Every contract,
matched to every device.

Service agreements, warranties and coverage mapped against the fleet they actually cover — so you can see what is double-covered, what is uncovered, and what you are paying to service past its useful life.

01Map coverage to the fleet

Every agreement matched against the devices it actually covers, at serial level rather than the line-item level an invoice shows you.

02Find the gaps and the waste

03Decide contract by contract

The problem

You know what your contracts cost. Not what they cover.

A service agreement is a line item and an annual invoice. What sits underneath it — which serial numbers, at which sites, in what condition — usually lives in a PDF nobody has opened since it was signed.

So coverage decisions get made at renewal, under time pressure, on the basis of last year's number plus a percentage. Nobody can say whether the devices on that agreement are still in service, still owned, or still worth covering at all.

$0K

of contract overspend caught in one quarter

Contract review and renegotiation across one management group, including service spend on equipment already past useful life.

How it works

A contract is only auditable next to what it covers.

CapExpert matches every agreement to the fleet record at serial level. Once those two sit side by side, the gaps are obvious and the arguments get short.

01Load the agreementsFull-service contracts, PM-only agreements, extended warranties and time-and-materials arrangements, matched against the fleet at serial level rather than the line-item level a vendor invoice shows you.

02See the gapsDevices covered by two agreements at once. Devices nobody covers. Contracts still running against equipment that was decommissioned, redeployed, or is already past its useful life.

03Decide with evidenceRenewal decisions backed by real service history — how often the device actually failed, what the repairs cost, and whether the coverage was ever used. The conversation with the vendor changes when you have that.

What you get

Stop renewing coverage you cannot verify.

Coverage mapped to serialsNot to a line item on a vendor invoice.

Duplicate coverage surfacedDevices you are paying for twice across overlapping agreements.

Coverage gaps flaggedCritical equipment nobody is actually contracted to service.

Past-life contracts caughtService spend on devices already beyond their useful life.

Renewal dates trackedWith enough lead time to negotiate rather than auto-renew.

Service history behind the callWhat failed, how often, and what it actually cost you.

Practical detail

What your team will want to know.

Contract types supportedOEM, third-party, full-service, PM-only, parts-only, extended warranty, and time-and-materials.

Matching levelMatched at serial level against the fleet record, not at line-item level.

Contract intakeUpload in any format.

Renewal alertsAutomatically flagged for your review.

ScopeContract lifecycle management and optimization.

Data handlingNo PHI. CapExpert holds equipment records, not patient data, which keeps it outside HIPAA scope. Infrastructure runs on Google Cloud Platform, inheriting its SOC 2, ISO 27001 and encryption controls.

IntegrationsREST API for reads and writes, plus custom reporting and scheduled exports. Data imports from standard exports without a formal integration.

Customer Voice

“CapExpert has been a great experience, service has been professional and they are easy to work with. All requests I have asked for have been delivered in a timely manner.”TBTim BautistaSequoia Surgical Pavilion

Questions

Every contract, answered.

What would this tell us that our invoices do not?

An invoice tells you what an agreement costs. It does not tell you which serial numbers are on it, whether those devices are still in service, or whether another agreement already covers them. Matching the contract to the fleet is where the recoverable spend shows up.

How do our existing contracts get into the system?

Upload or integrate in any format.

Does CapExpert negotiate contracts on our behalf?

Yes.

Can it tell us whether a contract is worth renewing?

It gives you what the decision needs: what the coverage costs, what the devices under it actually cost to repair, how often they failed, and how much useful life is left. The call stays yours.

What happens when a covered device is decommissioned or redeployed?

The change surfaces against the agreement covering it, so coverage on equipment you no longer operate does not quietly renew.

Where it fits