Warranty Claims

Use Warranty Claims to prepare, submit, and track claims with equipment manufacturers (OEMs) for a project. A claim records the affected equipment, related events, supporting files, correspondence, and status in one place.

Open a project and go to Maintenance → Warranty Claims. Claims are visible to every company with access to the project.

Set up an OEM

Before submitting a claim, configure the OEM or other counterparty for the project. Select Add OEM and choose the counterparty, then set its preferred submission channel:

• Email sends the claim by email.
• Portal records the portal used to submit the claim.
• Hybrid supports both email and a portal.

Add the OEM's default contact and, when applicable, its portal URL. You can edit an OEM configuration later. An OEM cannot be deleted while claims use it.

Submit a new claim

Select Submit New Claim, then complete the guided workflow:

1. Select the OEM.
2. Optionally select related open events. You can include events closed in the last 90 days. Selected events add their affected devices to the claim.
3. Review the devices and add serial numbers, part numbers, notes, or additional devices as needed.
4. Review the OEM warranty claim form. If a matching warranty form is available for the OEM, you can use Auto-fill with AI to suggest values from the claim, device, and event information. Review and correct all suggested values before saving the form.
5. Review the generated site map and attached support files.
6. Review the delivery details, including recipients and the email message, then submit the claim.

You can save the claim as a draft before submitting it. Draft claims remain editable from the claims table.

For example, for an inverter failure, select the affected inverter's event, confirm its serial number and part number, review the completed OEM form, and send the claim with the supporting documents.

Track a claim

Select a submitted claim from the table to open its detail page. The page shows the claim's OEM, summary, affected devices, attachments, and timeline.

Use Add Update to record a note, OEM message, part update, field visit, submission, or status change. An update can include attachments up to 40 MB each. You can download claim attachments from the detail page.

Claims use the following statuses:

• Draft: saved but not submitted.
• Submitted: sent to the OEM.
• In Progress: being investigated or processed.
• Resolved: a resolution has been reached.
• Closed: the claim is complete.

Only draft attachments can be removed directly. Deleting a claim permanently removes its devices, timeline entries, and attachments.

Add a historical claim

Use Add Historical Claim to bring an existing claim into Proximal. Choose the OEM, upload the claim form and supporting PDFs, and select Analyze with AI. The analysis suggests claim details, devices, related events, and timeline entries. Review and edit every suggestion, choose the historical claim status, then create the claim.

Historical claim uploads accept PDF files up to 40 MB each. The original files are attached to the created claim.