A warranty claim checked
against the real terms, not a guess
Warranty claims are paperwork-heavy by nature, a purchase date, a coverage term, often a photo, and get slow exactly when a customer is already frustrated about a broken product. This agent checks the real purchase record and coverage terms immediately, processes what qualifies, and routes what does not with the evidence already organized.
The role today
Warranty claims sit at an uncomfortable intersection: the customer is often frustrated because something they bought broke, and the process to get it resolved usually asks them to prove a purchase date and coverage term that live in a system they cannot see. Support staff spend real time just gathering what should be a quick lookup, purchase date, warranty length, serial number, before they can even start evaluating whether the claim actually qualifies.
What the agent takes over
The agent checks a warranty claim against the real purchase date and coverage terms the moment it comes in, rather than taking the customer’s word for when something was bought. It collects photo evidence upfront in an organized way, so a human reviewer, if one is needed, has everything in one place instead of chasing a second message asking for a picture.
Claims that clearly qualify under your terms are processed directly within the resolution options your team has approved, a replacement, a repair, a partial refund, and the customer sees their claim status update at each stage rather than wondering if anything happened. Claims that are disputed, borderline, or involve damage that could be either a defect or misuse are escalated to a person with the purchase record and photo evidence already attached, turning what used to be a multi-message intake into a single, ready-to-review case.
Serial numbers and registration data, where your product requires them, are checked automatically rather than asked for twice, since the purchase record already has what the agent needs the moment a customer provides an order number or account email. For businesses selling through both direct and retail channels, the agent checks whichever purchase record actually applies, a direct order or a retailer’s proof-of-purchase upload, rather than assuming every claim traces back to one system.
What stays with humans
Any claim where the cause of damage is ambiguous, or the resolution falls outside your standard options, is decided by a person with full evidence in hand. Your team sets the warranty terms and the approved resolution paths; the agent checks against them, it does not interpret coverage loosely to be helpful. Your team can adjust the evidence requirements per product category at any time, since a low-cost accessory and a major appliance reasonably call for different levels of proof before a claim is approved.
Guards
Eligibility checks run against real purchase and coverage records every time, never the customer’s stated account alone. Every claim decision, approved or escalated, is logged with the data behind it. New coverage terms or resolution options are tested against a batch of past real claims before going live, and a person can reverse an automated decision at any point. Claims involving products purchased secondhand or transferred between owners are checked against your actual transfer policy rather than assumed ineligible by default, since many warranty programs do allow transfer under specific conditions, and getting this wrong either frustrates a legitimate claim or approves one that should not qualify.
Price and timeline
| Option | Price | Timeline |
|---|---|---|
| Agency runs it | from $3,400 + support plan | 4 to 6 weeks |
| Full control, handover-ready | from $5,800 | 6 to 9 weeks |
“Agency runs it” keeps the agent on our infrastructure with a monthly support plan covering tuning and monitoring. “Full control, handover-ready” delivers the agent on your own servers and accounts with documentation, source and credentials, so your team can run and change it without us; it costs more up front because the handover package, your-infra deployment and internal documentation are built in from day one.
Related
See the AI agents overview for how we build and guard these systems, and Routine takeover for the services that often pair with this one. Inside the agents catalogue: Returns and refunds agent, Order desk agent, Complaints and escalation agent. For a narrower, single-process version of this work, see Warranty and complaint intake, Damage assessment from photos in the automations catalogue. For how the same guard patterns held up on real systems: ProBay marketplace AI agent team.
Want this running for your team? Get in touch and tell us where the messages pile up.
FAQ
How much does a warranty and claims agent cost?
From $3,400 to connect to your purchase records, coverage terms and resolution options, live in 4 to 6 weeks.
How long before it is live?
4 to 6 weeks, including time to encode your actual warranty terms and resolution paths precisely enough for consistent automated checking.
Which channels and tools does it work with?
Email, WhatsApp and a claim form on your site for intake; it checks your order or registration system for purchase and coverage data, and connects to your fulfillment system for replacements or repairs.
What if the agent approves or denies a claim incorrectly?
Eligibility is checked against real purchase and coverage records rather than the customer's stated account, every decision is logged with the data it was based on, and anything borderline, damage that could be from misuse versus a defect, is escalated to a person with the photo evidence attached rather than ruled on by the agent.
Is purchase and claim data safe?
Purchase records, coverage data and claim photos stay in your own order and fulfillment systems; the agent reads and writes through the access you grant, and every claim decision is logged for audit.