You earned that bill-back money. How much of it are you writing off?

When you sell to a customer at a negotiated contract price, your supplier owes you the difference. Clover turns every claim into structured work: assembled with backup, submitted as a task, chased automatically, and disputed line by line until the money is resolved.

See the recovery workflow How the platform works

Suppliers managed in Clover include

Where bill-back recovery breaks down

  • Every contract-price sale creates money someone owes you.

    You sell to customers at contract prices below your normal price, then bill the supplier back for the difference. Multiply that by thousands of line items, hundreds of suppliers, and a stack of pricing agreements tracked in spreadsheets nobody fully trusts. The margin is earned. Collecting it is a second job.

  • Claims go out as spreadsheets. Responses come back as silence.

    Every supplier wants a different format, a different portal, a different sales report. Some pay. Some short-pay without a reason. Some never answer. Your team re-formats, re-attaches, re-sends, and the thread starts over. There is no system driving any of it to a resolution.

  • Aged claims get written off because chasing costs more than the claim.

    A $400 short-pay is thirty emails and a remittance nobody can find. So it slides past 90 days and gets written off, not because the claim was wrong, but because pursuing it costs more than it's worth. Across a year and a full supplier list, that is real margin leaking out quietly.

Every claim structured. Every dispute driven. Every dollar on record.

Clover makes sure every dollar you're owed ends in a decision: paid, disputed, or written off on purpose, never by default.

  • Claims are records, not spreadsheets

    A claim carries the period, the discounted lines, the quantities sold to eligible customers, the computed recovery amount, and the sales backup, tied to the pricing agreement it draws on. Assembled once, in one format, for every supplier.

  • Submitted as a task, not an email into the void

    The supplier's contact gets a structured task: the claim, the lines, the backup. They approve, partially pay, or deny per line, with a reason. "Wrong format" stops being a way to stall, and the response lands on the claim instead of in someone's inbox.

  • Aging drives itself

    Deadlines and automatic reminders chase non-response so your team doesn't. Short-pays are matched against the claim, denied lines become disputes with the evidence attached, and nothing quietly ages into a write-off without a decision.

From write-offs to recovered dollars

  1. Load your pricing agreements

    Supplier, items, eligible customers, contract price, effective dates. The agreements your claims draw on live in one place with their documents attached, not in a spreadsheet per supplier.

  2. Assemble and submit claims as structured tasks

    Build the claim for the period: discounted lines, quantities, computed recovery amount, sales backup. Submit it and the supplier's contact receives a guided task with everything needed to pay it.

  3. Chase, dispute, and resolve

    Reminders fire automatically on your schedule. Short-pays match against the claim, denied lines become disputes with evidence attached, and your dashboard shows open claims, aging, and recovered dollars. Your team works the disputes, not the follow-up.

Anywhere money moves on negotiated agreements, recovery runs on email.

Foodservice Deviated pricing, contract price bill-backs, and co-op agreement claims across broadline and specialty manufacturers: the daily money mechanics of independent distribution. See Clover for foodservice Retail Vendor allowances, promotional funds, and deduction disputes run through the same claim-and-resolve structure, with the record to defend every decision. See Clover for retail Manufacturing Volume rebates, price-protection credits, and supplier allowances claimed and tracked to payment, so negotiated savings actually arrive. See Clover for manufacturing Corporate Procurement Contracted rebates and service credits claimed from vendors with backup, so what the contract promises actually gets paid. See Clover for procurement Healthcare GPO contract-price differences claimed from suppliers with sales backup, tracked through short-pays and disputes to recovery. See Clover for healthcare Your industry If money moves between you and your suppliers under negotiated agreements and recovering it runs on spreadsheets and email, this workflow applies. See all solutions

Frequently asked questions

When a distributor sells to a customer at a negotiated contract price below its normal price, the supplier owes the distributor the difference. The distributor bills the supplier back for that amount, usually monthly, with sales backup proving which eligible customers bought which items. That bill-back is the distributor's earned margin.

Clover structures the whole loop. Claims go out as tasks with backup attached, short-pays are matched against the claim, denied lines become disputes with evidence, and automatic reminders drive the supplier to respond. Nothing ages into a write-off without a decision, and every resolution carries its reason.

No. The supplier's contact receives a guided task: the claim, the lines, the backup, and clear response options. They approve, partially pay, or deny per line with a reason. No training, and responding is free for them.

Clover manages the claim itself: assembly, submission, the supplier's response, disputes, and resolution. Once a claim is resolved, Clover passes the outcome to your ERP, so accounting can process the payment or write-off automatically instead of re-keying it.

Agreements are loaded as structured records: supplier, items, eligible customers, contract price, and effective dates, with the agreement documents attached. Claims draw on them directly, so eligibility disputes are settled by the record instead of by whoever kept the best email trail.

Recovered dollars, open claims and their aging, short-pay rate and denial reasons by supplier, and time to resolution. The numbers an AP lead or CFO actually asks for, without building a spreadsheet first.

See your own claims run through it

We'll walk a real bill-back claim through assembly, submission, dispute, and resolution, and show you the aging and recovery reporting your team would live in.

  • We start with your problems, then show you how Clover would solve them. A real walkthrough with someone who knows deduction recovery.
  • Typical deployments cost less than the deductions most distributors write off in a year.

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