At company scale, warranty tracking stops being a detail. A fleet of dozens or hundreds of devices — IT equipment, professional appliances, machinery, technical furniture — means just as many warranties scattered across invoices, emails and spreadsheets. Every forgotten warranty is a repair or replacement paid for nothing.
Why it’s harder than at home
- Volume. Nobody can memorize the dates for dozens of devices.
- Fragmentation. Purchases go through several people, several suppliers, several channels.
- Turnover. The employees who bought or installed a device move on; the memory of the purchase leaves with them.
- Multiple sites. The same type of equipment can be spread across several locations.
The result: when something breaks down, nobody knows whether it’s under warranty — or where the invoice is.
The hidden cost of forgotten warranties
For a household, a forgotten warranty costs one repair. For a business, the same oversight is multiplied by the number of devices and repeats every year. Add to that:
- the downtime of a workstation or a machine;
- the admin time spent hunting for a proof of purchase;
- premature replacements because nobody knew the repair was covered.
Best practices
1. Centralize. One single register of equipment, with each item’s purchase date, supplier, invoice, warranty period and location.
2. Attach the proof to the item. The invoice should be linked to the equipment, not lost in someone’s inbox.
3. Organize by site. Being able to filter by location or department makes inventories and service calls much easier.
4. Get alerted ahead of time. Reminders before expiry leave time to decide: file a warranty claim, schedule a repair, or budget for a replacement.
5. Manage access. Several people need to be able to view and update the fleet, with a shared picture.
From inventory to decisions
Tracked properly, the fleet becomes a decision-making tool: you know what’s under warranty, what’s nearing end of life, what breaks down most often. Repairs and renewals get decided on facts, not gut feeling.
Keept for teams
Keept is built for exactly this: a multi-user, multi-site workspace where each piece of equipment carries its invoice, its date and its warranty. The app calculates expiry dates and alerts you before they pass, for the whole team. The Pro and Enterprise plans add more items, more users and multi-site management — everything you need to track an entire fleet without spreadsheets or fallible memory.