Vendors and warranties
Vendor and warranty management for every piece of equipment
MaintainIQ keeps vendor and warranty management on the equipment itself, so the preferred vendor and the warranty date are right there when something breaks. Before you approve a service call, you can see whether the machine is still covered and which company you trust with it.
- A warranty countdown on every machine
- A preferred vendor per piece of equipment
- Vendor records for every trade you use
Operators at these brands use MaintainIQ
Warranties
See the warranty before you approve the call
A new ice machine stops making ice in month ten. If nobody remembers it is under warranty, you pay for the visit and the part. In MaintainIQ each piece of equipment carries its warranty expiry date and notes, and the list shows how many days are left or that it has expired.
- A countdown like "expires in 34 days", or "expired"
- Notes for what is covered and who to call about it
- On the same record as the service history and repairs
Vendor visits
Know which vendor visits are booked and which are overdue
Hood cleaning, pest control and the refrigeration tune-up all depend on someone calling the vendor in time. Each scheduled service shows its preferred vendor, a box to confirm the visit is booked and how many days it is overdue. The Home dashboard shows maintenance status for every location.
- Vendors for refrigeration, plumbing, hood cleaning, pest control and more
- A preferred vendor on each piece of equipment
- Record the visit as serviced by a pro, with the date saved in the history
Repairs
Check coverage first, then make the call
When something breaks, open the equipment before you pick up the phone. If it is under warranty, call the company that covers it. If not, create a work order from the equipment and assign it to your preferred vendor, so the repair is tracked until it is closed.
- Create a work order straight from the equipment and assign it to a vendor
- Every repair saved on that machine's record
- See how often a machine needed a visit before you decide to repair or replace it
Paperwork
Warranty papers and manuals where you can find them
The warranty certificate, the report from the last service visit and the manual for the combi oven tend to end up in different drawers at different sites. Keep them in the document library instead, in folders where the next manager can find them.
- Folders for warranties, manuals and spec sheets
- Attach the files you already have
Before you pay
Five questions to answer before you pay for a service call
| Question | Where to find it in MaintainIQ |
|---|---|
| Is it still under warranty? | Warranty expiry date and notes on the equipment record |
| Which vendor do we use for it? | Preferred vendor on the equipment record |
| When was it last serviced? | Last service and the service history |
| Has this happened before? | Work orders linked to that equipment |
| Is a scheduled visit already booked? | The booked box on the preventive maintenance task |
Straight answer
What our vendor and warranty management does not cover
MaintainIQ has no contracts module, no invoice processing and no vendor portal, and it does not file warranty claims or score vendors for you. You can keep contracts and warranty documents in the document library, and notes on each warranty. When a machine goes down, knowing the date and the right company to call is the part that matters most.
Free templates
Free checklists for equipment and vendor services
Vendor Service Visit Verification Checklist, Free PDF
Free vendor service visit verification checklist PDF. Check insurance and scope before the visit, log arrival, verify the work and match the invoice.
Free Commercial Kitchen Hood & Exhaust Cleaning Checklist PDF
Free commercial kitchen hood and exhaust cleaning checklist PDF with daily, weekly and monthly staff tasks, the NFPA 96 schedule and records to keep.
Free Pest Control Inspection Checklist PDF
Free pest control inspection checklist PDF for monthly interior and exterior checks, quarterly exclusion audits, sanitation and pest provider records.
What is vendor and warranty management?
It is keeping track of the companies that service your equipment and the warranties that cover it, so you call the right company and do not pay for work that should be covered. In MaintainIQ both live on the equipment record, next to the service history and repairs.
How do I know if a piece of equipment is still under warranty?
Open the equipment in MaintainIQ. Each record can hold a warranty expiry date and notes, and the list shows "expires in X days" or "expired". Make it a habit to check before you approve any service call, especially on newer equipment.
Can I set a preferred vendor for each piece of equipment?
Yes. Add your vendors, then choose a preferred vendor on each piece of equipment. It shows on the equipment's preventive maintenance record, so whoever books the service or reports a problem knows which company to call, even on the owner's day off.
Does MaintainIQ manage vendor contracts and invoices?
No. There is no contracts module, invoice processing or vendor portal. You can store contracts, warranty certificates and service reports as files in the document library, and keep notes on each warranty. If you need contract renewals and invoice approvals, a purchasing or accounting tool is the better fit.
Can I assign a work order to an outside vendor?
Yes. A work order can go to an outside vendor as well as to someone on your team, with the same priority, due date and dated history. Vendors do not log in to MaintainIQ, so the work order and its history stay with your team, on the record of the machine it is about.
Can I track vendor performance in MaintainIQ?
Not with scores or ratings. What you do get is the service history and every work order on each machine, with dates, so you can see how often a machine needed a visit and when. That is usually enough to tell whether a vendor's repairs are holding up.
Does it work across multiple locations?
Yes. Each location's equipment carries its own warranty dates and preferred vendors, and the Home dashboard shows maintenance status for every location. MaintainIQ is priced per location with unlimited users, so a single site and a large group get the same features.
Ready when you are
Know who to call and what is covered
In a 15-minute demo we will show you how vendors, warranty dates and service history would work for your equipment.
- iPhone, iPad, Android and web
- English and Spanish
- Unlimited users per location
Prefer to talk? Call (888) 534-0261. US-based support.