Inverter Battery Warranty & Service Register Format
A battery shop's hardest question arrives two years after the sale: “is this still under warranty?” A register built around the serial number answers it in seconds.
In short: what goes on it
An inverter battery warranty and service register should record the entry number and dates; the customer's name, WhatsApp number and installation address; the product's type (inverter, UPS, battery, solar), brand, model, capacity and serial number; the sale and installation dates and the warranty period; the complaint; test readings (voltage, specific gravity or backup time); the action taken — charging, water top-up, repair, replacement or a warranty claim with its claim number and status; any old battery taken in exchange; and the amount and balance.
Why a battery shop needs a warranty register
Warranty decisions depend on dates and readings that nobody remembers. The register keeps them:
- For the customer: proof of when the battery was bought and installed, and of every service and test since — the basis of a claim.
- For the shop: the serial number, warranty period and test readings to decide a claim fairly, and a record of claims sent to the manufacturer and their status.
Format blueprint
The 6 sections of a battery register
- 1
Entry number and dates
- Entry number (e.g. #BT-2026-0905)
- Received on or visited on
- Counter, home visit or installation
- 2
Customer
- Name
- WhatsApp number
- Installation address and landmark
- 3
Product and warranty
- Type: inverter, home UPS, battery, solar inverter or battery, stabilizer
- Brand, model and capacity (VA or Ah)
- Serial number
- Sale date, installation date and warranty period (free and pro-rata months)
- 4
Complaint and test readings
- Complaint: low backup, not charging, no output, beeping, overload, swollen or leaking
- Voltage and specific gravity per cell, or backup time on load
- Terminal condition and water level
- 5
Action and claim
- Charging, water top-up, repair or replacement
- Warranty claim: claim number, sent on, status, replacement received on
- Old battery taken in exchange — and its value
- 6
Amount and terms
- Labour (installation, charging, testing, home visit) and parts
- Exchange value deducted, advance, balance
- Warranty void for physical damage, water top-up neglect or overloading — stated
Three columns that settle a claim
- Serial number and sale date together: the warranty runs from the sale or installation date of that serial number. A register that keeps both on one line answers the claim question at once.
- Test readings: a claim rests on readings, not opinions. Voltage and specific gravity at intake are what the manufacturer will ask for.
- Claim status: a battery sent to the company for replacement can take weeks. A status column stops the customer calling every day to ask.
Doing it in software
In Kiwikit the job card for an inverter or battery asks for the serial number, purchase date and whether it is under warranty; battery warranty claim, old battery exchange, charging, testing, installation and home visits are labour items; and inverters, batteries, solar parts and old batteries (scrap) are stock. See Kiwikit Inverter & Battery Software.
Frequently asked questions
From which date does a battery warranty start?
Usually from the date of sale or installation printed on the warranty card. Recording both against the serial number avoids an argument about which one counts.
What readings should be recorded for a warranty claim?
Voltage, and for flooded batteries the specific gravity of each cell, at intake and after charging. Manufacturers ask for these before accepting a claim.
How should old battery exchange be recorded?
As its own line: the old battery's type and capacity and the value given. It is part of the deal and must show on the bill.
Does the same register work for inverters and solar?
Yes. The product section covers inverters, UPS, solar inverters and batteries; only the test readings change from cell readings to output and backup tests.
Read next
Formats for other trades: Watch Repair Job Card Format, Spectacle Order & Repair Slip Format, TV Repair Job Sheet Format (LED & Smart TV), Printer Repair & Cartridge Refill Register Format, the laptop job sheet and the mobile job card.
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