Project Name
10-Stage Warranty Claims Digitization for Auto OEMs with Odoo 19
The client is an automotive original equipment manufacturer operating a multi-dealer network across Southeast Asia. Its dealers perform warranty repairs on the OEM’s behalf and claim reimbursement for parts and labour, making claim adjudication a core financial process, not a back-office function.
The organisation already ran its commercial operations on Odoo and needed to scale its dealer network without adding warranty headcount or buying a standalone warranty software vendor.
The requirement was a single, auditable, role-based claim system inside its existing Odoo 19 environment, connecting the OEM team, the dealer network, and finance in one place, with one source of truth for every claim decision.
Reimbursements leaving the OEM before a single automated check had run, and a warranty team spending its days answering status calls that a portal could handle.
- Revenue Leakage With No Systematic Defence: Overbilled labour hours, duplicate claims, and unapproved repairs were being reimbursed because no automated check ran before payment. The financial exposure grew invisibly with every claim processed and was only visible in retrospective audits, if it was visible at all.
- Opaque Approvals Eroding Dealer Trust: Claims moved through email with no visible status and no standardised rejection reasons, slowing reimbursements, triggering dealer escalations, and creating relationship friction that scaled with the size of the dealer network.
- No Audit Trail for Compliance: Approval and rejection decisions lived in inboxes and spreadsheets, leaving the OEM exposed in regulatory audits and dealer disputes with no defensible, timestamped record of any decision made in the claim lifecycle.
- Recall Exposure: Nothing blocked claim payment on vehicles with open safety recalls, creating direct legal and safety liability every time a dealer claimed reimbursement for a repair on a vehicle that should have been recalled first.
- Manual Finance Handoffs: Every approved claim required a vendor bill to be keyed in by hand, delaying dealer payments, introducing errors, and consuming finance team capacity on data entry that should never have required human involvement.
- Zero Dealer Self-Service: Dealers phoned or emailed the OEM for every status check, parts-return instruction, or extension request, overwhelming the warranty team with inbound enquiries that a portal could have handled automatically.
Ksolves, an AI-first Odoo development company , built a custom Odoo 19 module, automotive_warranty, to digitize the complete warranty claim lifecycle, from vehicle registration and warranty management to claim processing, disputes, defective-parts returns, and reimbursement. Developed entirely within Odoo, the solution eliminates external systems, integration costs, and duplicate data entry. It includes 25 data models, 7 guided wizards, 18 automated email templates, a dealer self-service portal, and a fully tracked 10-stage workflow with complete status, timestamp, and user visibility.
- Five-Rule Fraud Detection Engine: Every claim is automatically screened for excessive labor hours, high-frequency billing, duplicate VIN/labor-code claims, repeated non-wear part replacements, and upcoding patterns. Flagged claims are routed for compliance review before reimbursement, helping prevent fraudulent payouts and overbilling.
- No-Code Rules Engine & Pre-Authorization Controls: Configurable business rules automatically approve, reject, or route claims based on value, component type, fault severity, or dealer profile. High-value and critical repairs require OEM pre-authorization before work begins, preventing unauthorized claims from entering the process.
- Complete Audit Trail & Structured Rejection Management: All records inherit Odoo's tracking framework, creating a permanent audit trail of status changes, approvals, comments, and documents. Rejections require standardized codes and documented reasons, ensuring transparency and compliance.
- Recall & TSB Compliance Validation: Claims are automatically checked against active recall records using the vehicle VIN. Open recalls block claim progression until completion is recorded, reducing legal, regulatory, and safety risks.
- Automated Finance Integration & DPR Enforcement: Approved claims automatically generate vendor bills in Odoo Accounting for OEM liability amounts. Claim resolution is blocked until defective-parts return is verified through a three-step DPR process, ensuring payment and parts accountability remain linked.
- Dealer Self-Service Portal: A branded portal enables claim submission, real-time eligibility validation, 3Cs capture, dispute management, parts-return confirmation, and warranty extension requests. Dealer-level data isolation is enforced at the ORM layer, ensuring secure access to only their own records.
Technology Stack
| Category | Technology |
|---|---|
| Platform | Odoo 19 (Community / Enterprise) |
| Processing | Python 3.12 |
| Database | PostgreSQL |
| Frontend | Odoo Portal (QWeb + portal.mixin) |
| Integration | Odoo Accounting + Mail |
From spreadsheets, emails, and manual reimbursements to a single Odoo platform governing every claim, fraud check, and payment workflow.
- Manual Vendor Billing Eliminated: Resolved claims now automatically generate vendor bills for the exact OEM liability amount, with live payment visibility on every claim record, eliminating manual entry, payment delays, and reconciliation errors.
- Fraud Checked Before Every Payment: Five automated fraud rules screen every claim at submission for excessive labor hours, duplicate claims, repeated non-wear replacements, high-frequency billing, and upcoding, catching anomalies before reimbursement.
- 24/7 Dealer Self-Service: Dealers can submit claims, file disputes, confirm parts returns, and request extensions through a self-service portal, reducing dependency on OEM support teams for routine inquiries.
- Warranty Extension Pipeline Automated: Automated reminders at 90, 60, and 30 days before expiry notify dealers and vehicle owners, creating a proactive renewal process without manual intervention.
- Compliance and Audit Readiness Strengthened: Every claim is screened against active recalls by VIN and blocked until required recalls are completed. All actions are permanently logged, creating a complete audit trail for compliance reviews and dealer disputes.
Ksolves transformed a fragmented, email-driven warranty process into a centralized Odoo 19 solution that automates claim management, fraud screening, compliance checks, dealer interactions, and reimbursements. The result is greater control, faster processing, stronger compliance, and improved visibility across the entire warranty lifecycle. With future integrations already planned, the platform is well-positioned to support the client’s broader service and warranty operations.
Losing Margin to Unchecked Warranty Claims Across Your Dealer Network?
