Buildertrend’s Warranty feature simplifies post-construction service by providing both you and your clients with a direct way to submit and manage claims.
Easily schedule repairs, track progress, communicate updates, and confirm client satisfaction, all within one organized workflow. This helps you maintain strong relationships and ensures timely, professional follow-through on every request.
Warranty Overview Help Video
Submitting a Warranty Claim
Begin by selecting a Job, then navigate to Warranties from the Project Management dropdown.
Next, click +Claim from the Warranties dashboard.
Create your Warranty Claim by entering key details such as the Claim #, Title, Category, Priority Level, and other relevant information.
Next, assign the claim to the internal user that will be your Service Coordinator and include details such as the Classification, the original contractor or team who completed the work, any additional costs involved, and a Follow-Up Date to ensure timely resolution.
Attach any applicable files and click Save to begin scheduling a Service Appointment to follow-up.
Warranty Claim Fields
Information Fields:
Claim # – Buildertrend automatically generates a numerical ID, but you can enter a custom claim number to match your internal tracking system.
Title – A brief, descriptive name summarizing the issue.
Category – Defines the general type of issue for easier filtering and reporting.
Priority – Indicates the urgency of the issue to help prioritize response and resolution.
Problem Description – A detailed explanation of the issue from the client or internal team to ensure accurate diagnosis and resolution.
Internal Comments – Notes visible only to internal team members for tracking discussions or instructions that should not be shared with the client.
Assigned Information Fields:
Service Coordinator – The internal user responsible for managing and resolving the claim.
Classification – A label used to indicate the type of warranty coverage associated with the claim. This helps categorize service requests based on coverage terms, such as standard warranty, extended warranty, or out-of-scope, allowing for better tracking and reporting.
Added Cost – Enter any estimated or confirmed additional costs associated with resolving the claim.
Show Client – A checkbox or toggle to determine whether the client can see specific information, such as cost or certain notes.
Orig. Item/User – Identifies the original item or user responsible for the related work, useful for accountability or warranty validation.
Follow-Up Date – A scheduled date to check on the status of the claim, keeping progress on track and clients informed.
Attachments – Upload relevant files or create new Word/Excel docs directly from the task.
Scheduling and Logging Service Appointments
Once a warranty claim has been created and saved, you can take immediate action by logging or scheduling service appointments.
By documenting service activity directly within the warranty claim, you maintain a clear record that supports accountability and streamlined communication across your team and trade partners.
Creating a Service Appointment
Start by selecting either Log Completed Service or Schedule Service Appointment based on the current status of the work:
Log Completed Service – Use this option to record details about a service that has already been performed.
Schedule Service Appointment – Use this to coordinate future work. Set a specific date and time for a sub/vendor to address the issue onsite.
Next, input the Service Appointment scheduling details and click Save when finished.
Service Appointment Fields
Appointment Scheduling
Assigned to – Select the internal user or subcontractor responsible for completing the service appointment.
Service on – Choose the date the service will take place.
Start/End Times – Specify the expected start and end times for the appointment.
Internal Appointment Notes – Add any internal-only notes relevant to the appointment that should not be visible to clients or subs.
Attachments & Appointment Status
Attachments – Upload relevant files or create new Word/Excel docs directly from the task.
Appointment Status – Select the appropriate checkboxes to notify assigned subs/vendors and, if applicable, the client (based on the Show Client setting in the original warranty claim) for service confirmation.
After the appointment is created, this section will display the acceptance status from each party, helping you track acknowledgment and keep everyone aligned.
Final Work Approval
Builder Override – Use this option if you need to provide Client Feedback on their behalf.
Client Feedback – Displays the client’s feedback and comments after the appointment is completed, if they’ve submitted any.
Appointment Notes – Record any follow-up notes or final observations after the appointment is finished.
Feedback Left On – Displays the date the client submitted their feedback.
Submitting Warranty Claims from the Mobile App
With Buildertrend’s mobile app, you can create Warranty Claims anytime, anywhere to keep your post-construction service running smoothly.
Whether you're on-site reviewing completed work, responding to a client concern, or inspecting a repair, you can quickly log a claim, assign it to your team or subs, set a follow-up date, and attach photos or documents.
This mobile convenience helps you respond faster, stay organized, and deliver a high level of service, even when you're away from the office.
For a complete walkthrough on creating Warranty Claims using the mobile app, check out this article.
Client and Subcontractor Collaboration
Buildertrend makes it easy for clients and subcontractors to collaborate on warranty claims through a transparent, centralized process.
Active Clients can submit claims directly through their portal, simplifying the service request process. If they prefer not to use Buildertrend, you can submit claims on their behalf for added convenience.
Subcontractors can access assigned claims, share updates, and enter scheduling details from their portal, helping everyone stay aligned.
This streamlined communication reduces administrative effort and ensures timely, efficient resolutions for all parties.
Client Collaboration Help Video
Subcontractor Collaboration Help Video
Interested in Learning More? 📚
The Buildertrend Learning Academy is your one-stop-shop for your online education, whether you're new to Buildertrend or an experienced user looking to learn more.
If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.