For private fleets · 100 to 1,000 units · in-house or mixed shops
Check every repair invoice before you pay it.
Warranty money is lost in the 30 to 90 days after a repair, when the OEM's claim window closes. A look-back audit finds it too late. This check runs on each invoice as it arrives: is the repair still covered, is there an open campaign on the unit, is the rate what you negotiated, has this invoice been paid before. The claim packet is ready inside the window, and a person clicks send.
What the check cites
Rules that are public, so every hold has a sentence behind it
Federal emissions warranty
Heavy-duty highway engines: 5 years or 100,000 miles for model years through 2026 (40 CFR 1036.120). Light-duty: 2 years or 24,000 miles, and 8 years or 80,000 miles on catalysts, particulate filters, EGR and the emission control module (40 CFR 85.2103). California heavy-heavy-duty from model year 2022: 5 years or 350,000 miles. Aftertreatment repairs are the expensive ones, and they sit inside these windows.
OEM base and engine terms
Published terms for Cummins, PACCAR MX, International, Detroit, Ford Pro, GM Fleet and Ram are in the rule set today, by VIN, in-service date and odometer or hours. Where an OEM keeps its full terms in dealer documents, your dealer copy extends the check under the same data agreement.
Recall campaigns
NHTSA's campaign data by make, model and year is matched to the failed component on the invoice. We list the applicable campaigns per unit; completion status comes from your OEM or dealer, and the check tells you which ones to ask about.
Parts, rates and duplicates
Twelve months unlimited miles is the floor on parts warranty; a part replaced twice inside it is a claim. Labor rate and parts markup against your negotiated vendor terms. Same vendor, same unit, same amount, near-same date is a hold.
Why before payment
30 to 90 days
Typical OEM claim windows after a repair. One major OEM's manual sets 30 days for dealer repairs, 60 for fleet shops under a warranty agreement, 90 for a transient repair. After that the claim is aged.
Under half
Industry practitioners estimate fleets recover less than half of the warranty money they are entitled to. The gap is process, not entitlement.
$41.6M rejected
Repair-invoice line items rejected by fleets on one maintenance platform in the first half of 2026, up 112% on the year. Fleets already push back on invoices. This makes the push-back systematic and cited.
Sources: 40 CFR 85.2103 and 1036.120 (eCFR); 13 CCR 2036; Daimler Truck North America warranty manual as filed with NHTSA; Fleet Maintenance, May 2026; Fleet Equipment, August 2026.
How it runs
- Export from your maintenance system — units with VIN and in-service date, repair orders, vendor invoices. Trimble TMT, Cetaris, Fleetio, Dossier, RTA, Samsara or CSV.
- Every invoice gets a verdict — pay, or hold with the rule, the sentence and the amount. Verdicts are code, so the same invoice always gets the same answer.
- Claim packets inside the window — for your dealer to file, or for your own shop under the OEM's fleet program where one exists.
- A person decides — nothing is filed or withheld without a click. Your shop's warranty coordinator stays in charge.
Your own shop
Some OEMs pay a fleet's own shop for warranty repairs under a signed program: Daimler Truck (customer-performed warranty agreements from 10 vehicles), PACCAR through a sponsoring dealer, Navistar for minor repairs, Ford and GM for light and medium duty. Others, including Cummins, Volvo and Mack, require an authorized dealer. The check knows which is which per unit and routes the claim accordingly.
No consumer data is involved: fleet repair orders carry units, not customers.
Design partner program
Three fleets. Ninety days. No fee.
We run the check on your invoices as they arrive, you tell us where it is wrong, and you keep every claim it finds. After ninety days, per-unit pricing with a share of recovered claims. Fleets of 100 to 1,000 units with an in-house or mixed shop fit best.