Rotozoom Warranty — User Manual

Warranty management and PDF certificates for WooCommerce. Warranty issues and tracks product warranties straight from your store: a warranty is registered automatically for every completed order, you get a branded PDF certificate, and you handle customer return requests — all from one admin dashboard.

• Free version: PDF warranty certificates, a return-request form, an admin list of return requests, up to 5 warranty cards in total.
• Pro version: unlimited warranty cards plus the full RMA / Returns workflow (customer self-service Returns page, return & warranty-claim rules, repair / paid exchange / refund handling, email notifications + status history in the customer's account).
• Pro price: €49 / year per site, incl. VAT.
• How to get Pro: use the edition downloaded from rotozoom.com, buy Pro on rotozoom.com and sign in to your Rotozoom account in Rotozoom Connect, which is installed automatically with the plugin. One licence works on one site; you can move it with Change site in your rotozoom.com dashboard.

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For newcomers: what this plugin does

When you sell a product with a guarantee, you need to record who bought what, when, and for how long it is covered — and give the customer proof. Warranty handles all of this inside WooCommerce:

• It creates a warranty record tied to a real order.
• It produces a PDF certificate the customer can keep.
• It gives customers a way to request a return or repair, and gives you a place to manage those requests.

Setup

1. Configure warranty terms

Under Settings, choose the product attribute (or custom field) that holds each product's warranty period as a number, and whether that number means years or months. Products without a value get no warranty card. Then fill in your company details and the card text (title, warranty terms, footer note); empty text fields use built-in default wording in the store language.

2. Branding the certificate

Add your logo and business details so each certificate looks professional and on-brand. The certificate is rendered as a real PDF document, suitable for printing or emailing.

3. How warranties are created

Warranty cards are created automatically: when an order is marked Completed, the plugin creates a card for every product in it that has a warranty period. Coverage counts from the date the order was placed.

4. Add the return form

Create a page and add the shortcode [rotozoom_returns]. Customers enter their order number and the email address used on that order to send a return or repair request.

Feature reference

Per-order warranty registration

Every completed order automatically gets a warranty record for each covered product, capturing the customer, the product, the purchase date, the coverage period, and the invoice and tracking number when available. Because it is tied to the order, you always have the full context when a claim comes in.

PDF certificate generation

Generate a branded PDF warranty certificate for any registered warranty. The document is produced server-side (using the bundled mPDF engine), so it is consistent and printable. The plugin does not send the certificate to the customer by itself: download it with the Download button under each item in the order, from the Cards list or from the order documents box of Rotozoom Sell & Ship, and give it to the customer as proof of cover.

Return request management

Customers send a return or repair request through the return form and see a confirmation on screen. You see all incoming requests in a list in the admin — order, customer, type, reason and date — and handle them yourself, for example by email or phone. Processing cases and tracking their status inside the plugin is part of Pro (below).

RMA / Returns workflow (Pro)

The Pro plan turns return handling into a complete, automated RMA (Return Merchandise Authorization) system.

RMA rules — under Rotozoom Warranty → RMA rules, you define up to three policy types:

• Return within X days — accept returns for a number of days after purchase, and choose who pays return shipping (shop or customer).
• RMA in warranty — handle claims while a product is still covered: offer repair, paid exchange for another product, or a refund.
• RMA out of warranty — optionally accept claims after the warranty has expired, with paid repair/exchange.

Customer "Returns" page — every customer account gets a new Returns tab listing their orders and products. Each product shows the right action automatically: Return (inside the return window), RMA in warranty, RMA out of warranty, or a plain Out of warranty label when out-of-warranty handling is off. The warranty-card PDF also links straight to this page.

Processing a case — from RMA requests you approve, reject, or offer a paid repair/exchange. A paid repair/exchange creates a real WooCommerce order the customer pays online; the customer can also decline — and you then choose how the product gets sent back (a prepaid return order, courier paid on delivery, or free), or the customer can forfeit it. Approving a refund creates a real WooCommerce refund and sets the order to Refunded; if you run Rotozoom Sell & Ship, it issues the credit note automatically, otherwise an order note reminds you to issue it yourself.

Return address — set your return address in the plugin settings first; until it is filled in, the Returns page in customer accounts stays unavailable. For privacy, the address is revealed to the customer only after you approve their request (the Approve & send return address action), not at the moment they submit it.

Notifications — the customer receives an email at every status change, and the case's status history (what changed, when and by whom) is shown on the Returns page in their account, so both sides have a clear record until the case is finished.

Admin & customer tracking

The admin gets an overview of all warranty cards and return requests. With Pro, customers also follow the status of their own cases in their account.

Warranty card limit

• Free: up to 5 warranty cards in total — one per covered product in an order, counted over all cards ever created (not per month) — enough to trial the plugin or run a small range.
• Pro: unlimited warranty cards for a full catalogue.

Free vs Pro at a glance

Feature	Free	Pro
PDF warranty certificate (mPDF)	✓	✓
Return-request form ([rotozoom_returns])	✓	✓
Admin list of return requests	✓	✓
Case processing + customer status tracking	—	✓
Warranty cards	up to 5 in total	unlimited
RMA rules (return within X days / in & out of warranty)	—	✓
Customer "Returns" self-service page	—	✓
Repair / paid exchange / refund handling	—	✓
Paid exchange via a real WooCommerce order	—	✓
"Refunded" order status for returns	—	✓
Email notifications + status history in the account	—	✓

Advanced notes

• PDF engine: certificates are rendered with the mPDF library bundled with the plugin, so generation works without external services.
• Localisation: the plugin and its default card texts come in English, German, Spanish, French, Italian and Portuguese. A card is produced in the site language at the moment it is created; the wording you set in the settings always wins.
• Order-linked records: because each warranty references an order, exporting or auditing claims keeps a clear paper trail back to the original sale.
• Private PDFs: warranty PDFs are stored in a private folder and open only through signed links that expire, so nobody can guess the address of another customer's card.

Works together with other Rotozoom plugins

If you also run Rotozoom Sell & Ship, Warranty connects to it automatically: the warranty certificate appears in Sell & Ship's order documents panel, the real invoice number is printed on the certificate, and an approved refund flows straight through to a Sell & Ship credit note. Warranty still works fully on its own — see How Rotozoom plugins work together for the full picture.

Troubleshooting

• PDF not generating — confirm the plugin's certificate settings (company details and terms) are filled in; check your server allows file generation.
• Reached the card limit — Free allows 5 warranty cards in total; after that, newly completed orders get no card and an order note explains why. Upgrade to Pro for unlimited.
• No warranty found for an order — a card is created only when the order is Completed and only for products that have a warranty period. In the return form, the customer must enter the order number and the email address used on that order.

To switch on Pro (buy on rotozoom.com, then sign in through Rotozoom Connect), see Installing and updating plugins.