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Medical Equipment Warranty and Service Tracking Automation

Medical Equipment Dealer - Engaged in selling, installing, and servicing medical equipment across multiple customer locations.

Medical Equipment Warranty and Service Tracking Automation

Automation

Business Context 

The client needed a reliable way to track where medical equipment was installed, along with warranty periods and paid service start timelines. 

The existing process depended heavily on manual records, emails, and follow-ups, making it difficult to: 

  • Know which equipment was under warranty 

  • Track when paid service contracts should begin 

  • Maintain accurate installation records across locations 

LeverageAxiom was engaged to build a lightweight, automated tracking solution using Microsoft 365 tools. 

 

Key Challenges 

  • No centralized tracker for installed equipment 

  • Manual entry of serial numbers and installation details 

  • Difficulty tracking warranty expiry and paid service timelines 

  • Dependence on emails and spreadsheets with high error risk 

  • No automation to extract equipment details from installation photos 

 

Solution Overview 

LeverageAxiom implemented an automated equipment installation, warranty, and service tracking system using Excel Online, SharePoint, Power Automate, and OCR. 

The solution automatically captures installation details from emails and photos, extracts equipment information, and maintains a single source of truth for warranty and service tracking. 

 

End-to-End Automation Flow 

1. Equipment Installation & Photo Capture 

  • Installation executives send an email with: 

  • Photo of the equipment number at the back of the machine 

  • No manual data entry required at the time of installation 

 

2. Automated Data Extraction 

  • Automation extracts key information from the image using OCR, including: 

  • Equipment serial number 

  • Make / model (where available) 

  • Installation date 

  • Eliminates manual reading and typing of equipment numbers 

 

3. Centralized Tracker in Excel Online 

  • Extracted data is automatically updated in an Excel Online tracker 

  • Tracker maintains: 

  • Equipment location 

  • Installation details 

  • Warranty start and expiry dates 

  • Paid service start timelines 

 

4. Automated Tracker Updates 

  • Each new installation or update is reflected automatically 

  • Excel Online acts as a live, centralized register accessible to the team 

 

5. Warranty & Service Monitoring 

  • Automated monitoring of: 

  • Upcoming warranty expiries 

  • Transition from warranty to paid service 

  • Email alerts and reminders triggered as required 

 

Technology Stack 

  • Excel Online 

  • SharePoint 

  • Power Automate 

  • OCR 

 

Delivery Timeline 

Phase 

Duration 

Process Design & Data Mapping 

1–2 weeks 

Automation Development & Testing 

1–2 weeks 

Go-Live & Stabilization 

1 week 

Total Duration 

3–4 weeks 

 

Commercials 

One-Time Implementation Fee 

₹1.10 Lakhs 

Includes: 

  • Automated equipment installation tracker 

  • OCR-based data extraction from images 

  • Excel Online centralized tracking 

  • Warranty and service monitoring automation 

 

Business Benefits Achieved 

  • Single source of truth for installed equipment 

  • Zero manual data entry of serial numbers 

  • Accurate tracking of warranty and service timelines 

  • Reduced follow-ups and missed service opportunities 

  • Improved operational visibility and control 

  • Scalable solution using existing Microsoft tools 

 

Why LeverageAxiom 

We build practical, automation-first solutions that simplify real-world operational challenges—using the tools businesses already rely on. 

Assess. Automate. Advance. Turning equipment tracking into a streamlined, automated process. Chennai, RPA, Low-Code, Power Automate, Power Apps, Power BI and Excel VBA

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