➡️ What Rebates does
Manufacturers, distributors, buying groups and utilities pay rebates when you hit purchase goals or install qualifying equipment. Most teams track them in spreadsheets, or not at all, and that money goes unclaimed. Rebates keeps every program in one place so you can:
Set up volume, growth, product mix, per-unit and flat rebate programs
Define tiers and scopes so only the right purchases count
See what you’ve earned and how close you are to the next tier
File claims, attach proof and track them until they’re paid
Spot short payments by comparing what you were paid with what Ply calculated
Get a weekly email with rebates about to expire
➡️ Where to find it
Log in to Ply on the web.
In the left menu, go to Procurement > Returns.
Open the Rebates tab at the top.
Inside you’ll find two tabs: Programs and Claims.
⚠️ Don’t see it? Refresh the page (or log out and back in).
➡️ Step 1: Understand the Rebates Overview
At the top of the Rebates tab you’ll see four totals:
Accrued this period: what you’ve earned so far across your programs in the current period
Claims due in 30 days: rebate claims you need to file soon and how much they’re worth
Paid YTD: what sponsors have paid you this year. If it’s lower than what Ply calculated, you’ll see the difference (for example, “$1,053.14 below what we computed”)
Unclaimed / Expired: money lost because claims missed their deadline
Right below, Claims due within 30 days lists each upcoming claim with its program, due date and amount.
➡️ Step 2: Create a rebate program
Open the Programs tab and click New program.
Start from a template (optional). Each template fills in the most common settings for that type of rebate, so you only need to adjust them to match your agreement:
Template | Sponsor type | Program type | Basis | Period | Sample tiers |
Volume rebate | Manufacturer | Volume | Spend | Quarterly | 1% of spend up to $25,000, then 2% from $25,000 |
Growth rebate | Distributor | Growth | Spend | Annual | 15% of spend |
Per-unit rebate | Manufacturer | Per unit | Quantity | Quarterly | $5 per unit |
💡 Templates are just a starting point. Always update the tiers, rates, period and claim window with the numbers from your actual agreement.
3. Fill in the program details:
Program name: for example, Carrier Q4 2026 Volume Rebate
Sponsor type: Manufacturer, Distributor, Buying group or Utility
Sponsor name: who pays the rebate
Sponsor supplier (optional): link it to one of your supplier contacts
Program type:
Volume: earn more as your total purchases grow
Growth: earn for growing purchases over a previous period
Product mix: earn for buying a specific mix of products
Per unit: earn a fixed amount for each qualifying unit (for example, high-efficiency equipment)
Flat: a fixed rebate amount
Basis: Spend (dollars) or Quantity (units)
Period type: Monthly, Quarterly or Annual
Period anchor: the date the first period starts
Claim window (days): how many days you have to file the claim
Active: leave it checked so the program starts tracking
➡️ Step 3: Set up tiers and scopes
Tiers define how much you earn as you buy more.
Under Tiers, enter the Min spend, Max, Rate type and Rate for the first tier.
Choose the Rate type: % of spend or $ per unit.
Click Add tier for each extra level in your agreement (for example, 2% from $0, 3% from $1,000 and 4% from $2,000).
💡 The tier columns change with the Basis you picked: you’ll see Min spend for Spend programs and Min qty for Quantity programs.
💡 Only the top tier can be open-ended. Every other tier needs a Max.
Scopes define which purchases count toward the rebate.
Under Scopes, click Add scope.
Choose Include or Exclude.
Choose what the rule applies to: Supplier, Brand, Category or Variation.
Search and select the value.
Add as many scope rows as you need.
💡 Leave Scopes empty to count every purchase. If you add a scope row, it needs a value, or you’ll need to remove it before saving.
6. Add any Notes about the agreement and click Create program.
➡️ Step 4: Track your progress
Each program shows as a card in the Programs tab with:
The sponsor, program name, and its type, basis and period (for example, Volume · Spend · Monthly)
Its status (for example, Accruing)
Qualifying spend or Qualifying quantity for the current period
A progress bar with each tier, marked ✓ reached when you hit it
Est. rebate at current tier, and how far you are from the next one (for example, “You’re $65.0k from the 5% tier, 73 days left in the period”)
Use the three dot menu on a card to:
Edit the program
Recompute now to refresh the numbers. If you just received or reconciled POs, or edited a program’s tiers or scopes, select Recompute now. Ply recalculates the qualifying spend or quantity and the estimated rebate, and you’ll see a confirmation message.
View periods to see how the program has performed in each accrual period. Each period shows:
Dates of the period (for example, Oct 01, 2026 - Dec 31, 2026)
Status: Open (still accruing) or Closed (the period ended)
Qualifying spend and Qualifying qty: what counted toward the rebate in that period
Tier achieved: the tier you reached (for example, 2.25%)
Est. rebate: what you’ve earned for that period
Deactivate the program
When it’s time to claim a period, or once the sponsor pays it:
Click Mark claimed / record payment on that period.
In the Update period status window, choose the Status:
Claimed: you filed the claim with the sponsor
Paid: the sponsor paid the rebate for that period
Confirm to save the change.
💡 Wait until a period is Closed before marking it as claimed, so every purchase in that period is counted. Then mark it Paid once the money comes in, so your Paid YTD stays accurate.
💡 Earnings are calculated from your received purchases. Make sure your POs are received and reconciled in Ply so your totals stay accurate.
➡️ Step 5: File a rebate claim
Open the Claims tab and click New rebate claim.
2. Under Program, select the rebate program the claim belongs to. The list shows the programs you created in the Programs tab.
💡 Don’t see the program you need? Create it first in the Programs tab (see Step 2).
3. Fill in the claim:
Equipment unit: search by serial number, brand or model (for equipment rebates)
Basis description: what qualifies (for example, Carrier 24ACC6 16 SEER2 changeout, 3 ton)
Customer name and Job
Install date: Ply calculates the Deadline automatically from the program’s claim window (for example, install + 90 days)
Expected amount
Notes
4. Click Create claim.
➡️ Step 6: Review the claim details
Click any claim to open its panel. It includes:
Claim #, program, status and Deadline
Expected and Received amounts
Basis: description, equipment, install date and external reference
Customer & Job: customer and job / location
Program: sponsor and claim window
Attachments: add proof for the sponsor, like the install invoice, the AHRI certificate, or the rebate check stub.
Scroll to Attachments and click Add Files.
Upload your file. Supported formats: PDF, JPEG, JPG, PNG, DOC, DOCX, XLSX and XLS (4 MB max per file).
Use the ... menu on a file to manage it.
Activity: the Activity section keeps a full history of the claim: who created it, status changes, payments, notes and files.
Use the All / Status / Notes / Files filters to find what you need.
To leave an update for your team, type it in Add a note and click Add.
To update any field, click Edit, make your changes and click Save changes.
➡️ Step 7: Update the claim status
As the claim moves forward, keep its status up to date. A claim typically goes from Not started to Packet ready, Submitted and Paid.
Open the claim and click Change status.
In the Change claim status window, choose the new Status. The options shown depend on where the claim is. For example:
Submitted: you sent the claim to the sponsor
Paid: the sponsor paid the rebate
3. Fill in the details:
Date: when it happened
Amount received: what the sponsor actually paid
External reference: the sponsor’s reference or confirmation number (for example, XE-2291847)
Note (optional): any extra context, like a partial payment
Files (optional): click Add files to attach proof, like the rebate check stub
4. Click Confirm.
➡️ Step 8: Track all your claims
The Claims tab lists every rebate claim with its Claim #, Program, Customer / Job, Install date, Deadline, Amount and Status.
Click Deadline to sort claims by due date.
Use the search bar to find a claim by claim #, customer or job.
Use Filter to narrow the list.
Final statuses:
Paid: the sponsor paid the rebate
Denied: the sponsor rejected the claim
Expired: the deadline passed before it was claimed
➡️ Weekly reminder email
Ply sends a weekly email listing rebates that are about to expire, so no deadline slips by.
➡️ Best practices
Load every agreement as soon as you sign it. Use a template to set it up faster.
Double-check scopes. Too narrow and eligible purchases won’t count. Leave it empty only if every purchase qualifies.
Link the sponsor supplier when you can. It keeps the program tied to the right supplier in Ply.
Keep POs received and reconciled. Your earnings depend on them.
Check how close you are to the next tier. It can help you plan purchases before the period ends.
Sort claims by deadline. Work the ones closest to expiring first.
Attach proof to every claim. Install invoice, AHRI certificate and anything the sponsor asks for.
Always add the External reference. It makes follow-ups with the sponsor much faster.
Compare Paid YTD with what Ply calculated. If it’s lower, follow up with your sponsor.
Assign one owner to review rebates and the weekly email every week.
Always fill in the Claim window. Templates leave it blank, and deadlines depend on it.
Give each program a unique name. Include the sponsor and the period (for example, Carrier Q4 2026 Volume Rebate), so it’s easy to pick the right one when filing a claim.
Claim periods only after they close. Then mark them Paid once the money comes in.
➡️ FAQs
I don’t see the Rebates tab.
Go to Procurement > Returns and open the Rebates tab. If it’s not there, refresh the page or log out and back in. Still missing? Reach out to us in chat.
What’s the difference between the program types?
Volume rewards total purchases, Growth rewards growing your purchases, Product mix rewards buying a specific mix, Per unit pays a fixed amount per qualifying unit, and Flat is a fixed rebate.
Why don’t I see every status in the Change status dropdown?
The options depend on the claim’s current status, so you’ll only see the next steps that apply to it.
Should I use Spend or Quantity as the basis?
Use Spend when the rebate is based on dollars purchased, and Quantity when it’s based on units (for example, equipment installed).
Why do I see “Only the top tier can be open-ended”?
Every tier except the last one needs a Max value. Fill it in so the tiers don’t overlap.
What happens if I leave Scopes empty?
Every purchase counts toward the program.
How is the claim deadline calculated?
From the program’s Claim window. For install-based rebates, it’s counted from the install date (for example, install + 90 days).
What does “below what we computed” mean in Paid YTD?
Sponsors paid you less than what Ply calculated you earned. It’s worth reviewing those claims with the sponsor.
What file types can I attach to a claim?
PDF, JPEG, JPG, PNG, DOC, DOCX, XLSX and XLS, up to 4 MB per file.
Will I get reminders about rebate deadlines?
Yes. Ply sends a weekly email with rebates that are about to expire.
Do I have to use a template?
No. Templates just prefill the form with common settings. You can start from scratch or pick a template and change anything you need.
Why is the Claim window empty when I use a template?
Every agreement has its own deadline, so templates leave it blank. Enter the number of days from your agreement before creating the program.
What’s the difference between an Open and a Closed period?
An Open period is still running, so new purchases keep adding to it. A Closed period has ended, and its totals are final and ready to claim.
How do I mark a volume rebate as paid?
Click the three dots on the program card, select View periods, then click Mark claimed / record payment on the period and choose Paid.
What do the claim statuses mean?
Paid: the sponsor paid the rebate.
Denied: the sponsor rejected it.
Expired: the deadline passed before it was claimed.
Still have doubts?