Vendor and customer rebates are written into contracts, then checked by hand, if they are checked at all. The terms change, the volumes move, and the money that should come back quietly does not.
We built a tool inside a distributor’s Epicor P21 that reads the rebate terms and checks every line, every morning. This page is about what that looks like rebuilt around your business.
Margin and rebate checks that run every morning inside Epicor P21.
01
The manual check is not wrong. It is late, partial, and tired.
Most distributors check rebates quarterly, from a spreadsheet, against terms that were current when the contract was signed. Tier thresholds get crossed without anyone noticing. Mixed-unit pricing hides the shortfall. Customer rebates get paid on the wrong basis. Each miss is small; together they are real margin.
02
Read the terms, check the lines, flag the exceptions, let a person decide.
The tool uses AI to read the rebate terms in the contracts themselves, then checks every invoice line in the ERP against those terms each morning. It does not move money. It produces a short list of exceptions with the contract language beside each one, and a person confirms or dismisses.
Because it runs inside the system of record, there is no export, no second database, and nothing for someone to remember to run.
03
The quarterly scramble turns into a daily five-minute review. Rebate claims go out with the line-level evidence attached. And the accruals stop being a guess, because the tool has been counting all along.
Proof
Reads rebate terms from contracts and checks every ERP line against them each morning.
Runs daily inside Kelsan, a multi-state distributor in our own group, in Epicor P21.
It surfaces the margin the manual rebate check was missing, and it has done so every month since it went live.
Scope
Tiered, growth, and mixed-basis programs read from the contract, not retyped.
Payouts checked against the agreed basis before they go out.
A short list each morning, with the contract language beside each line.
Line-level detail attached to every claim you send a vendor.
Running totals the controller can trust at month-end.
FAQ
Software that tracks the rebate terms in your vendor and customer contracts and checks your actual transactions against them, so earned rebates are claimed and paid rebates are correct.
Yes. The system we run today lives inside Epicor P21. The same approach works with other ERPs that expose their transaction data.
No. It reads, checks, and flags. A person reviews the exceptions and decides. Nothing is posted or paid without approval.
With the fixed-fee audit. We look at your contracts, your ERP, and your current process, and give you a build-or-don’t-build verdict in writing.
One fixed fee. A build-or-don’t-build verdict in writing.