Automated Ideal Warranty Claim Follow Ups
Every morning, WebRun opens Ideal DMS, checks every open OEM warranty claim, flags any stuck more than 14 days without a status update, drafts a follow up email to the distributor's claims contact left for your service manager to review, and notes the aging receivable in QuickBooks so accounting can see what is still owed.
How do I follow up on OEM warranty claims that have stalled?
Every morning, WebRun opens Ideal DMS and finds OEM warranty claims stuck more than 14 days without a status update. It drafts a follow up email to the distributor's claims contact for each one, left in Gmail for your service manager to review and send, and flags the outstanding total against the warranty receivable in QuickBooks so accounting always knows what is owed.
- Stalled claims get a drafted follow up before they age further
- Service managers review and send every email, none go out unchecked
- Accounting sees the true outstanding warranty balance every morning
Built for outdoor power equipment dealers · service managers · dealership warranty administrators · small engine dealerships
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.idealcomputersystems.comin a real browser with your saved login - no setup, no API keys. -
1
Ideal DMS - find stalled warranty claims
idealcomputersystems.com
WebRun opens Ideal DMS to find stalled warranty claims. - Open Ideal DMS and pull open OEM warranty claims by status and submission date
- Flag any claim with no status update in the last 14 days
- Capture the claim number, OEM, unit, and dollar amount for each
Done when Every stalled warranty claim is listed with its claim number and days since last update.
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2
Gmail - draft the follow up email
gmail.com
WebRun opens Gmail to draft the follow up email. - Draft a follow up email to the distributor's claims contact for each stalled claim
- Reference the claim number, submission date, and unit in the draft
- Leave every draft in Gmail unsent for the service manager to review and send
Done when A follow up draft sits ready in Gmail for every stalled claim.
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3
QuickBooks - flag the aging receivable
- Open QuickBooks and match each stalled claim to its warranty receivable entry
- Note the total dollar amount still outstanding across all stalled claims
- Flag any claim open longer than 30 days as high priority
Done when The warranty receivable balance reflects every stalled claim with a priority flag.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email the distributor without anyone checking?
No. WebRun leaves every follow up as a Gmail draft. Your service manager reviews and sends each one, so nothing goes to the distributor unchecked.
How does it decide a claim is stalled?
It reads the last status update date on each open claim in Ideal DMS and flags anything with no movement in the last 14 days, with a separate high priority flag past 30 days.
Does it affect my books before a claim is paid?
No. It only flags the existing warranty receivable balance in QuickBooks for visibility. It does not post, adjust, or reconcile any entries on its own.
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