Vendor Claims & Offers
Money your suppliers already owe you
Rebate tiers, volume credits and early-payment offers are agreed in a contract and then forgotten in a filing system. VapusFin tracks what has been earned against what was signed, and files the claim while the entitlement still stands.
The problem
An entitlement nobody calculates is a discount you paid for and did not take
Supplier agreements are full of conditional money: a rebate once annual volume passes a tier, a credit for a service level that was missed, a discount for paying inside a window. Claiming it means knowing the clause exists, tracking purchase volume against it, noticing the threshold has been crossed, and filing before the claim period closes. That work sits between procurement, who signed the contract, and AP, who pays the invoices, which usually means it sits nowhere.
This model is vendor-side: money your suppliers owe you under a contract. If you are looking for employee out-of-pocket claims checked against policy and reimbursed, that is Expense Claims & Reimbursement.
What it does
Inside Claims & Offers
Entitlements read from the contract
Rebate tiers, volume commitments, service-level credits, promotional allowances and early-payment terms are extracted from each master agreement and held as tracked conditions against the vendor, with a pointer back to the clause they came from.
Volume tracked against every tier
Purchase volume by vendor, entity, product and period is measured against the thresholds in the agreement, so an approaching tier is visible before the period closes and a crossed threshold produces a claim rather than a surprise.
Early-payment offers captured before expiry
Offers arriving on an invoice or through a supplier portal are captured with their deadline and evaluated against the approval queue. Where the window is short, the invoice is pushed forward; where an offer lapses, the reason is recorded rather than lost.
Claims filed and followed through
A claim is raised with its calculation, its supporting purchase records and the clause it rests on, submitted through the route that vendor uses, and tracked through acknowledgement, dispute and settlement until the credit appears against the account.
Every claim traceable to a clause
No claim goes out without a stated basis. The vendor sees the contract term, the period, the volume and the arithmetic, which is the difference between a claim that gets paid and one that gets argued about.
Settlement reconciled back to the ledger
Credits received are matched against the claims they settle and posted to the right account and period, so a recovered rebate does not sit as an unidentified vendor credit.
How it works
From arrival to posted entry
- 01
Read the agreement
Master agreements are loaded and their conditional commercial terms — rebates, tiers, allowances, service credits, early-payment offers — are extracted and attached to the vendor.
- 02
Track the trigger
Purchase activity, delivery performance and payment timing are measured against those terms continuously, per entity and per period.
- 03
Raise the claim
When a condition is met, a claim is prepared with the calculation, the supporting records and the clause it rests on, ready for review.
- 04
File and chase
The claim is submitted through the vendor's route and tracked through acknowledgement, query and settlement, with the correspondence held against the claim.
- 05
Settle and post
Credits are matched to the claims they settle and posted to the correct account and period, closing the loop back to the ledger.
Questions
Frequently asked
- Is this the same as employee expense claims?
- No, and the names collide, so it is worth being explicit. Claims & Offers is vendor-side: rebates, volume credits and early-payment offers your suppliers owe you under a contract. Employee out-of-pocket claims checked against travel and expense policy are handled by Expense Claims & Reimbursement, a separate model.
- What if our contracts are scanned PDFs with no consistent structure?
- That is the usual starting position. Agreements are read as documents rather than as a structured feed, and the commercial terms are extracted and shown for confirmation before they become tracked entitlements. A term you correct once is applied to every claim under that agreement afterwards.
- Does taking an early-payment discount always make sense?
- Not always, which is why the decision is surfaced rather than automated. The offer, its deadline and the invoice's position in the approval queue are shown together so the call can be made against your own cost of cash. You set the rules for when it is taken automatically, if at all.
- What happens if a vendor disputes a claim?
- The dispute is held against the claim with the correspondence, the calculation and the clause. Where the vendor is right, the claim is closed with the reason recorded, which stops the same claim being raised again next period. Where they are not, the escalation starts from the evidence rather than from a rebuilt spreadsheet.
- How much is typically recovered?
- This depends entirely on your contract terms and how much is being claimed today, so any single figure would be misleading. We size it against your own agreements and purchase history during scoping.
Find out what is sitting unclaimed
Send us a few master agreements and the purchase history under them. We will show you the entitlements we can track and what appears to be outstanding.
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