How Rocky Mountain connects dealer warranty claims with its ERP

The Outcome

By bringing dealer warranty claims into Claimlane, Rocky Mountain created a more structured process from initial submission to internal handling. This has made it possible to:

• Receive dealer warranty claims through one structured flow.
• Collect serial numbers, product details and documentation from the start.
• Give dealers clearer instructions throughout the submission process.
• Connect claims with compatible products, parts and replacement options.
• Reduce system switching between claim intake and ERP processes.
• Create a more consistent warranty experience across dealerships.

The Problem

Rocky Mountain’s warranty claims were submitted through Jotform and then processed manually in Dynamics NAV.

This meant teams had to move information between systems and manually ensure that the correct product, serial number and claim details followed the case.

Dealer claims can also be technically complex. A single case may require serial-number validation, product identification, compatible spare parts and the creation of a replacement or service order.

As Rocky Mountain grew, this process became harder to manage consistently. Manual data entry increased the risk of agent errors, while dealerships needed a clearer and more professional way to submit claims.

Rocky Mountain needed one workflow that could connect dealer intake with product data, replacement handling and its ERP processes.

One process from dealership to ERP

Claimlane brought dealer submissions, product validation and internal handling into one connected process.

Dealers: Dealerships submit warranty claims through a structured portal with clear instructions and links to the information they need.

Products: Serial numbers and product information help identify the correct bike, component and warranty details.

Parts: Product and bill-of-material data can be used to determine which spare parts are compatible with the claimed product.

Communication: All communication with dealerships stays connected to the warranty claim in Claimlane. Previously, when Rocky Mountain needed more information from a dealer, the team had to move between Jotform and a separate communication platform, manually connecting information across three different systems. Claimlane brings the submission, follow-up questions and dealer responses into one place.

Internal teams: Claims can be reviewed, approved and moved toward the correct replacement, spare-part or service outcome.

ERP: Claimlane connects the warranty workflow with Rocky Mountain’s Dynamics NAV setup, helping relevant claim and service information move into the back-office process.

No matter which dealership submits the claim, Rocky Mountain gets a more consistent case with the information needed to begin handling it.

What changed

Rocky Mountain now has a more connected way to manage warranty claims from its dealership network.

Dealers are guided through a structured submission flow instead of relying on a general form. This helps Rocky Mountain collect more consistent product, serial-number and claim information from the start.

Product validation and parts compatibility also provide a stronger foundation for identifying the correct resolution.

Internally, teams can manage the claim through a clearer workflow with less switching between systems and less manual transfer of information.

The connection with Dynamics NAV helps bring customer-facing claim intake closer to Rocky Mountain’s service, replacement and ERP processes.

The result is a more consistent dealer warranty setup that connects claim registration, product data and back-office handling in one workflow.