Ramrod
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Ramrod
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Every general platform treats appliance warranty work as an afterthought — a job with an odd invoice. Ramrod was written inside a working OEM service company, by the people doing the calls, around the parts nobody else models: claims, corridors, and the ninety-day clock.
Start your 60-day free trial See what it doesNo card at signup. Founding shops get 50% off for their first 12 months. Includes Customer Candor and Tallymark.
Dispatch, route, doorstep, part, claim. Most software picks one and calls it field service. The money doesn't leak inside a layer — it leaks in the seams, where a fact learned at the doorstep never reaches the claim, and a part that arrived never reaches the schedule.
Duplicates caught before they become two truck rolls. Entitlement checked before anyone drives. The model number read once and reused everywhere it is needed.
One corridor per day, biggest first, farthest stop first, so the day works back toward the shop. Same address books consecutively.
Real queue position for the customer, a live window measured against what was promised, and a technician who can capture a second appliance without leaving the ticket.
Confidence-ranked against your own history, van stock counted, distributor tracking confirmed before the next visit is scheduled.
Codes captured on site, mileage authorisation enforced before closure, the ninety-day clock swept oldest-first.
The model number that clears entitlement is the same one that drives the parts lookup and the same one that fills the claim. Ramrod carries it through all five rather than asking three people to re-key it.
Not a feature list. These are the failures this software was built after — each one because something went wrong on a real job in Oklahoma and somebody decided it wasn't going to happen twice.
Staged claims swept oldest-first toward the 90-day cliff. LG mileage authorization enforced before closure, because an approved mileage-only auth vanishes the moment the claim closes without a mileage line. Per-OEM reason codes, repair-code capture, Square Trade's flat rate. Past the cliff it isn't late — it's gone.
One corridor per day, biggest first, farthest stop first so the day works back toward the shop. Same address books consecutively — one truck roll, one text. Per-technician blocks, a six-call cap, and a planner that proposes before it books. Drag a job to another day and the rules argue back out loud.
Amazon-style arrival tracking with real queue position, re-projected as the day runs. Competitors send "on my way" and a map pin. Nobody else tells the customer how many visits are ahead of them — which is the only question they were actually asking.
The technician's live position is measured against the window each customer was promised. Running behind sends an apology with a real projection. Running early asks permission rather than turning up. Either way they hear it before the window closes, not after.
One set of facts down three channels in a deliberate order — the AI call first because it can be answered, the text after it as the written record, the email last. And a list, shown to you, of every claim the software was able to make and refused to, because it wasn't in the record.
Answers 24/7, books against route-insertion cost rather than open slots, quotes only from the price book — and verifies two of three (work order, phone, address) before touching an existing job. It refuses to invent an estimate, because a number said by a machine is a number the customer holds you to.
It answers the phone, replies to messages, clears duplicates and files clean claims — under a policy you set once, not a prompt you approve every time. Every action carries a confidence score and names its source. Below the floor it refuses and hands to a person rather than improvising.
Top three candidates scored against how often each one solved that fault on that model — in your history, not a generic catalogue — then checked against van stock and the distributor. Exploded diagrams keyed to the model number that arrived on the dispatch, so nobody looks anything up.
Counts, minimums, and a decrement when a part is used — so "probably in the van" becomes a number. Tracking is confirmed against the distributor portal before anything is scheduled, because a part that is "shipped" is not a part that is here.
A wife books in February, the husband books in August. Same surname and same address surfaces the earlier visit — matched on corroboration across serial, phone, email, address and name, so one weak identifier never matches alone and a shared name plus address always does.
The camera reads the rating plate and writes model and serial to the job — then shows you what it read against what was already there and makes you choose, because a misread serial is worse than no serial. The parts list and the diagram re-match themselves.
The customer points at a second appliance. Capture it on the spot — warranty status, brand, model, serial, the fault in their words, photo and video — and the first thing it answers is whether the part is on the van, so you know if this is today's work or a separate ticket before you promise anything.
Every commitment made to a customer — arrival windows, callbacks, "we'll let you know" — written down the moment it's said, by a person or by the AI, and scored kept or missed. A notification system tells people things. A ledger holds you to them.
Offline by design, not as a fallback. A pre-flight check tells the technician what's cached before leaving base and names the one thing that isn't. Writes queue and replay in order when signal returns — nothing is lost in Osage county.
Append-only, attributed, timestamped, plain English. Every text in and out, ticket creation, arrival, photos, documents. Corrections are appended, never overwritten. The day there's an argument about what was said, you have the record rather than a recollection.
Card links minted at the kitchen table, financing beside them, payments confirmed by polling so nothing needs to reach into your network. Customer-pay closeout drafts an invoice instead of staging a claim nobody will file. And a reconciliation ledger that catches the short payment nobody noticed.
Ramrod runs the job. Customer Candor keeps your technicians safe at the door, and Tallymark keeps track of the people doing the work.
A shared job-site safety record for the buildings your technicians walk into. At closeout a tech logs site hazards, health risks, access notes and how to staff the next visit in about fifteen seconds, so the next tech knows what is behind the door before they knock.
Payroll and employee time cards, designed to work seamlessly with Ramrod. The hours your people put in are kept alongside the jobs they worked, instead of in a separate system nobody reconciles.
Want Tallymark with your trial? Say so when you sign up, or email dustinb@aresllc.co.
Every one of these came out of a real day at ARES LLC, where Ramrod runs the whole appliance warranty operation across Tulsa and Oklahoma City.
Every customer and vendor text, email, call and portal message reaches the owner by priority: urgent right away, normal in batches, the rest in an evening digest. VIP and mute lists per sender, and quiet hours.
When the AI office can't answer a customer or partner message on its own, it sends an immediate acknowledgement while a person picks it up. No message sits unanswered.
The server watches every promised window. If a visit is going to be missed, the server tells the customer, even if the field app has gone quiet, and a visit that never happened goes straight to rescheduling.
Customers and warranty partners look up a claim with the claim number and the address or phone on file, see where it stands, and leave a message that lands on that job's thread.
What every payer actually remitted, checked against what you billed, split into deducted, unpaid, unexplained and disputable. We built it after finding real money missing on a warranty network.
Parts the warranty network ships show up inside the work order with tracking, so the office and the tech see where the part is without leaving the job.
An online portal for contractor applicants: agreement and background disclosure signed electronically, W-9 and license uploaded, the owner notified.
The AI phone agent answers 24/7 in English and Spanish, finds the caller's job, answers from the ticket and hands off to a person when it isn't sure.
How tenants are kept apart, how data is protected and what we promise are published: Security, Terms of service, Privacy.
Per-seat pricing punishes you for hiring. Ramrod is one flat subscription per business, with no per-seat or per-technician fees, so no line item grows when the crew does. What changes with size is which problem hurts most, so the software puts a different thing in front of you.
The general platforms are better at billing, marketing and price books. None of that is the job. This is the part of the work they were never built for.
| Ramrod | SMB platforms | Enterprise | |
|---|---|---|---|
| OEM warranty claims workflow | built in | none | none |
| Ninety-day claim sweep & mileage gating | enforced | none | none |
| Queue-position customer tracking | yes | map link only | map link only |
| Arrival drift, with consent to arrive early | yes | delay alert | delay alert |
| Tracking that ends at the door | by design | runs to job close | runs to job close |
| Part cost hidden from warranty customers | enforced | not modelled | not modelled |
| Household history across different callers | corroborated | account match | account match |
| Verified phone agent | included | paid add-on | add-on |
| AI actions logged with their policy | every one | partial | partial |
| Offline-first field app | yes | varies | some |
| Where your customer list lives | your server | theirs | theirs |
| Software cost, three techs | One flat price | $150–350/mo | $750–1,200/mo |
| Software cost, twenty techs | One flat price | $1,000–2,300/mo | $5,000–10,000/mo |
Competitor figures are published list-price ranges and vary with negotiation. The point isn't the exact number — it's the shape. Ramrod is one flat subscription per business, with no per-seat pricing as the crew grows. Run it self-hosted and the data stays on a server you own: no vendor holds your customer list, and nobody raises your rent because you added a truck. A ten-truck shop on a per-technician platform can pay more in a year than the hardware costs in a decade.
No frameworks to age out, no packages to be abandoned, no tile vendor watching your customers' addresses. Standard library only. Backups verify the audit chain while they run, because a backup of a corrupt record just preserves the corruption.
Field service management software for appliance warranty servicers — companies working OEM dispatch from manufacturers like LG, Samsung and Whirlpool, plus third-party administrators. It handles dispatch, routing, customer communication, parts and the warranty claim itself in one system, and it can be self-hosted on hardware you own.
Those are built around invoicing a customer who pays you directly. A warranty job has no customer invoice — it has a claim filed with an OEM under reason codes, on a ninety-day clock, sometimes with a mileage authorisation that must be attached before closure. That workflow does not exist in the general platforms, so warranty servicers end up running it in a spreadsheet beside the software they are already paying for.
Every new business starts with a 60-day free trial, with no card at signup. After that it is one flat monthly subscription per business, with no per-seat or per-technician fees, so the bill does not change whether you run one truck or a hundred. Founding shops get 50% off for their first 12 months.
A shared job-site safety record built into Ramrod. It is about buildings, never people: technicians log hazards, health risks and access notes in about fifteen seconds at closeout, so the next technician knows what is behind the door before they knock. It holds no names, phone numbers or emails, has no public search, and sharing stays off until a company turns it on.
Tallymark is Ramrod's companion payroll and employee time card application, designed to work seamlessly with Ramrod, so the hours your people put in are kept alongside the jobs they worked.
Most shops start on the hosted app at app.ramrodfsm.com. Ramrod can also run on a server you control instead of a vendor's cloud: your customer list, addresses, photos and claim records stay on your infrastructure, and no vendor can hold that data hostage at renewal. Email dustinb@aresllc.co to self-host.
Yes. Claims are staged and swept oldest-first toward the ninety-day cliff, with per-OEM reason codes and repair-code capture. LG mileage authorisation is enforced before closure, because an approved mileage-only auth disappears the moment a claim closes without a mileage line. Square Trade's flat rate is modelled.
Yes — offline is the design, not a fallback. A pre-flight check tells the technician what is cached before leaving base and names the one thing that isn't. Writes queue locally and replay in order when signal returns, so nothing is lost in rural coverage gaps.
One to roughly a thousand, on the same software and the same bill. What changes with size is which problem surfaces first: a single truck needs the AI to answer the phone, a ten-truck shop needs handovers and corridor rules, and a large operation needs governance — audit chains, standing authorisation and cost-to-serve reporting.
ARES LLC, an appliance warranty service company in Sand Springs, Oklahoma. It was written inside a live operation by the people running the calls, against real failures — a $50 no-show from a committed window nobody compared, contacts whose phone numbers sat in a field the SMS gateway never read, a claim closed without the mileage line that was already approved.
Payroll and employee time cards, designed to work seamlessly with Ramrod — the hours your people put in, kept alongside the jobs they worked.
A shared safety record for the buildings your technicians work in. Site hazards, health risks, and how to staff the next visit — contributed by the companies who were there, recorded at closeout in about fifteen seconds. About the property, never about a person. Included with Ramrod.
Why claims expire, how an approved mileage authorisation disappears at closure, why a sealed-system authorisation refuses a claim without a sealed-system part, and the one habit that recovers most of it — which works on paper and needs no software at all.
An approved mileage-only authorization is consumed the moment a claim closes. Close without a mileage line and it is discarded silently — no error, nothing failed, just a smaller number weeks later. Why a gate beats a reminder, and the sealed-system refusal beside it.
It routes the job and adjudicates the claim, and that part works. What sits outside it: your other work sources, the route, duplicates across sources, the homeowner, the van — and the claim you haven't filed yet, which nothing can see but you.
Good software, built around an invoice the customer pays. What that means when the payer is a manufacturer, and the spreadsheet test for working out whether it matters to you.
The most capable general platform there is, priced per technician on an annual contract. The arithmetic of paying enterprise rates against a rate the OEM sets and does not raise.
Clean, affordable, genuinely easy to adopt. Where the per-seat model bites a growing warranty shop, and where quote-schedule-invoice-get-paid breaks at step four.
Ramrod runs a live appliance warranty operation in Oklahoma every day. Set up your own company in a few minutes and run real jobs through it.
Founding shops get 50% off for their first 12 months. Customer Candor is included; ask for Tallymark when you sign up. Questions first? Email dustinb@aresllc.co with your company, the OEMs you service and roughly how many technicians you run.