Never pay for a repair that was covered
Warranty and AMC dates live on the asset. At breakdown approval you see coverage instantly — "Under AMC, consider vendor" — and one click opens a service call with the full visit → quote → approval → repair → bill trail.
What AssetAI does
Coverage at decision time
Warranty/AMC badges appear exactly where the repair-or-vendor decision is made.
Quote approval gates
Vendor quotes above your threshold route through the approval chain with the amount visible.
Bill passing
Passed bills post to the work-order cost — vendor spend per machine is always current.
Expiry alerts
AMC and warranty expiries alert your team inside your chosen window, before renewal leverage is lost.
AMC visits, statutory tests and vendor services — cataloged with costs and SLAs.
Every breakdown raises the same question before a wrench is picked up: is this covered, and by whom? AssetAI answers that question from data already sitting on the asset record — no separate contract folder, no phone call to check if the AMC is still active — and keeps a full record of what happened once the repair is routed out.
How coverage status is actually computed
Coverage isn't a manual field someone updates when they remember to. It's derived live from the dates and flags already on the asset, using a fixed precedence so the system never has to guess:
- In warranty overrides everything else, if the warranty end date hasn't passed.
- Under AMC applies next, if there's an active AMC contract on the asset.
- Expired covers assets whose warranty or AMC has lapsed.
- No coverage recorded is the default when none of the above apply.
This precedence is fixed, not a per-asset setting — which is deliberate. It means two maintenance engineers looking at the same asset on the same day will always see the same answer, and that answer is stamped onto the service call the moment it's raised rather than looked up separately at billing time. If you're new to how a CMMS structures this kind of asset data, What is a CMMS is a useful primer.
Vendor assignment without a vendor portal
When a service call opens, AssetAI pre-fills the vendor field using a simple two-step fallback: the asset's AMC vendor first, and if none is set, the asset's supplier. There's no vendor master, no rating system, and no bidding workflow behind this — it's a routing shortcut, not a vendor-relationship module. Once the call is open, it moves through a state machine — Requested, Visited, Quoted, Quote Approved, In Service, Completed, Billed, Bill Passed, Closed, with Cancelled available at any point — and every transition is entered by your own plant users and timestamped automatically. That gives you an audit trail of who moved the call and when, without asking vendors to log into anything.
Where this stops, and what to check before you buy
It's worth being clear about scope, because AMC modules mean different things in different tools:
- No auto-renewal — an expired AMC is flagged by the daily 06:15 sweep, but a person has to enter the new contract.
- No multi-vendor quote comparison — the trail supports one quote and one approval step, not a bidding process.
- No invoicing or ERP posting — "Billed" and "Bill Passed" are status stamps on the service call, not a billing engine.
- No SLA clauses or contract documents attached beyond cost, dates, schedule, and free-text notes.
If your team needs vendor scorecards, competitive bidding, or invoice automation, this feature won't cover that gap today — worth confirming against your own process before rollout. What it does solidly is remove the daily ambiguity around coverage for plants running a mix of in-house repair, warranty claims, and paid vendor work, which is the more common problem across Indian manufacturing sites regardless of sector. See how it fits alongside scheduled maintenance and breakdown handling on the features page, or book a demo and walk through your own AMC list on a real asset register.
Illustration of a work order in AssetAI — not an actual screenshot.
Once a breakdown is routed to an outside vendor, the job isn't just "who pays" — it's tracking a repair through visit, quote, approval, and billing without anyone having to chase status over phone or WhatsApp. AssetAI treats that repair loop as a structured record on the service call itself, not a side conversation, and pairs it with automatic warnings before warranty or AMC cover lapses.
Tracking the repair loop from first call to closed
Every external repair moves through the same fixed sequence: Requested → Visited → Quoted → Quote Approved → In Service → Completed → Billed → Bill Passed → Closed, with Cancelled available as an exit at any point. Nothing skips a step, and nothing is logged twice under different names.
- Each transition is timestamped automatically, so the record shows not just the current state but when it got there and, implicitly, who moved it.
- The trail is the same whether the asset was in warranty, under AMC, or paid work — coverage changes who's called and who pays, not how the repair is tracked.
- Because the sequence is enforced, a service call can't jump from "Requested" to "Billed" with nothing in between — which is what makes the history usable later if a repair takes longer than expected or a vendor's work needs reviewing.
This is deliberately a status tracker, not a billing system — there's no invoice generation and no push to accounting. "Billed" and "Bill Passed" are stamps on the record for your own reconciliation, not an ERP posting.
Expiry alerts, and the renewal step that still needs a person
Contract dates are only useful if someone gets nudged before they expire, not after a breakdown reveals the AMC lapsed three weeks ago. A daily sweep at 06:15 checks warranty and AMC end dates across every asset and flags what's coming due, using the same lifecycle-alert mechanism that runs elsewhere in AssetAI — there's no separate AMC alert engine to configure.
What it doesn't do is renew anything. Expiry is detected and surfaced; entering the new contract — vendor, dates, cost, schedule — is still a manual step. For plants running a large mix of OEM AMCs alongside in-house repair capacity, which is common across Indian manufacturing, that's usually the right boundary: renewal terms and pricing are a negotiation, not something a system should quietly auto-extend.
Where this fits in a broader maintenance setup
AMC and warranty tracking works alongside, not instead of, the rest of the platform. The AMC schedule field on an asset stores a cadence label for reference only — actual PM work orders come from Maintenance Scheduling & Planning, and coverage status itself feeds into breakdown approval and reporting elsewhere in the system. If you're still deciding whether a structured system is worth the switch from spreadsheets, What is a CMMS covers the baseline case; if you want to see how coverage tracking looks across different plant types, the industries and use-cases pages have specifics.
This module is built for maintenance teams who need warranty and AMC status visible at the moment a breakdown is approved — not for procurement teams running vendor bids or SLA enforcement. If that's your requirement, it's worth checking pricing against your actual scope before rollout, or booking a demo to walk through how coverage precedence and the service-call trail behave on your own asset list.
AMC & Vendor Service Management FAQs
How do I know which assets are still under warranty versus AMC when a breakdown happens?
AssetAI computes and displays coverage status in real time on every asset, using a fixed hierarchy: in-warranty beats under-AMC, then expired, then no coverage recorded. When you raise a service call, that coverage state is stamped instantly onto the call so the approver sees whether the asset is covered before routing the repair. The system also runs a daily 06:15 sweep that warns you ahead of warranty and AMC expiry dates, based on the dates stored on the asset record itself.
Can the system automatically fill in which vendor should handle a repair?
Yes. When a service call is created, AssetAI pre-fills the vendor field from the AMC vendor linked to that asset's record. If no AMC vendor is set, it falls back to the asset's supplier. You can override it manually if needed, but the automation removes the step of hunting for contact details mid-breakdown and ensures consistency across repeat repairs on the same equipment.
What information do I need to store for each AMC contract?
Store the vendor name, contract start and end dates, cost, and the service schedule (monthly, quarterly, half-yearly, or yearly) on the asset's AMC record in AssetAI. This data sits alongside warranty dates and notes on the same asset page, so all coverage history is in one place. The system uses these fields to compute live coverage status and trigger expiry warnings automatically.
How does the system track an external repair from request to invoice?
AssetAI runs the external-repair loop as a tracked state machine with an automatic time trail: Requested → Visited → Quoted → Quote Approved → In Service → Completed → Billed → Bill Passed → Closed, with Cancelled as an exit at any point. Each transition is logged with a timestamp, so you can see exactly where a vendor's job stands and when it moved between stages without chasing emails.
What happens if an AMC contract expires while a machine is still running?
The system warns you daily at 06:15 of upcoming warranty and AMC expiry dates based on the dates held on the asset. Once an AMC expires, the coverage status flips to "expired" and any new service call raised after that date will no longer carry AMC coverage—it will be marked as "paid" instead. This forces a conscious decision: renew the AMC, switch vendors, or absorb the cost, rather than accidentally treating a lapsed contract as active.
Can I see the coverage status for an asset before I approve a repair request?
Yes. AssetAI surfaces coverage status at the moment of breakdown approval, so the approver sees whether the asset is under AMC, in warranty, or will be paid out-of-pocket before deciding how to route the repair. This prevents approvers from authorizing repairs under wrong assumptions and ensures routing decisions are made with full cost and compliance visibility, which is critical when deciding between emergency external repair and waiting for scheduled preventive maintenance.
If a vendor misses their scheduled preventive maintenance visit under an AMC, how does AssetAI help us track this and follow up?
The system logs scheduled vs. actual visit dates. When a vendor doesn't complete a visit on time, you get overdue alerts. You can manually flag non-compliance and attach follow-up notes. For repeat issues, compare vendor performance in Reports to decide contract renewal or escalation.