Warranty & Defect Period Management

Keep every warranty claim visible from first report to sign-off so nothing slips through the cracks during the defect period.

18 hrs

Time saved/month

Companies have mapped

Map This Automation

About This Automation

Warranty and defect period management involves tracking project handovers, calculating warranty deadlines, logging homeowner defect reports, and ensuring compliance before warranty expiry. Manual processes create bottlenecks in deadline calculation, defect intake, and compliance checks.

Automation monitors project handovers, calculates all warranty dates automatically, logs defect reports from email submissions, and sends deadline alerts to the team. The result is faster enrollment, accurate deadline tracking, and higher defect claim compliance.

Key features

Automatically calculate warranty expiry and defect reporting deadlines from project handover date

Capture defect reports directly from homeowner emails and log them with timestamp and severity

Send warranty notices to homeowners with all key dates and defect reporting instructions

Monitor deadline compliance and alert the team when claims are at risk of missing cutoffs

Archive warranty records and close projects automatically when the warranty period expires

How The Automation Works

The full workflow, from trigger to completion.

1. Project Handover Detectedtrigger

Automation monitors for a project status change to 'Practical Completion' or receives a handover webhook from the project management system.

2. Fetch Project and Contract Data

Automation retrieves project record, homeowner contact, warranty duration, and defect reporting window using the project ID.

3. Calculate Warranty Deadlines

Automation calculates warranty expiry date, defect reporting deadline, and claim submission cutoff based on contract terms and handover date.

4. Create Warranty Record

Automation creates a new row in the warranty tracking sheet with project name, homeowner, all calculated dates, and status flags.

5. Send Warranty Notice

Automation sends a templated warranty notice email to the homeowner with personalized dates, defect reporting instructions, and claim deadline.

6. Set Deadline Alerts

Automation posts a reminder to the operations channel 30 days before defect reporting deadline and again 7 days before warranty expiry.

7. Log Defect Report and Update Record

When a defect email arrives, automation extracts details, logs the report with timestamp, and flags if submission is within the deadline window.

8. Archive and Close Warranty Record

On warranty expiry date, automation marks the record as closed, archives the row, and sends a final summary to the operations team.

4 reasons to map this process

It's completely free

No credit card, no commitment. Map your process and walk away with a full build plan.

You get a complete build plan

A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.

You see your real numbers

Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.

There's no obligation to build

78 hrssaved/month

13times mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

Is this really free?

What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

Do I need to prepare anything before starting?

View more FAQs

Estimated Time Saving

18hrs/month

Process pain:8.2/10

Mapped by:6 Companies

Map this to your business to get your exact numbers.

Map This Automation

No credit card required — it's free.