Billbacks
Billbacks both ways, each with its evidence.
When a bill is short, over price or overbilled, Cortex drafts the debit memo with the receipt, the contract or the usage extract attached. When a customer claims a rebate or takes a deduction against your revenue, a person confirms it before it settles.
- Drafted
- DM-0412 for $644.00 with the receipt attached
- Released
- By the person whose level covers it
- Settled
- Against the vendor's next bill
Every billback is tracked until it is credited or netted, and aged while it is open.
What gets checked
Billback management, check by check.
| Billback | Evidence | Settles by |
|---|---|---|
| Short receipt | The receipt and the dock note | The vendor's credit, or netting against a bill |
| Over price | The PO or the contract price in force | The vendor's credit, or netting |
| Usage overbill | The daily extract from the measuring source | The vendor's credit, or netting |
| Customer claim | The program and what each invoice earned | A credit memo, the deduction, or a check |
On its own, and what waits
Runs through within its level. Conflicts wait for a person.
An agent with a level acts on its own within that level’s dollar limit; without one, every step waits. Anything that conflicts or falls outside a guardrail always waits, and each decision teaches the next run.
What it does
Drafts every debit memo with its evidence. Tracks each until credited or netted.
What it holds
Every debit memo above the agent's level. Every customer billback that reduces revenue.
Your tolerances, sites, units and rules are your own: set for your contracts, not fitted to a template.
FAQ
Questions buyers ask about billback management.
Where do customer billbacks come from?
From the rebate programs and deductions already on your books. Cortex is where they are confirmed before they settle, so nothing is approved in two places.
Related
Where it connects.
Three-way match
PO, receipt and bill matched line by line; nothing billed beyond what was received.
Storage and 3PL bill audit
Billed units checked against what your warehouse measured, day by day.
Vendor contract compliance
Every contract bill checked against the terms in force on the service date.
Bring one vendor and a month of bills.
We run them through Cortex in shadow against your ERP and show you what it would have caught. If the problem is upstream of payables, we say so.
Pricing is set with each company in the private beta: 10 credits per agent run, reading included.