How to audit proof your car dealership for warranty audits?

Is your dealership scanning repair orders? Do you know how well scanning process is going?

You can't manage something if you don't measure it!

Most scanning systems will scan your repair orders, but unfortunately can not tell you if all documents are being scanned. This is important specially during a Warranty Audit.

Dealer Scanning provides a simple to use scanning unit that allows your dealership staff, in most cases your receptionist or cashiers, to scan ROs and other dealer documents during their “down time”.

Our scanning system integrates with your DMS and is able to report any repair orders that were missed scanned.

But more importantly, Dealer Scanning will tell you what repair orders that were missed have warranty work.

One of the main reasons to do repair order scanning in the first place: Warranty Audits.

With our easy to use Real Time Reporting, you can view exactly which warranty repair orders are missing scanned.

For the example below, for the month of July 2020, this dealer had the following results:

Opened ROs: 2,252
Scanned From Opened: 2,186
Not Scanned: 66
Warranty Not Scanned: 10
Total Scanned This Month: 2,636
Report showing scanned documents snapshot

How To Protect Car Dealership From a Warranty Audit?

There are several ways to protect a car dealership from a warranty audit:

  1. Ensure all warranty claims are accurate and complete, including all required documentation.
  2. Keep detailed records of all repairs and maintenance performed on vehicles under warranty, including the date and mileage of each service.
  3. Train employees on warranty procedures and compliance, and regularly review and update policies and procedures as necessary.
  4. Regularly review warranty claims for patterns of abuse or fraud, and take appropriate action if any are detected.
  5. Have a warranty audit performed on your dealership by an independent third-party to identify and address any potential issues before an official audit occurs.
  6. Have a written warranty policy, clearly communicated to customer on purchase and/or when claiming warranty.
  7. Communicate clearly with the warranty provider and promptly respond to any questions or requests for information.
  8. Have a system in place to track warranty expiration dates and ensure that customers are aware of them.
  9. Make sure all documents have been scanned for each Repair Order for easy access and retrieval.

It is important to note that all of these steps are preventative measures and should not be considered a guarantee of avoiding a warranty audit. However, they can help to reduce the risk and minimize any potential issues if one does occur.

Our Scanning Unit in Action:


What do we do?

We provide car dealerships with a customized scanning unit to scan repair orders, deal jackets, parts invoices, rental agreements & vendor invoices.

How much does this cost?

$500 per month
$500 installation

No equipment purchase or other fees

Call us for in-person demo at

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