Illustrative workflow case study · 3 October 2026
A bulb, a bill,
a warranty the buyer can find.
An electrical shop sells two LED bulbs with six months of cover. Here is how the sale becomes a warranty slip the shop and customer can track. This is an example scenario, not a customer testimonial or a measured result.
The problem
The promise needs a record.
A verbal replacement promise or a separate notebook makes the original dates and conditions difficult to find. The invoice should lead directly to what the shop offered that buyer.
Example purchase
LED bulb 9W · 2 units
- Purchase date
- 3 October 2026
- Warranty
- 6 months · Provided by the shop
- Coverage dates, inclusive
- 3 October 2026 – 2 April 2027
- Recorded conditions
- Replacement for manufacturing defects; bring the bulb and slip.
Sample terms only. Use the actual policy offered by your shop or manufacturer.
From item setup to buyer tracking
Set the policy once. Keep it with each sale.
- 1
Organise the item
Choose Electrical → LED lighting, and record the brand and manufacturer. The distributor belongs in Suppliers.
- 2
Choose coverage
Select six months, one, two or three years, or custom days, months or years. Use the Warranty tab to choose the shop, brand or manufacturer. For external cover, add a support name and phone, email or website; address and claim instructions appear on the slip too.
- 3
Complete the sale
The invoice creates a buyer-linked warranty. Configured email includes the invoice PDF and a generated warranty-slip PDF.
- 4
Track after purchase
The shop searches its warranty register. The buyer scans the slip’s QR or opens the private tracking link without an account.
The record survives the next change.
Catalogue changes
Existing buyers keep the terms issued with their sale. Future sales use the new item policy.
Returns and cancellations
A sales return reduces the remaining covered quantity. Fully returned and voided sales show their current status. Corrected coverage supersedes the old slip.
Delivery visibility
The owner sees queued, accepted, failed, missing-email or disabled-mail states. Transport acceptance does not prove inbox delivery.
Automatic email requires enabled platform mail, a running queue worker and a valid customer email. Otherwise, print the slip or share its private link manually. Manual WhatsApp sharing includes tracking links. Coverage tracking records the offered policy; the shop still reviews any replacement request.
Different shops need different item details.
| Shop and item | Useful tracking | Coverage or expiry |
|---|---|---|
| Electrical · bulbs and fans | Quantity for loose bulbs; serials for identifiable units | Record the actual shop or manufacturer duration. No serial is required for every bulb. |
| Mobiles · phones and chargers | Serial or IMEI for phones; quantity for accessories | Keep the sold serials and original terms with the buyer’s invoice. |
| Appliances · mixers and refrigerators | Brand, maker, category and serial per unit | Record product coverage. Different component periods need a separate workflow. |
| Hardware · drills and pumps | Category, maker and serial where available | State the actual provider, duration and exclusions. |
| Furniture · chairs and tables | Category, brand and quantity | Record structural cover only if actually offered. |
| Automotive · batteries and tyres | Brand and optional serial | Calendar cover does not calculate mileage-based or prorated claims. |
| Grocery · milk and snacks | Batch number and expiry per lot | Track stock expiry separately from purchase-date warranty. |
| Pharmacy and cosmetics · packaged stock | Manufacturer, batch and required expiry | Expiry controls do not replace specialist regulatory systems. |
Batch and serial stock tracking are alternative modes for each item and depend on the shop’s plan. All warranty examples describe settings, not guarantees offered by a particular brand.
Questions shop owners ask
Can a bulb have a warranty without a serial number?
Yes. The warranty can identify the item, customer, invoice and quantity. Record serial numbers when your product has them and uses serial tracking.
Does the buyer need an app account?
No. The private link shows that warranty’s details and current status. Keep it private: anyone you give the link to can view it.
Is product expiry the same as warranty expiry?
No. Product expiry belongs to a physical stock batch. Purchase-date warranty begins on the customer's invoice date.