Warranties sound simple on paper. A customer buys a product. Something goes wrong. You fix it or replace it.
In reality, warranty management gets messy fast.
In this guide we’ll go over the best warranty tracking software, why spreadsheets just won’t cut it anymore and how you best get started tracking warranties.
TL:DR: If you're looking for Warranty Tracking Software, we recommend checking out Claimlane.
What Is Warranty Tracking Software?
At its core, warranty tracking software is a system that helps you track warranty registrations, manage claims, and understand what is really happening with your products after they ship.
Instead of information living across inboxes, spreadsheets, and shared folders, everything sits in one place. You can see who registered a product, when they registered it, where it came from, and what happens if a claim is made.
Most companies current warranty setup:
For businesses, tracking warranties is often quite manual:
- Spreadsheets is the go-to way to track
- Emails is the way to resolve claims
- Warranty analytics is limited
Good warranty analytics use:
Businesses who use tools such as Claimlane can:
- Automatically track all warranties, both registrations and claims, in one place
This is very different from simply logging claims or storing serial numbers. The goal is not just record-keeping. The goal is visibility.
When you can clearly track warranty activity from start to finish, patterns start to appear. Costs become easier to control. Decisions become easier to justify.
Best Warranty Tracking Software
Claimlane
Claimlane is a Warranty Management Software built for businesses that want full control over warranties without turning the process into a manual mess. It covers the entire warranty lifecycle, from registration to claim resolution, while giving teams clean data they can actually use.
This is not just a claim form bolted onto a dashboard. It is a full warranty management system designed for scale.
Warranty Registration
Claimlane gives you multiple ways to collect warranty registrations, depending on how your customers and products work.
You can offer a branded warranty registration portal where customers submit details themselves, or handle registrations internally for B2B workflows.
Captured registration data includes:
- Customer name, email, phone number
- Product name, SKU, serial number, batch number
- Purchase date and invoice date
- Retailer or distributor details
- Uploads for proof of purchase
- Warranty duration and coverage type
- Country and region data
- Custom fields for industry specific needs
Once submitted, registrations are automatically validated and linked to the correct warranty terms. No spreadsheets. No back and forth emails.
Branded Registration Portal
The registration portal can be branded to match your website and product experience. This keeps trust high and reduces abandoned registrations.
You can embed the portal directly on your site or share a standalone link after purchase.
Warranty Expiry Tracking
Claimlane automatically tracks warranty start and end dates for every registered product.
You can:
- See active, expired, and expiring warranties in one view
- Trigger reminders before warranties expire
- Filter warranties by product line, region, or customer
- Export expiry data for reporting or compliance
This is especially useful for businesses that sell high value products or extended warranties.
Warranty Claims Management
Claimlane includes a dedicated warranty claims portal that guides customers through the claim process without confusion.
Customers can:
- Select the registered product
- Describe the issue
- Upload photos, videos, or documents
- Track claim status in real time
On the backend, your team gets structured claims data instead of vague emails.
Captured claim data includes:
- Claim reason and category
- Failure type or defect code
- Product usage details
- Media uploads for evidence
- Claim submission date
- Warranty eligibility status
- Resolution outcome
AI Agents for Handling Warranty Claims
Claimlane uses AI agents to handle the repetitive parts of warranty claims.
These agents can:
- Validate warranty eligibility instantly
- Request missing documents automatically
- Flag suspicious or duplicate claims
- Suggest resolutions based on past outcomes
- Route claims to the right team or partner
This reduces manual review time and speeds up claim resolution, especially during high volume periods.
If you want to hear more about AI agents for warranty mangement, please get in touch.
Analytics and Reporting
Claimlane turns warranty data into insights instead of static reports.
You get access to dashboards that show:
- Claim frequency by product or SKU
- Common failure reasons
- Average claim resolution time
- Cost per claim
- Warranty usage rates
- Regional claim trends
This data helps product teams spot quality issues early and helps operations teams control costs.
You can export reports or connect analytics to internal decision making tools.
Pricing
Claimlane starts from $499/month.
The Limits of a Warranty Tracking Spreadsheet
Spreadsheets are usually the first solution. They are familiar, flexible, and easy to start with.
For a while, they work.
Then volume increases. More products. More registrations. More claims. More people touching the same file.
Here are the most common problems teams run into with a warranty tracking spreadsheet.
Manual entry becomes a bottleneck
Every registration or claim has to be typed in by someone. Mistakes creep in. Fields get skipped. Formats change from row to row.
Fixing data takes time that could be spent solving real problems.
No real-time visibility
Spreadsheets rarely show the full picture. One person has the latest version. Someone else is working from a copy. Updates lag behind reality.
When a customer asks for an update, you end up double-checking everything.
Reporting is painful
Basic counts are easy. Meaningful analysis is not.
Trying to understand fault reasons, claim trends, or product performance usually means creating pivot tables, filters, and separate reports. Most teams simply do not have time for that, so the insights never happen.
They do not scale
What works for 50 claims breaks at 500. What works for one region collapses across multiple markets or partners.
At that point, spreadsheets are no longer saving time. They are creating risk.
This is usually the moment teams start looking for warranty tracking software, not because they want something new, but because the old way is holding them back.
Wrapping up
Warranty tracking usually does not break all at once. It slowly turns into a headache.
One more spreadsheet. One more inbox rule. One more “let me check and get back to you” email.
That is usually the sign it is time to change.
Warranty tracking software is not about adding complexity. It is about having one place where registrations, claims, and expiry dates live, so you are not guessing or chasing information.
If you are early, focus on the basics:
- Get registrations and claims out of spreadsheets
- Capture clean data from the start
- Make warranty status easy to see
- Use trends to catch problems before they get expensive
Tools like Claimlane help teams move from reacting to issues to actually understanding them.
