Rebate administration for the agreements the software can’t read.
We encode each customer rebate agreement against the order and invoice data you keep, so accruals maintain themselves and claims assemble when a tier trips.
Official services partner of the platforms defining AI
NVIDIA
Anthropic
Nobody can say what one customer actually costs.
From manufacturers and distributors we have sat with: hundreds of thousands of product permutations, customer rebate deals in PDF agreements and email side-deals — and no answer to what a customer pays.
Discounts and rebates impossible to track
Special deals and rebate structures so tangled that nobody can see true price or margin per customer — the deal sheet and the ledger never meet.
“What did this customer pay last year?”
Price history, margin trend, account health — basic account questions take digging across systems, and only the 20-year veteran knows where to look.
A rebate in the contract, missing from the ledger
Money owed in either direction surfaces only at audit or renewal — accrued from memory, claimed late or never, reconciled eventually.
Accruals run on memory
With no encoded rules, the accrual is someone’s recollection of the deal, and the claim goes out late, short, or never.
The data is split across systems
Customer, product, and credit data split across the ERP and a separate product database — about 80% of it still on-premise.
An unclaimed rebate is a line item, not a feeling.
What the manual way looks like at a manufacturer running accruals from memory. Your numbers will differ — the first agreement we reconcile puts figures on yours before anything gets built.
From an anonymized engagement — a European glass and packaging manufacturer with a global catalog and customer-side rebate programs
We encode your rebate agreements.
No new system for your team to learn. The deal terms your best person carries in their head become the rules every invoice line is read against.
- 01
Reconcile one customer’s agreement
We reconcile one customer’s rebate agreement against the last year of invoice lines — what accrued versus what was claimed. That gap starts the rule set.
- 02
Encode the agreement’s rules
Tiers, thresholds, qualifying products, claim window, documentation — encoded end-to-end against the order and invoice data already in your ERP, yours to keep.
- 03
Accruals maintain themselves
Every invoice line is read against the agreement; claims assemble when a tier trips, and anything ambiguous lands in an exception queue a person reviews.
Rebate management companies sell software. Nobody encodes the deal terms.
Rebate-management software assumes your deals are clean and standard. Rebate processing services run someone else’s program — utilities, pharma, consumer checks. Your customer agreements are the tangled part nobody takes on.
We encode those agreements; our AI reads every invoice line against them, and your encoded rules do the judging — which tier, which accrual, which claim. The ledger ties to the contract, not to memory.
“Pricing is tangled — complex discounts, rebates, and special deals are hard to track.”
Led by Peter Enestrom.
Asked by sales and finance leaders.
The straight answers, before you book anything.
Rebate administration is the discipline of running rebate programs end to end: capturing the deal terms, accruing what is owed as invoices post, assembling and submitting claims inside their windows, and reconciling payments against the accrual. It is the part of rebate management where the agreement meets the ledger — the point where negotiated terms either become cash or get lost.
A discount reduces the price on the invoice, at the moment of sale. A rebate is paid after the fact: the customer buys at invoice price, then claims money back once they meet the agreement’s conditions, such as a volume tier or a qualifying-product mix. Discounts are settled at the order; rebates have to be tracked, accrued, and claimed.
Customer rebates are what you pay: incentives you owe your customers when they hit the tiers in your agreements. Vendor rebates are what you collect: incentives your suppliers owe you on your purchases. The mechanics mirror each other, but the data and the owners differ — this page covers the customer side, where your own order and invoice data decides what you owe.
As each invoice posts, the rebate it earns under the agreement is accrued — recognized as a liability before any claim is filed. A claim should go out as soon as the agreement’s conditions are met and inside its claim window: when a tier trips, at quarter-end, or at the contract anniversary, whatever the contract says. Miss the window and an earned rebate usually goes unpaid.
Finance should own the accrual and the claim, because rebates hit the ledger; sales owns the deal terms, because it negotiated them; operations owns the qualifying-product data. The failure mode is shared vagueness — sales assumes finance is tracking it, and finance never saw the side letter. Rebate tracking works when the agreement’s rules are written down where the invoices are.
Start with one workflow.
Tell us where your team loses hours. We will come back with a straight answer on whether AI can help, what it would take, and what it would pay.