Channel operations manager
Partner programs lead
Finance analyst
Revenue operations lead
VP of channel sales
Accounts payable coordinator
This process is used when a channel partner submits a rebate claim based on sales volume, program participation, marketing development fund usage, or other incentive criteria defined in the partner agreement. It applies when rebate claims must be validated against program terms, verified with sales data, and authorized before payment is issued. It is triggered by a partner submitting a rebate claim, a program milestone being reached, or a periodic rebate calculation cycle. Ideal for technology, manufacturing, distribution, and any environment where partner incentive programs involve rebate payments tied to performance or activity metrics.
Partners or channel operations managers submit rebate claims with supporting documentation. Partner programs leads validate claims against program terms, eligibility criteria, and performance thresholds. Finance analysts verify sales data, calculate rebate amounts, and assess financial impact. Revenue operations leads confirm that claimed transactions are accurate and align with recorded sales. VPs of channel sales authorize high-value claims or exceptions. Accounts payable coordinators process approved payments.
Faster rebate processing by routing validation, financial review, and authorization in parallel rather than through sequential manual checks. Accurate rebate payments by validating every claim against program terms, sales data, and eligibility criteria before payment is issued. Protected program integrity by ensuring rebate claims are substantiated with documentation and verified against recorded transactions. Stronger partner satisfaction by processing rebates predictably and transparently, reinforcing trust in the incentive program.
Your version of this process may vary based on roles, systems, data, and approval paths. Moxo’s flow builder can be configured with AI agents, conditional branching, dynamic data references, and sophisticated logic to match how your organization runs this workflow. The steps below illustrate one example.
Rebate claim submission
The process begins when a partner or channel operations manager submits a rebate claim. The submission includes the partner name, the rebate program, the claim period, the claimed amount, and supporting documentation such as proof of sales, marketing activity receipts, or program milestone evidence. An AI agent can validate that the submission is complete and that the claimed program and period are active.
Program eligibility validation
The partner programs lead reviews the claim against the rebate program terms. This includes confirming that the partner is enrolled in the relevant program, that the claim falls within the eligible period, that the claimed activities or sales meet program thresholds, and that the partner has not already claimed the maximum allowable rebate. If eligibility issues are found, the claim is returned to the partner with specific feedback.
Sales data verification
The revenue operations lead or finance analyst verifies the claimed transactions against internal sales records. This cross-reference confirms that the reported sales volumes, deal values, or activity metrics match the organization’s data. If discrepancies are found between the partner’s claim and internal records, the claim is flagged for investigation or adjustment. An AI agent can compile relevant sales data and highlight mismatches to accelerate the verification process.
Financial review and calculation
The finance analyst reviews the rebate calculation for accuracy, confirms the payment amount based on program terms and verified data, and assesses the financial impact on the channel budget. If the claim involves non-standard calculations, tiered rates, or exceptions, finance provides detailed review before authorization.
Authorization
For claims above a defined dollar threshold or involving program exceptions, the VP of channel sales provides final authorization. Standard claims within program parameters may be authorized by the partner programs lead or channel operations manager. An AI agent can summarize the claim, verification results, and any flagged issues for the authorizer.
Payment processing and confirmation
Upon approval, the rebate is authorized for payment. The accounts payable coordinator processes the payment according to the approved terms and schedule. The partner is notified of the approved rebate and expected payment timing. The claim is closed, and the rebate is recorded against the program budget.
This process commonly relies on inputs such as rebate claims, program terms and conditions, sales transaction records, proof of marketing activity, and partner account data. It may be triggered by events like a partner submitting a claim, a program period closing, or a periodic rebate calculation cycle. Systems such as a CRM (Salesforce), a PRM platform, an ERP (NetSuite, SAP), or a channel incentive management tool are commonly connected to provide partner data, sales records, and program terms.
Key decision points include whether the partner is enrolled in the claimed program and meets eligibility requirements, whether the claimed transactions or activities are verified against internal sales data, whether the rebate calculation is accurate and aligns with program terms, and whether the claim amount requires executive authorization or can be approved at the operational level.
Unverified claims where rebate payments are issued without cross-referencing partner-reported data against internal sales records, leading to overpayment or program abuse. Eligibility disputes where partners submit claims for programs they are not enrolled in or periods that have expired, causing back-and-forth that delays processing. Calculation errors where rebate amounts are computed incorrectly due to tiered rates, caps, or mid-period program changes, resulting in payment disputes. Payment delays where approved claims are not handed off to accounts payable promptly, undermining partner trust in the rebate program.
Orchestrates rebate claim review across channel operations, revenue operations, finance, and leadership within a single workflow, replacing manual spreadsheet-based validation.
Routes validation and financial review in parallel so that program eligibility, sales verification, and rebate calculation happen concurrently, compressing the processing timeline.
AI agents validate claim completeness and cross-reference sales data to flag discrepancies and eligibility issues before claims reach human reviewers.
Supports threshold-based authorization so that standard claims are approved operationally while high-value or exception claims route to executive sponsors.
Enables partners to submit claims and track status within the workflow, providing transparency into the rebate process without manual status inquiries.
Connects to CRM, PRM, and ERP systems to pull partner data, sales records, and program terms into the validation workflow, reducing manual data gathering and ensuring accuracy.
