Free asset warranty tracker
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Download a free asset warranty tracker. Track expiry dates, coverage, claims and supplier contacts for all warranted assets. PDF download.
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See the first part of the asset warranty tracker below. Download the full version above.
What is a asset warranty tracker?
An asset warranty tracker is a register used to record and monitor the warranty status of all assets in an organisation. For each asset, the tracker records the warranty start and end dates, warranty type (manufacturer, extended, third-party), coverage details, exclusions, supplier contact information, claim history and any conditions that must be met to maintain warranty coverage.
Warranty tracking is an often-overlooked area of asset management that can have a significant financial impact. When an asset fails during the warranty period and the warranty is not claimed, the organisation pays for a repair that the manufacturer or supplier should have covered. Conversely, performing modifications or non-approved maintenance on an asset can void the warranty without the organisation realising it until a claim is rejected. A well-maintained warranty tracker ensures that warranty entitlements are claimed when applicable, warranty conditions are met throughout the coverage period, and expiry dates are flagged in advance so that extended warranty options can be evaluated before standard coverage lapses.
Learn more about asset tracking in MapTrack.
Benefits of using this asset warranty tracker
- Cost recovery: ensure warranty claims are lodged for all eligible failures, avoiding unnecessary repair costs.
- Expiry visibility: see which warranties are expiring soon so you can evaluate extended warranty options before coverage lapses.
- Claim history: track all warranty claims by asset, including outcomes, to identify assets with recurring warranty issues.
- Condition compliance: record warranty conditions (service intervals, approved consumables) to avoid inadvertently voiding coverage.
- Supplier accountability: maintain supplier contact details and claim reference numbers for efficient follow-up on open claims.
- Budget planning: knowing when warranties expire helps forecast future maintenance and repair costs for unwarrantied assets.
Benefits of digitising forms in MapTrack
When you move your registers from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Maintain a live asset register with location, condition and custody history.
- Schedule and track calibration, certification and warranty expiry dates.
- Generate depreciation and total-cost-of-ownership reports per asset.
Book a demo to see how MapTrack handles registers.
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What to include in a asset warranty tracker
This asset warranty tracker covers 9 key areas:
- Asset details: asset ID, description, make/model, serial number, purchase date, supplier.
- Warranty details: warranty type (manufacturer, extended, third-party), start date, end date, coverage duration.
- Coverage summary: what is covered (parts, labour, on-site service), what is excluded (wear items, consumables, misuse).
- Warranty conditions: required service intervals, approved service providers, approved consumables or parts.
- Supplier contacts: warranty department phone, email, web portal, account or policy number.
- Claim history: date of claim, fault description, claim reference number, outcome (approved, declined, pending), cost recovered.
- Extended warranty options: availability, cost, coverage, decision (purchased/declined/pending).
- Expiry alerts: days until warranty expiry, flag for warranties expiring within 90 days.
- Notes: any special conditions, amendments or correspondence relating to the warranty.
How to use this asset warranty tracker
- Register the warranty details for every new asset at the time of purchase.: When a new asset is received, record the warranty type, start and end dates, coverage details, exclusions and supplier contacts on the tracker. Attach or reference the warranty certificate and terms document. Set a reminder for 90 days before expiry.
- Record warranty conditions and communicate them to maintenance teams.: Document any conditions that must be met to maintain warranty coverage, such as minimum service intervals, use of approved consumables or service by authorised providers. Ensure maintenance teams are aware of these conditions so they do not inadvertently void the warranty.
- Lodge warranty claims promptly when eligible faults occur.: When an asset fails during the warranty period, check the tracker to confirm the warranty is current and the fault is covered. Lodge the claim with the supplier promptly, providing the fault description, photos and any supporting documentation. Record the claim details and reference number on the tracker.
- Review warranties approaching expiry and evaluate extended warranty options.: At least quarterly, review the tracker for warranties expiring within the next 90 days. For high-value or critical assets, evaluate whether an extended warranty is cost-effective based on the asset condition, maintenance history and expected remaining life.
- Update the tracker when warranties expire, claims are resolved or coverage changes.: Keep the tracker current by updating claim outcomes, recording expired warranties and adding any new or extended warranties. The asset manager should review the tracker at least quarterly. Retain warranty records for the life of the asset.
In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this register?
The warranty tracker should be updated every time a new asset is purchased, a warranty claim is lodged, a claim is resolved or a warranty expires. A full review of the tracker should be conducted at least quarterly to identify upcoming expiries and outstanding claims.
Frequently asked questions
Need to manage your full asset register digitally?
Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.