The warranty follow-up prompt.

One saved prompt, running every morning. It reads your open warranty claims in NORDVEST, checks your email for anything new, and tells you the next step for each claim that has gone quiet. Copy it, change the numbers, and put it on a schedule.

// COPY THIS

→ Paste it into Claude or ChatGPT

# Daily warranty follow-up review

You are reviewing my open warranty claims each morning. Use my connected
NORDVEST account and my email. Report only. Do not send any email.

## Steps

1. List every open We Owe of type "warranty" in NORDVEST.
2. For each one, note the customer, the asset, the claim stage, the
   manufacturer or vendor, and the date of the last activity.
3. Search my email for messages about each claim. Match on the customer
   name, the asset model or serial number, the claim reference, and the
   vendor contact.
4. Compare what the email says against what NORDVEST records. Identify any
   claim where the email is ahead of the record.
5. Identify the next step for each claim that is not simply waiting on the
   vendor with a recent reply.
6. Call out every claim that has been pending for more than 14 days.

## What counts as stalled

A claim is stalled when any of these is true:

- It has been pending for more than 14 days.
- I owe the vendor something and have not sent it.
- The vendor asked for one item, I supplied it, and no reply came.

## Look for the pattern, not only the status

Before you recommend a next step, read the older email threads for the same
customer, asset, or vendor contact. If a specific tactic produced a reply
before, say so and recommend it again. Examples of a useful pattern:

- The vendor answered only after a second person was copied.
- The vendor answered a phone call after ignoring three emails.
- The vendor answered when the claim reference was in the subject line.

A recommendation with evidence behind it is worth more than a reminder.

## Output

Start with one headline sentence: the single item that most needs my
attention today, and why.

Then group the claims:

1. **Needs me today.** The claim, the age in days, the exact next step, and
   the evidence for why that step will work.
2. **Pending, inside 14 days.** One line each. No action needed.
3. **Pending over 14 days.** The claim, the age, who it waits on, and what
   I sent last.
4. **NORDVEST is out of date.** Any claim where the email shows something
   the record does not. Name the field that should change.

Keep it short. If nothing changed since yesterday, say that in one line and
still list anything over 14 days.

## Rules

- Do not send email. Do not change a NORDVEST record unless I ask.
- Never invent a claim number, a date, or a vendor reply. If you cannot
  find something, say that you could not find it.
- Use the customer and asset names exactly as NORDVEST spells them.

Change 14 days to whatever your shop actually tolerates. Add the vendors who need a nudge before they answer. Swap warranty for commitment or opportunity and the same shape works on the rest of your open promises.

// SET IT UP

Three things, once.

Connect NORDVEST to your assistant. In Claude, add a custom connector pointed at your NORDVEST server. In ChatGPT, install the Nordvest Ops plugin. See how NORDVEST works with AI, and find the step-by-step guide in the help docs once you sign in.
Give the same assistant access to your email. Claude and ChatGPT both connect to Gmail and Outlook. The prompt reads mail. It never sends any.
Save the prompt on a daily schedule. In Claude, use a scheduled task. In ChatGPT, use a scheduled task or a project instruction you run each morning. Pick a time before you start returning calls.

// WHAT COMES BACK

DAILY WARRANTY REVIEW READ ONLY · NO MAIL SENT

The headline: no new warranty email since yesterday, but I caught something the previous pass missed, the [vendor] credit on [asset], open 100 days. [Person] asked for one thing (the PO), you gave it within the hour on 7/13, and the credit never came. Worth noting the pattern buried in the April thread on that same machine: he went dark until you cc'd [person], then replied in two minutes. Do that again rather than sending a fourth bump into the void.

→ A next step with evidence, not another status list.

// THE HONEST LIMITS

→It reads and reports. It does not send the email, and the judgment about tone with a vendor you rely on stays yours.

→It only sees claims that are in NORDVEST. A warranty tracked in a spreadsheet is invisible to this, the same way it is invisible to everyone else in the shop.

→Email matching is not perfect. Check the claim before you act on a surprise.

Start a demo → See how AI works here →