Billback Reconciliation

The Problem

You sell through distributors. They charge you promotional allowances, marketing fees, and price protection adjustments. The problem? You're paying invoices from distributors while also receiving chargebacks from brands - and nobody's checking if they match.

The result is predictable: duplicate payments, missed deductions, and pricing errors that drain 2-5% of your gross margin. Your finance team spends 12+ hours weekly reconciling spreadsheets, but they're always behind. By the time they catch an error, the window to dispute has closed.

The Automation

Our billback reconciliation agent connects to your ERP, distributor portals, and brand chargeback systems. It matches every transaction across systems, flags discrepancies in real-time, and routes exceptions to your team with full context.

Common Discrepancies Caught

• Duplicate payments - Same invoice paid to distributor and deducted by brand
• Rate mismatches - Promotional allowance on invoice differs from agreed rate
• Timing issues - Chargebacks applied to wrong fiscal period
• Missing deductions - Eligible marketing funds not claimed from brands
• Quantity variances - Units billed don't match units sold per POS data

Real Results

"We found $47,000 in duplicate payments in the first month. The agent catches discrepancies within 24 hours instead of 60 days. We're actually recovering money now instead of just trying to stop the bleeding."

- CFO, $50M consumer goods distributor

Why Traditional Tools Fail

Excel-based reconciliation breaks down because:

• Data arrives in different formats from 10+ sources
• Product codes don't match across distributor and brand systems
• Timing lags mean you're always reconciling stale data
• Rules are too complex for basic matching algorithms

FlowRunner's AI handles the complexity: fuzzy matching on product descriptions, understanding date ranges for promotional periods, and learning your specific distributor-brand relationships.