Free · Excel & Google Sheets
Free Warranty & Service Contract Tracker Template (Excel & Google Sheets)
A free spreadsheet with one row per serial number. Enter the install or invoice date and the months of each cover type, and it calculates every end date with EDATE, the next end date, days left and which 90/60/30/7 touch is due. Dealers get a renewal pipeline and email templates; owners get a check-and-claim list.
In the file
7 sheets · 542 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Dealer pipeline
- My equipment
- Dashboard
- Email templates
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (2 KB) has the same columns and example rows, without formulas or colors.
Preview
The two tracker sheets, with example rows
This is the color logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
warranty-service-contract-tracker-us.xlsx
| Customer | Serial number | Parts end | Labor end | Days left | Status |
|---|---|---|---|---|---|
| Example – Sample Print Co, Main St | WF-20481 | Nov 24, 2026 | May 24, 2027 | 57 | Due ≤90 days |
| Example – Demo Packaging Ltd | LP-11873 | Oct 21, 2026 | Oct 21, 2026 | 23 | Due ≤30 days |
| Example – Placeholder Signs Inc | CP-55120 | Dec 15, 2026 | Dec 15, 2026 | 78 | Due ≤90 days |
| Example – Sample Print Co, Main St | LM-30915 | Nov 2, 2026 | Nov 2, 2026 | 35 | Due ≤90 days |
| Example – Demo Packaging Ltd | FI-77304 | Sep 30, 2026 | Sep 30, 2026 | 2 | Due ≤30 days |
| Example – Placeholder Signs Inc | WF-20977 | Mar 3, 2027 | Sep 3, 2027 | 156 | OK |
| Example – Sample Print Co, Main St | PP-40012 | Dec 1, 2026 | Dec 1, 2026 | 64 | Due ≤90 days |
| Example – Demo Packaging Ltd | WF-19950 | Jun 2, 2026 | Dec 2, 2026 | 65 | Due ≤90 days |
2 due ≤30 days, 5 due ≤90 days, 1 OK. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
Pick your mode
Dealers use the "Dealer pipeline" sheet for customer machines. Businesses use "My equipment" for their own. Delete the rows that start with "Example –".
Add one row per serial number
Type the install date, invoice date, which one the manufacturer program counts from, and the months of parts and labor cover. End dates, next end and days left are calculated.
Work the amber rows weekly
Amber means a touch is due. Send the matching email from the "Email templates" sheet, then update Last touch sent and Status. The Dashboard counts Offer due, Offered, Taken and Declined.
What’s inside
- Start here
- How to use it in four steps, the colour key and what every column means.
- Dealer pipeline
- Dealer renewal pipeline (one row per customer machine). Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- My equipment
- My equipment: check and claim before cover ends (one row per machine). Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Dashboard
- Dealer pipeline counts (Offer due, Offered, Taken, Declined) and the next 10 open offers; owner claim counts and the next 10 assets to check. Always as of today.
- Email templates
- The three renewal emails (90, 60 and 30 days) and the 7-day call, ready to copy and paste.
- Import to ExpiryEdge
- The same rows in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colors carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves on both sheets. Columns marked required are the ones the import sheet needs.
Dealer pipeline
| Column | What to enter | Type |
|---|---|---|
| Customer | Account name and site, e.g. "Sample Print Co, Main St". | Input · required |
| Contact email | The customer contact who approves purchases. The emails go here. | Input |
| Model | Make and model. Decides which cover plans apply. | Input |
| Serial number | The unit the warranty covers. One row per serial number, never one row per customer. | Input |
| Install date | From the install or commissioning job sheet. If you only have the invoice date, put it in Invoice date and note "install date estimated" in Notes. | Input |
| Invoice date | From accounting. | Input |
| Start rule | Which date the manufacturer program counts cover from: Install or Invoice. Check the program terms. Blank counts as Install. | Input |
| Warranty start | Calculated. The invoice date if Start rule is Invoice, otherwise the install date. | Calculated |
| Parts months | Months of parts (or printhead) cover, e.g. 12. Leave blank if there is only one kind of cover and use Labor months. | Input |
| Parts end | Calculated with EDATE: warranty start plus parts months. | Calculated |
| Labor months | Months of labor (or electrical) cover, e.g. 18. | Input |
| Labor end | Calculated with EDATE: warranty start plus labor months. | Calculated |
| Next end | Calculated. The earlier end date while it is still ahead; once it passes, the later one. Split cover runs from whichever ends first. | Calculated |
| Days left | Calculated. Days from today to Next end; negative once it has passed. | Calculated |
| Touch due | Calculated. 90, 60, 30 or 7: the touch the row is in now. "Lapsed" once the end date has passed. Blank when Taken or Declined, or more than 90 days out. | Calculated |
| Last touch sent | Dropdown: 90, 60, 30 or 7. Update it when you send a touch. The row stays amber until it matches Touch due. | Input |
| Status | Dropdown: Offer due, Offered, Taken or Declined. Taken turns the row gray; add the new contract as its own row. | Input |
| Owner | The account manager who sends the offer. | Input |
| Backup | Covers vacations and staff changes. | Input |
| Notes | Quote number, decline reason, "install date estimated from invoice" and so on. | Input |
My equipment
| Column | What to enter | Type |
|---|---|---|
| Asset | What the equipment is and where, e.g. "Office copier, 2nd floor". | Input · required |
| Category | For filtering. Edit the list on the Lists sheet. | Input |
| Model | Make and model. Decides which cover plans apply. | Input |
| Serial number | The unit the warranty covers. One row per serial number, never one row per customer. | Input |
| Install date | From the install or commissioning job sheet. If you only have the invoice date, put it in Invoice date and note "install date estimated" in Notes. | Input |
| Invoice date | From accounting. | Input |
| Start rule | Which date the manufacturer program counts cover from: Install or Invoice. Check the program terms. Blank counts as Install. | Input |
| Warranty start | Calculated. The invoice date if Start rule is Invoice, otherwise the install date. | Calculated |
| Parts months | Months of parts (or printhead) cover, e.g. 12. Leave blank if there is only one kind of cover and use Labor months. | Input |
| Parts end | Calculated with EDATE: warranty start plus parts months. | Calculated |
| Labor months | Months of labor (or electrical) cover, e.g. 18. | Input |
| Labor end | Calculated with EDATE: warranty start plus labor months. | Calculated |
| Next end | Calculated. The earlier end date while it is still ahead; once it passes, the later one. Split cover runs from whichever ends first. | Calculated |
| Days left | Calculated. Days from today to Next end; negative once it has passed. | Calculated |
| Check window (days) | How many days before Next end you want to check the equipment and report faults. Leave blank for 60 (our suggestion, so covered faults are fixed while still covered). | Input |
| Check-by date | Calculated. Next end minus the check window: book the check, and report any fault, from this date. | Calculated |
| Claim status | Dropdown: Check due, Claim open, Claim settled, No claim needed or Cover extended. The last three turn the row gray. | Input |
| Supplier / claims contact | Who takes warranty claims: the dealer, the manufacturer or a service agent. | Input |
| Claims email | Where to report a fault or send a claim. | Input |
| Owner email | Who in your team should be reminded. Becomes notification_email on import. | Input |
| Registered? | Has the product been registered with the manufacturer, if the program asks for it? | Input |
| Proof on file? | Do you hold the warranty certificate and invoice? Claims usually need them. | Input |
| Claim / ticket ref | The supplier's reference for an open claim. | Input |
| Document link | Link to the warranty certificate, invoice or contract in your shared drive. | Input |
| Notes | Faults to report, what the supplier said, estimated dates. | Input |
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
Printhead warranty · WF-20481
ValidOwner
Account manager
Expires
Mar 3, 2027
Reminders before expiry
90d
60d
30d
7d
Due
Warranty & service contract tracker: questions, answered
Each cover type gets its own months column and its own end date, both calculated with EDATE from the warranty start. "Next end" shows the earlier date while it is still ahead, then switches to the later one, so the 90/60/30/7 touches always run from whichever cover ends first.
Whichever the manufacturer program counts from, so check its terms and set the Start rule column to Install or Invoice. If you do not know the install date, work through the install job sheet, delivery note and warranty registration before falling back to the invoice date, and note that it is an estimate.
A warranty comes with the product; a service contract is bought separately. The Federal Trade Commission’s Businessperson’s Guide to Federal Warranty Law puts it this way: "Service contracts, unlike warranties, are purchased separately from a product." Give an extended warranty or service contract its own row once the customer buys it.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
No. A spreadsheet only changes when someone opens it, so the colours are only as good as your habit of checking. Put a weekly calendar slot on it, or move the warranties into a tool that sends the reminders for you.
It is the same rows laid out in the ExpiryEdge bulk-import columns (name, expiry_date, type and so on), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet, or save the sheet as CSV. Nothing is sent anywhere by the file itself.
It is free to download, use, change and share inside your organization. There is no sign-up and no email needed: the download starts when you click.
A free template, not legal advice. It tracks the dates you enter; it does not decide which licenses apply to you. Check requirements against the official source for your situation.