This report provides a detailed breakdown of ci warranty tracker: end-of-life risk across your portfolio for managed service providers.
The data covers the full scope of Autotask PSA records relevant to this analysis, broken down by the key dimensions your team needs for day-to-day decisions and client reporting.
Who should use this: MSP operations teams and service delivery managers
How often: As needed for specific analysis or reporting requirements
warranty_expiration_date field values drive these figures in real time.With 12,052 warranty-trackable hardware devices across the client base, roughly 4,219 are estimated to be past their standard 3-year warranty. That's a significant hardware refresh pipeline. The 1,447 devices expiring within the next 90 days are the ones that deserve attention first — these are the conversations your account managers should be opening now, not after a component fails.
EVALUATE ROW("TotalCIs", COUNTROWS('BI_Autotask_Configuration_Items'), "ActiveCIs", CALCULATE(COUNTROWS('BI_Autotask_Configuration_Items'), 'BI_Autotask_Configuration_Items'[is_active] = TRUE()), "TypeCount", DISTINCTCOUNT('BI_Autotask_Configuration_Items'[configuration_item_type_name]))| Type | Count |
|---|---|
| Laptop - Windows | 6,933 |
| Desktop - Windows | 2,734 |
| Server | 1,461 |
| Domain Registration | 954 |
| Mobile Device | 478 |
| Access Point | 364 |
Laptops and desktops make up 70.3% of the CI inventory — expected for an MSP serving businesses of typical size. What matters most for warranty risk, though, is the 1,461 servers and 107 firewalls. These are the devices where an out-of-warranty failure carries the highest recovery cost and the longest client impact window.
EVALUATE TOPN(10, SUMMARIZECOLUMNS('BI_Autotask_Configuration_Items'[configuration_item_type_name], "Count", COUNTROWS('BI_Autotask_Configuration_Items')), [Count], DESC)Servers carry the highest per-unit risk. At an estimated 40% past warranty across 1,461 units, there are roughly 584 servers running without vendor coverage. For an MSP, this is both a liability and an opportunity: every one of those servers represents a hardware refresh conversation that could include project labor, new licensing, and ongoing managed services revenue.
Firewalls deserve attention disproportionate to their count. A single out-of-warranty firewall failure at a critical client can mean hours of outage and a support escalation. At 42% estimated past warranty across 107 units, roughly 45 client sites are operating without hardware coverage on their perimeter security device.
EVALUATE
ADDCOLUMNS(
VALUES('BI_Autotask_Configuration_Items'[configuration_item_type_name]),
"total_cis", CALCULATE(COUNTROWS('BI_Autotask_Configuration_Items')),
"past_warranty", CALCULATE(
COUNTROWS('BI_Autotask_Configuration_Items'),
NOT(ISBLANK('BI_Autotask_Configuration_Items'[warranty_expiration_date])),
'BI_Autotask_Configuration_Items'[warranty_expiration_date] < TODAY()
),
"expiring_90d", CALCULATE(
COUNTROWS('BI_Autotask_Configuration_Items'),
NOT(ISBLANK('BI_Autotask_Configuration_Items'[warranty_expiration_date])),
'BI_Autotask_Configuration_Items'[warranty_expiration_date] >= TODAY(),
'BI_Autotask_Configuration_Items'[warranty_expiration_date] <= TODAY() + 90
),
"in_warranty", CALCULATE(
COUNTROWS('BI_Autotask_Configuration_Items'),
NOT(ISBLANK('BI_Autotask_Configuration_Items'[warranty_expiration_date])),
'BI_Autotask_Configuration_Items'[warranty_expiration_date] > TODAY() + 90
)
)
ORDER BY [past_warranty] DESCWith 1,461 servers in the portfolio and an estimated 40% past warranty, this represents 584 servers running without vendor hardware coverage. Server failures without active support contracts mean paying emergency replacement pricing, waiting for parts, and absorbing labor costs that clients may not expect to see on a bill. A proactive refresh program for servers older than 3 years directly reduces this exposure.
An estimated 45 firewalls are operating past standard warranty. Beyond the hardware failure risk, out-of-warranty security appliances may also lose vendor firmware updates and security patches. For any client on a security-conscious compliance framework, this is a reportable gap. Account managers should have a firewall lifecycle conversation with the affected clients.
Without a device type assigned, CIs cannot be grouped into warranty risk buckets. A one-time cleanup of these 163 untyped configuration items — assigning the correct type name in Autotask — makes this entire report more accurate. It also improves the quality of every other CI-related report in the Proxuma model.
The warranty_expiration_date field exists on every CI in Autotask. The Proxuma Power BI model reads it directly. The only step remaining is ensuring that engineers populate this field when a device is onboarded. A one-time backfill for existing devices (using vendor serial lookups) followed by an onboarding checklist update will activate real-time warranty alerting across the full portfolio.
Autotask PSA has a warranty_expiration_date field on every Configuration Item record. It can be populated manually, via CSV import, or synced automatically through integrations with vendors like Lenovo, Dell, or HP. RMM tools such as Datto RMM also have a Warranty_Date field that can be cross-referenced. Proxuma Power BI reads both sources and surfaces them in this report.
Most major hardware vendors offer serial number lookup APIs or bulk warranty check tools. Dell has a free warranty API, Lenovo has a batch lookup tool, and HP has a warranty check portal. Export your CI serial numbers from Autotask, run them through the vendor tools, and import the resulting warranty dates back via CSV update. For Datto RMM-connected devices, warranty data is often already available in the RMM agent and can be synced to Autotask automatically.
Prioritize by two factors: business impact of failure and replacement lead time. Servers at client sites with no redundancy or cold spare should be at the top of the list — a failed server with a two-week part lead time and no coverage is a major incident. Firewalls are second, given the security and continuity implications. Laptops and desktops, while numerous, typically have shorter replacement cycles and more readily available stock for rapid swap.
With Proxuma Power BI connected to your Autotask data, you can share filtered views of this report with specific clients — showing only their own devices. QBR decks built from the Proxuma model can include a warranty section automatically. For automated alerting, Autotask's notification rules can be configured to trigger when warranty dates fall within a set number of days, pushing email alerts to account managers without any manual review.
Most MSPs recommend 3–5 years for workstations and 3–5 years for servers, depending on workload. The practical trigger is warranty expiration, not age: a 6-year-old server with extended warranty coverage is measurably lower risk than a 4-year-old one without it. Building refresh conversations around the warranty expiration date — rather than arbitrary age thresholds — gives clients a concrete, vendor-validated reason to plan replacement spending.
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