Automated warranty recovery for fleet maintenance with AI Agents
Context
For freight and logistics companies, fleet maintenance is a major operational cost. Assets undergo frequent repairs, and many of these could be recovered under warranty, if identified and processed in time.
Challenge
Our client, a leading US logistics company, needed a way to:
- Identify warranty-eligible repairs – Manually searching for claimable repairs across maintenance logs, invoices, and OEM agreements was slow and prone to errors.
- Cross-check repair details with warranty coverage – Employees had to verify if each repair met OEM coverage limits, exclusions, and expiration terms, which was a complex, time-consuming process.
- Standardize and automate claim submissions – Filing claims with multiple OEMs required employees to manually compile repair histories and match them to claimable warranty terms.
Without an automated system, the company missed out on significant cost recovery opportunities, leading to unnecessary repair expenses and reduced operational efficiency.
Solutions
To help the client recover costs and optimize their fleet maintenance, Nordoon deployed an AI-powered Warranty Claim Optimization solution using AI Agents that act like subject matter experts and automate warranty data processing with great efficiency and accuracy.
AI-driven reasoning for claim approvals
AI Agents didn’t just extract data. Using advanced Large Language Models (LLMs), they retrieved and structured repair records from invoices, service logs, and internal maintenance reports, ensuring accuracy. They analyzed repair histories, identified patterns, and determined whether repairs met claim eligibility criteria or not.
Automated eligibility checks
Multiple AI Agents worked together to cross-reference each repair’s date, mileage, parts replaced, and service type against OEM warranty terms, flagging claimable repairs. Fleet maintenance teams reviewed AI-generated recommendations, supervised final claim approvals, and managed exceptions only when human intervention was needed.
Streamlined claim submission
Once validated, AI Agents automatically pre-filled claim forms, ensuring all required documentation was structured and ready for submission to OEMs. AI Agents also packaged approved claims and cost-recovery data into structured meta-data for automated ERP updates, providing real-time financial insights.
Results
10,000 claims processed per day
Our AI-driven automation eliminated time consuming manual work and unnecessary vendor communication, allowing the team to handle high claim volumes efficiently.
$ 1 million reimbursed
Recovered $1 million in previously unclaimed warranty reimbursements. Optimized maintenance expenses by identifying eligible repair costs that had previously gone unnoticed due to manual inefficiencies.
Enhanced data accuracy
Claims were processed with precision, backed by verified records, increasing the number of approved claims by OEMs.
Processing time 80% shorter
Our solution reduced processing time by 80%, enabling consistent, automated claim filling across multiple OEMs.
