Project Name
Digitised a 10-Stage Warranty Claims Lifecycle for an Automotive OEM With Odoo 19
Our 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 task.
The organisation already ran its commercial operations on Odoo and wanted to scale its dealer network without adding warranty headcount or purchasing a standalone warranty software product. It needed a single, auditable, role-based claim system inside its existing Odoo 19 environment. The claim system should connect the OEM warranty team, the dealer network, and finance in one place, with dealer data isolation enforced at the ORM level and every adjudication decision permanently timestamped for regulatory audit and dispute defence.
A fragmented warranty process was creating financial leakage, compliance risks, delayed reimbursements, and unnecessary workload for both the OEM and its dealer network.
- Revenue Leakage With No Systematic Defence: Overbilled labour, duplicate claims, and unapproved repairs were reimbursed because no automated checks ran before payment.
- Opaque Approvals Eroding Dealer Trust: Claims moved through email without visible status or standardised rejection reasons, delaying reimbursements and driving dealer escalations.
- No Audit Trail for Compliance: Approval and rejection decisions were scattered across inboxes and spreadsheets, leaving no reliable record of who approved what, when, or why.
- Recall Exposure: Claims were not automatically checked against open safety recalls, creating potential safety and legal risks for vehicles awaiting mandatory recall work.
- Manual Finance Handoffs: Approved claims required finance teams to manually create vendor bills in Odoo, delaying payments and increasing data-entry errors.
- Zero Dealer Self-Service: Dealers relied on calls and emails for claim updates, parts-return instructions, disputes, and extension requests, increasing the warranty team's workload.
Ksolves, an AI-first Odoo development company, built a purpose-made Odoo 19 automotive_warranty module to digitise the complete warranty claim lifecycle, from vehicle registration and warranty chaining to adjudication, disputes, parts returns, and reimbursement. The module provides a single source of truth within Odoo, with 25 data models, 7 guided wizards, 18 automated email templates, and a native dealer portal.
- Five-Rule Fraud Detection Engine: Every claim is screened for five anomaly patterns, including excessive labour hours, duplicate claims, frequent billing, repeated non-wear part replacement, and upcoding. Flagged claims move to a dedicated review tab before payment.
- No-Code Business Rules Engine and Pre-Authorisation Gate: Configurable IF/THEN rules can auto-approve, reject, or route claims based on value, component, DTC severity, or dealer. High-value and critical repairs trigger mandatory OEM pre-authorisation.
- Permanent Audit Trail With Standardised Rejection Codes: Status changes, approvals, comments, and uploads are permanently timestamped against responsible users. Rejections require a standardised code and reason, which are automatically shared with the dealer.
- Recall and TSB Compliance Gate: Claims are checked against the active recall registry by VIN at submission. Mandatory recalls block claim progression until the dealer records completion.
- Automated Finance Integration With DPR Lock: Claim resolution automatically creates the corresponding Odoo vendor bill for the OEM-responsibility amount, while payment status remains visible on the claim. Resolution is blocked until defective-parts return is confirmed.
- Dealer Self-Service Portal: Dealers can submit claims, check eligibility, file disputes, upload evidence, confirm parts shipments, and request warranty extensions through a branded portal. ORM-level data isolation ensures each dealer sees only their own records.
- Expiry Alert Scheduler: Automated 90-, 60-, and 30-day alerts notify dealers and vehicle owners before warranty expiry, creating a proactive extension workflow without manual outreach.
Technology Stack
| Category | Technology |
|---|---|
| Platform | Odoo 19 Community and Enterprise |
| Backend | Python 3.12 |
| Database | PostgreSQL |
| Frontend | Odoo Portal - QWeb and portal.mixin |
| Integration | Odoo Accounting and Mail |
| Infrastructure | ir.cron and ir.rule |
The solution replaced spreadsheet- and email-based warranty management with a centralized Odoo 19 workflow covering claims, fraud checks, finance, compliance, and dealer interactions.
- Manual Vendor Billing Eliminated, 100% Auto-Generated: Every resolved claim now automatically generates a vendor bill in Odoo Accounting for the exact OEM-responsibility amount, with payment status visible on the claim.
- Fraud Screened on Every Claim Before Payment: Five automated anomaly rules run on every submitted claim before payment, replacing retrospective checks with systematic pre-payment screening.
- Dealer Self-Service Portal Replacing Inbound Status Calls: A 24/7 portal enables claim submission, disputes, parts-return confirmation, and extension requests, reducing routine dealer enquiries to the OEM team.
- Expiry-Driven Extension Pipeline, Zero Manual Outreach Required: Automated 90-, 60-, and 30-day alerts reach dealers and vehicle owners before warranty expiry, creating a proactive extension workflow.
- Compliance Gaps Closed: Every claim is screened by VIN for active recalls, while all lifecycle actions are permanently timestamped against the responsible user for stronger compliance and traceability.
Ksolves transformed a spreadsheet- and email-driven warranty process into a centralized Odoo 19 warranty management system. Automated fraud checks, recall validation, finance workflows, dealer self-service, and a permanent audit trail now govern the complete claim lifecycle. The result is stronger control over warranty costs, faster claim processing, improved dealer transparency, and reduced manual effort. The solution also creates a scalable foundation for proactive warranty extensions and future Odoo Repair Order, Project, and Timesheet integrations.
Is Your Warranty Team Still Managing Claims Through Email and Spreadsheets?
