OUTSOURCED REBATE OPERATIONS FOR INDEPENDENT DISTRIBUTORS
We compare your supplier agreements, eligible transactions, claims, and credits to show what you should have earned, what you actually received, and where the gaps may be.
No ERP replacement. No long implementation. Initial review begins with controlled exports and supporting agreements.
For a $50M distributor, a 2% rebate stream is ~$750k/year. A 10% variance is $75k that may never reach your P&L. We exist to find and fix that.
12-Month Rebate Yield X-Ray
EXPECTED
$482,000
RECEIVED
$431,500
VARIANCE UNDER REVIEW · $50,500
Vendor A Expected $186,000 Received $179,200 Variance $6,800
Vendor B Expected $143,500 Received $109,800 Variance $33,700
Vendor C Expected $152,500 Received $142,500 Variance $10,000
Illustrative example only
THE PROBLEM
The Programs Are Valuable. The Process Is Fragmented.
Manufacturer incentives are often spread across agreements, amendments, ERP exports, spreadsheets, supplier portals, claim files, settlement statements, and credit memos. The individual steps are manageable. The difficulty is keeping the entire chain accurate over time.
Agreement versions change
SKUs and customers require mapping
Claim deadlines vary
Rejected claims require follow-up
Credits arrive separately from transactions
Expected and received amounts are rarely reconciled in one place
When nobody owns the process from agreement through payment, small exceptions can become permanent margin leakage.
SCOPE
One Review Across the Full Rebate Lifecycle
Manufacturer Rebates — Volume, growth, tiered, and product-family programs.
Special Pricing Agreements — Customer-, project-, and product-specific supplier support.
Ship-and-Debit Claims — Transaction-level claims tied to authorized resale pricing.
Buying-Group Programs — Direct and group-administered incentive settlements.
Supplier Credits — Credit memos, remittances, rebate statements, and settlements.
Reconciliation Controls — Expected, claimed, approved, received, and outstanding amounts.
THE FREE REVIEW
12-Month Rebate Yield X-Ray
We review a limited set of your major supplier programs and compare the incentives indicated by your agreements and transaction data with the credits and payments in your records.
YOU PROVIDE
Selected rebate, SPA, or ship-and-debit agreements
Relevant purchase and sales exports
Supplier credit memos and settlement statements
Existing claim or accrual reports, when available
YOU RECEIVE
Executive expected-versus-received summary
Vendor-by-vendor variance analysis
Supporting transaction detail
Assumptions and data limitations
Prioritized follow-up and recovery opportunities
This is an operational rebate reconciliation review, not a financial-statement audit, legal opinion, or tax engagement.
Typical Outcomes
On recent reviews we’ve seen:
5–15% variance on major programs
Tens of thousands in still‑claimable incentives
Capture rates improving into the mid‑ to high‑90s after controls are in place”
PROCESS
From Agreements to a Defensible Variance Report
01 — Scope
We select a manageable number of material supplier programs and confirm the required data.
02 — Normalize
We organize agreement terms, effective dates, eligible products, customers, rates, tiers, and transaction fields.
03 — Reconcile
We calculate expected incentive amounts and compare them with claims, credits, and settlements.
04 — Report
You receive a clear executive summary, supporting detail, and a list of items requiring validation or follow-up.
Agreement → Eligible Transaction → Expected Amount → Claim → Supplier Credit → Reconciliation
AFTER THE REVIEW
Turn a One-Time Finding Into an Ongoing Control
When the review identifies a meaningful gap or weak control, Restoration Automation can operate as your outsourced rebate closeout desk.
Maintain the agreement rule library · Monitor expected versus received · Prepare exception and claim support · Deliver recurring finance-ready reporting
Your team keeps its ERP, supplier relationships, and approval authority. We take ownership of the repetitive reconciliation work around them.
WHO WE SERVE
Built for Independent Distribution
The initial focus is on distributors with multiple supplier programs, significant spreadsheet usage, and no dedicated rebate operations department.
Electrical · Industrial / MRO · HVAC · Plumbing / PHCP · Safety · Building Materials
Likely fit: Multiple active supplier incentive programs; finance or purchasing teams relying on manual files; incomplete expected-versus-received visibility; willingness to begin with a limited historical review.
Not the best fit: No meaningful supplier incentive programs; fully staffed rebate department with mature controls; request for a financial-statement audit or legal interpretation.
CONFIDENTIAL DATA
A Controlled Process for Sensitive Commercial Information
Supplier agreements, transaction history, pricing, customer records, and manufacturer credits are commercially sensitive. The initial engagement is designed to minimize access and limit the scope of data collected.
NDA Before File Transfer — We can execute a confidentiality agreement before receiving review materials.
Controlled File Intake — Files are exchanged through a designated business file-sharing environment rather than personal email attachments.
Limited Scope — The first review can be restricted to selected suppliers, programs, periods, and fields.
Documented Handling — Access, retention, reporting, and deletion expectations are agreed before work begins.
WHY US
Not Another Dashboard Your Team Has to Operate
TRADITIONAL SOFTWARE
Provides tools · Requires configuration · Depends on internal ownership · Shows reports · Implementation before results
RESTORATION AUTOMATION
Performs the review · Works from controlled exports · Owns the reconciliation workflow · Documents the underlying variance · Starts with a limited proof engagement
We are not replacing your accounting team or ERP. We focus on the narrow financial-control gap between supplier agreements and supplier payments.
FAQ
Practical Questions, Clear Boundaries
Is the initial review really free?
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Do you need direct access to our ERP?
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Can you guarantee that money will be recovered?
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Is this a financial audit?
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Start with a limited review of selected programs. We will show you what can be supported, what remains uncertain, and where follow-up may be warranted.
Begin with a short qualification call. No ERP implementation required.
Thank you. We will contact you to confirm fit, scope, confidentiality requirements, and next steps before requesting any files.
Rebate Automation
Manufacturer rebate reconciliation for independent distributors.
Privacy · Data Handling · Terms · Contact
Restoration Automation provides operational document and reconciliation support. We do not provide legal, tax, or financial-statement audit services. Findings depend on the completeness and accuracy of the agreements and records supplied.