Capture the case
Record the unit, serial, failed and replacement parts, vendor, job reference, dates, and expected value.
Guided warranty-credit operations
Every warranty credit, accounted for.
Operlay gives U.S. HVAC contractors one auditable path from failed-part intake to the credit recorded by accounting—without replacing field-service, distributor, or accounting systems.
Human-approved submissions
Private evidence storage
Guided founding-customer onboarding
Recovery queueCredit pending
Compressor caseEvidence completeFollow up
Control board caseReturn by FridayPart due
Blower motor caseVendor reviewIn review
One timeline, end to end.
Evidence → RMA → failed-part custody → vendor decision → accounting receipt.
Reconciliation
Expected ↔ received
No claim amount is treated as recovered until a person records the credit.
The leakage point
The claim is only half the job.
Warranty recovery crosses technicians, parts bins, inboxes, distributor portals, RMAs, carrier tracking, and accounting. Operlay keeps the handoffs attached to one case so a pending credit cannot quietly disappear between systems.
The recovery loop
Four handoffs. One ledger.
Start manually or import a CSV. Operlay adds operational control around the workflow you already use.
Complete the packet
Use a vendor-specific evidence checklist and keep private PDFs and photos with the case.
Control the return
Track RMA, custody location, ship-by date, carrier, and tracking before the failed part misses its window.
Reconcile the credit
Record the vendor decision and received transactions, then compare expected value with what accounting actually received.
Designed for the back office
A control layer, not another system replacement.
Keep your dispatch, field-service, distributor, and accounting tools. Operlay owns the operational gap between them.
- Your team decides eligibility and controls every submission.
- Operlay never represents a manufacturer or distributor.
- Recovered amounts come from recorded credit transactions—not projections.
See which cases are missing serial photos, invoices, diagnoses, or other configured requirements.
Know where the part is, who has it, and when the RMA or return window closes.
Assign missing-document, vendor-review, return, and credit-chase tasks with due dates.
Retain a clear timeline of status, assignment, evidence, custody, and money-changing actions.
Who it serves
One view for every recovery handoff.
Each role sees the same case history, with permissions matched to the work they own.
Owners & GMs
See expected, pending, overdue, denied, written-off, and received credit without a spreadsheet roll-up.
Warranty coordinators
Build complete packets, meet return deadlines, and keep vendor follow-up moving.
Accounting teams
Match incoming credit memos and transactions back to the expected case value.
What to bring
Start with records your team already has.
A useful review starts with authorized exports and evidence—not a new data-entry project. Operlay confirms the exact scope before records are shared.
Case and claim records
Open or historical claim lists with vendor, dates, job reference, status, and expected credit where available.
Return and custody records
RMA details, failed-part location, ship-by dates, carrier tracking, and evidence of receipt or disposition.
Credit records
Credit memos or accounting exports that can be matched to expected warranty credits. Customer addresses are not required.
Warranty Credit Recovery Audit
See what your warranty records can show.
US$500 one time. Operlay reviews customer-authorized warranty-credit records and provides a guided operating setup for your team.
- Review of supplied open and historical warranty-credit records
- Identification of missing, aging, short-paid, or unreconciled items supported by those records
- Initial workspace setup and import or entry of in-scope cases
- Evidence and failed-part custody review
- Findings summary, recommended workflow, and guided onboarding
You provide records you are authorized to share and remain responsible for eligibility, deadlines, submissions, vendor communications, physical parts, and accounting treatment. Operlay does not promise recovery or autonomously submit or appeal claims.
Founder-led discovery
A human handoff when it matters.
Rob Marunchak founded Operlay and leads early customer discovery. Routine product, workspace, billing, and support communication comes from Operlay.