing.
Why:
Suppliers can approve faster, making your life easier.
Action Tip: Automate your supplier workflows ➔
From Luksusbaby:
"Before, we emailed suppliers and waited days. Now they see everything clearly in Claimlane."
3. Automate repetitive tasks
Let the system handle:
- Label creation
- Status updates
- Customer and supplier notifications
Why:
Your team's time is too valuable for manual admin.
Action Tip: Explore Claimlane's automation features ➔
From Luksusbaby:
"It used to take 10–15 minutes per case. Now it's just a few minutes."
4. Track every claim from start to finish
Get full visibility:
- Open vs. closed cases
- Supplier performance
- Product issues
Why:
No more lost or stuck claims, plus better insights to optimise products and supplier relationships.
Action Tip: Learn how Claimlane reporting helps ➔
From Luksusbaby:
"Now we always know which cases are open, what we’re waiting for, and when a case is closed."
Big Takeaway:
Scaling your business without scaling your admin load is possible, but only if you modernise your warranty claims process.
It’s not about working harder.
It’s about working smarter with better systems that:
- Speed up claim handling
- Boost customer satisfaction
- Make supplier collaboration easy
See it in action: How Grejfreak cut claim handling time dramatically ➔
Your Next Step
Quick Self-Audit:
- Are you still chasing customers for missing info?
- Are you manually forwarding claims to suppliers?
- Are you tracking claims in spreadsheets?
If yes, it’s time for a better way.
Join Our Free Webinar:
How to Optimise Warranty Claims ➔
See Claimlane in Action:
More Resources to Explore:
Real-world customer success stories ➔
Explore all Claimlane features ➔
Learn about the Self-Service Portal ➔
