Module guide, Service and maintenance
Warranty tracking software: never miss an equipment warranty
- Author
- PureField
- Published
- Updated
Warranty tracking software keeps each device's serial number, warranty end date and service history on one asset record, so you can check coverage before the next visit. In PureField, the warranty date lives on the device card, and the card is opened by QR code.
Device card fields for warranty tracking
The warranty record starts with the device card. The card holds the serial number, the sales or installation date, the warranty end date and the next maintenance date. It stays linked to the customer, so every device a customer owns is visible from the customer record.
- Serial number, brand and model
- Sales or installation date and warranty end date
- Next maintenance date
- Customer and site location
- Warranty certificate and user manual as documents
Set up warranty tracking in four steps
Once the setup is done, every new service record attaches to the same device.
- Register each device by QR code so it has its own card.
- Enter the warranty end date on the device card.
- Set the next maintenance date. When it arrives, a reminder email is sent to the customer.
- When a service request comes in, link the work order to the device. The team opens and closes the work order in the field.
Service history stays with the device
Earlier service reports for a device collect on its card. When warranty coverage is discussed, the record is read from one place, and repeated faults are easier to spot. The history stays on the card after the warranty period ends, so later work can refer to it.
Compare warranty tracking approaches
Use the criteria below to judge any warranty tracking setup, including the one you already use.
| Criterion | What to check | How PureField handles it |
|---|---|---|
| Where the warranty date lives | One date per device, tied to its serial number | Warranty end date sits on the device card with the serial number |
| Service history | Reports linked to the device itself | Service reports are attached to the device card |
| Service requests | Each request connects to a work order | Work orders link directly to the device |
| Documents | Certificate and manuals beside the device | Documents are added to the device card |
| Customer link | Devices visible from the customer record | Devices appear on the customer record |
Warranty status for the whole team
When warranty tracking is part of daily work, the team opens the card before each visit. The card shows the following together.
- Warranty end date and next maintenance date
- Latest service report and open work orders
- Device documents and QR code
- Linked records on the customer card
Service reports as warranty evidence
A completed service report is produced as a PDF and attached to the device card. The report includes photo blocks and a signature area, and it can be emailed to the customer. When warranty coverage is discussed, the work and the proof sit in the same record.
Evidence
- Device card
- Serial number, warranty end date, next maintenance date, QR code and document fields are kept on the device card.
- Maintenance reminder
- A reminder email is sent based on the next maintenance date, and the team opens the work order.
- Service report
- Completed reports are produced as PDF with photo blocks and a signature area.
- Customer record
- Devices appear on the customer record, which brings CRM, service and accounting links together.
Book a demo and we will review your device list together to set up warranty dates in PureField. Book a demo
Frequently asked questions
How do I track my customers' equipment warranty periods?
Register each device by QR code and enter its warranty end date on the device card. The card stays linked to the customer record and service history, so the period can be read in one place.
What warranty information should a device card hold?
The card should hold the serial number, brand and model, sales or installation date, warranty end date, next maintenance date, customer and location, plus the warranty certificate and manual as documents.
How can I check warranty status from a serial number?
The serial number is saved on the device card. Open the card to read the warranty end date next to the service records.
Where does service history appear after the warranty ends?
Service reports and work orders remain on the device card after the warranty period ends, so earlier work stays available as a reference for later jobs.
Can a warranty certificate and a service report sit in the same record?
Yes. The warranty certificate is added to the device card as a document, and each completed service report is produced as a PDF and linked to the same device.
How is warranty tracking in PureField different from a spreadsheet?
The device, customer, service report and work order are linked, so staff can read warranty dates and service records on one screen instead of searching separate files.