Vendor programs distributors forget to claim: growth rebates, SPAs, co-op and more
Nov 7, 2026 · 3 min read
Beyond volume rebates, many vendor programs only pay if you file a claim: growth incentives, special pricing agreement (SPA) or ship-and-debit claims, co-op and marketing funds, stocking incentives and price protection. Each has its own rules and deadlines. Missed claims usually just expire.
Why these get missed
Volume rebates usually pay out on their own. The vendor tracks your purchases and sends a credit. The programs below are different. Someone at your company has to notice you qualified, gather the proof and file. If that person is busy, leaves, or never saw the program letter, the money stays with the vendor.
Growth incentives
An extra rebate for beating last year's purchases by a set percent.
- What's the baseline year, and does it include the same product lines and locations?
- Is growth measured on gross or net purchases?
- Does it pay automatically or need a claim?
In our sample report, an $8,000 growth bonus was earned and never claimed or accrued.
Special pricing agreements (SPA) and ship-and-debit
Common in electrical and showing up more in HVAC. The vendor approves a lower price for a specific contractor or project. You sell at that price and claim the difference back.
- Are claims being filed for every eligible sale, not just the big ones?
- Are they filed before the deadline?
- Are rejected claims being corrected and resubmitted?
Co-op and marketing funds
Usually a percent of purchases set aside for marketing the vendor's products.
- What's your balance, and when does it expire?
- What counts as an approved activity: counter days, catalogs, signage, training?
- What proof does the claim need?
Stocking and new-product incentives
Credits for stocking a new line or carrying a set inventory level.
- Did you meet the stocking requirement, and can you show it?
- Was the credit actually received?
Price protection
When a vendor cuts a price, some agreements credit you for the difference on stock you already own.
- Does your agreement include it?
- Was inventory on hand reported on the effective date?
- Was the credit received and applied to the right program?
A simple habit
Once a year, ask each major vendor rep for a written list of every program you're eligible for. Put each one on a calendar with its claim deadline. Then check at least quarterly that what's been claimed matches what's been received.
Common questions
What is a ship-and-debit or SPA claim?
A vendor approves a special lower price for a specific customer or project. You sell at that price, then claim the difference between your normal cost and the approved cost back from the vendor. The claim usually has to include sales detail and be filed within a set window.
Do co-op funds expire?
Usually. Co-op and marketing funds often accrue as a percent of purchases and must be spent on approved activities and claimed with proof within a deadline. Unused or unclaimed funds typically go away.
How do I find programs I'm not claiming?
Ask each major vendor rep for a written list of every program you're eligible for this year, including program letters issued mid-year. Compare it to what you received last year.
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