Automated warranty and service contract tracking

Purpose

1.1. Enable systematic tracking of warranty periods and service contracts for agistment equipment, vehicles, and infrastructures used in grazing leases.
1.2. Dispatch automated expiry and renewal alerts, schedule preventive maintenance, and log historical service data for compliance and cost management.
1.3. Integrate with procurement, asset management, and field operations to ensure uninterrupted animal care and resource oversight, reducing downtime and financial risk.

Trigger Conditions

2.1. New asset or equipment record created or imported into inventory system.
2.2. Warranty or service contract expiration date approaching predefined thresholds (e.g., 30, 15, 7 days).
2.3. Contract status updated (renewed, extended, voided) within asset database.
2.4. Manual override or ad-hoc service inspection event logged.

Platform variants

3.1. Salesforce
• Feature/Setting: Flow automation—Record-Triggered Flows for warranty milestones, send alerts via Process Builder.
3.2. Microsoft Power Automate
• Feature/Setting: Scheduled cloud flow—trigger on contract end-date field, deliver Teams/Outlook notification.
3.3. HubSpot
• Feature/Setting: Workflow—automated emails & ticket creation on asset warranty nearing expiration.
3.4. ServiceNow
• Feature/Setting: Workflow Designer—Service Contract Management with notification actions.
3.5. SAP ERP
• Feature/Setting: Scheduled jobs (Batch Input) monitor equipment master data for expiring warranties.
3.6. Zoho Creator
• Feature/Setting: Deluge scripts—set conditional triggers from expiry fields, auto-alert asset managers.
3.7. Airtable
• Feature/Setting: Automations—date-based triggers to send emails with SendGrid or Slack alerts.
3.8. Google Workspace (Apps Script)
• Feature/Setting: Custom Apps Script—time-driven triggers scan Google Sheets and send Gmail/Calendar reminders.
3.9. Monday.com
• Feature/Setting: Automation recipe—notify users and update contract status columns on due dates.
3.10. Trello (Butler Automation)
• Feature/Setting: Due date command—auto post comments or move cards to “Renewal Required” list.
3.11. Odoo
• Feature/Setting: Automated Actions—contract renewal reminders and service task scheduling via CRM/Inventory modules.
3.12. Asana
• Feature/Setting: Rules—trigger tasks and reminders when warranty end dates are met.
3.13. QuickBase
• Feature/Setting: Notification rules—auto-email stakeholders before expiry, log custom events.
3.14. Freshservice
• Feature/Setting: Workflow Automator—trigger service ticket creation near warranty end.
3.15. Slack
• Feature/Setting: Incoming Webhooks—post alerts to operational channels on expiry tracking.
3.16. Twilio SMS
• Feature/Setting: Programmable Messaging API—send SMS reminders to field crew for contract renewals.
3.17. SendGrid
• Feature/Setting: Automated transactional email via Send API—personalized renewal notifications to managers.
3.18. Pipedrive
• Feature/Setting: Workflow Automation—generate tasks for contract review based on custom deal fields.
3.19. ClickUp
• Feature/Setting: Automation—set triggers for warranty dates and auto-assign renewal checklists.
3.20. Jira Service Management
• Feature/Setting: Automation rule—issue creation for assets approaching contract expiry, assign SLA.
3.21. Oracle Fusion Cloud
• Feature/Setting: Business Rules—contract expiration alerts across Asset Management suite.
3.22. Intercom
• Feature/Setting: Custom Bots—send in-app/service alerts when contracts need renewal approval.
3.23. Smartsheet
• Feature/Setting: Automated Alerts—configure rule-based notifications using date field triggers.
3.24. Notion
• Feature/Setting: Database Reminders—date property triggers reminders + integration with Zapier for external alerts.

Benefits

4.1. Asset reliability improves with timely maintenance and compliant service.
4.2. Reduces manual tracking errors and administrative workload.
4.3. Enhances contract visibility for efficient budgeting and resource planning.
4.4. Minimizes risk of warranty lapse, maximizing equipment value and reducing emergency repair costs.
4.5. Centralizes history for audits, stakeholder reporting, and performance analytics.