Case study
Rebates by hand
At Kelsan, a multi-state distributor in our own group of companies, the person who knew the numbers best walked rebates line by line against contract terms — by hand, every day, on top of a full job.
The default
A version of that walk lives in a lot of buildings, run when someone has time. Nobody builds a job around chasing it. It lands on whoever knows the numbers.
What we built
We built the rebate-and-margin tool inside Kelsan's Epicor P21 ERP to make that same check every day. It has surfaced over $100,000 in recovered margin the manual process was missing — it started by catching $7,600 on one product line.
Ten production systems, built by a team of two or three, run daily inside real operating companies. The tool is one of them.
Inside P21
Here's what now runs every morning against the same rebate terms and line items the walk used to cover.
- 01
No side system
The tool is wired directly into the Epicor P21 ERP the company already runs. Nothing exports to a side system, and there's no vendor cloud.
- 02
Every line item
It uses AI to read the rebate terms in the contracts and check every line item against them, every day.
- 03
Anyone runs it
Anyone on the team can open it and read what it found. Same check, same format, every morning, no matter who's at the desk.
Nothing new showed up on anyone's budget. The check just runs every morning now.
The AI Capability Audit
The audit is how a chore like that gets found and priced in your building. Fixed fee, fixed duration, and a build-or-don't-build verdict in writing.
Booking reserves a slot. It doesn't commit the fee.
Who owns it
Ownership
The tool lives inside Kelsan's own P21, in their tenant, under their credentials. It isn't hosted on a platform we keep.
When we build for you, the terms take the same shape. Every build is a fixed fee, agreed in writing before work starts. You own what we build. Found, priced, built, handed over.
Before you buy software
If you landed here pricing rebate management software, it's worth separating what you'd be paying for. A subscription platform is hosted in the vendor's cloud and billed per seat, for as long as you use it. The tool we built for Kelsan is the other kind: wired into the ERP the company already ran, owned outright.
Before you commit to per-seat pricing, price the alternative. The audit returns a build-or-don't-build verdict and a spec you keep either way — worth having especially if the verdict is don't build. The full terms are on one page →
Common questions
Questions
What do rebate management companies do?
Most run your rebate program for you as an outsourced service: they track the agreements, chase the claims, and report what came back. The tool is one the company owns, inside its own ERP, checking every line item against contract terms daily. The chore stays in-house, and there's no service to keep paying.
Do we need rebate tracking software?
Maybe. A rented platform fits some volumes, and the audit's verdict can come back buy, not build. It prices the chore from your own data, and the verdict arrives in writing, yours to keep either way, even if it says don't build.
Does this only work in Epicor P21?
P21 is where the tool runs and where the number came from, and we won't claim proof we don't have in other ERPs. That same work, reading agreement terms and checking line items daily, is what we're built for in other systems too. The audit's verdict comes from your data, inside whatever software you already run.
Who is this?
Kelsan, a multi-state distributor in our own group of companies. The tool runs inside their Epicor P21 every morning, reading the rebate terms and checking every line item against them. It has surfaced over $100,000 in recovered margin the manual process was missing.
Case study
Price the leak
Doing it by hand is the default, not a failure. The audit puts a number on the rebate chore and a verdict in writing.
Fixed fee ($7,500)fixed durationa build-or-don't-build verdict you keep either way