Procurement, AP and finance teams at distributors, manufacturers and multi-site operators
Recover contract overcharges and rebates suppliers never paid
Reads invoice lines from the ERP and checks every one against the contract price, price breaks, escalator caps, freight terms and prompt-pay terms. It totals spend against each rebate tier, finds rebates earned but never credited, and drafts the credit request for each supplier.
The problem
Supplier contracts promise price lists, volume breaks and rebates that are only worth something if someone checks the invoices. Lines are billed above the agreed price, volume breaks are missed, increases run past the escalator, and earned rebates are credited at a lower tier or not at all.
How it works
- Step 1Load the contract termsPrice lists, volume breaks, escalators, freight terms and rebate tiers, uploaded or entered once per supplier.
- Step 2Upload the invoice linesThe same purchasing or AP export: supplier, item, quantity, unit price and date.
- Step 3Run the checksLines above contract price, missed volume breaks, increases above the escalator, freight on prepaid terms, duplicate lines, missed prompt-payment discounts and rebates earned but not credited.
- Step 4Price it by supplierEach supplier's case totals the lines and the rebate shortfall, counting overlapping findings once.
- Step 5Send and trackERPSav drafts the claim with line evidence, and you record the credit when it arrives.
Typical results
- Earned rebates not received
- 5–30% of a programme's value
- estimate
- Invoice price variance against contract
- 0.2–0.5% of contracted spend
- estimate
- Value per customer
- $15,000–150,000 a year, plus about 0.5–1.5× that from earlier periods
- estimate
What the engine checks
- Unit prices above the contract price, beyond a tolerance
- Volume price breaks reached but not applied
- Rebate tiers earned in a period with no credit received
- Early-payment discounts missed, and contract terms not on the invoice
- Freight charged on prepaid or free-freight terms
- Duplicate invoice lines and price increases above the escalator cap
What you upload
A CSV export. Header names are matched automatically; these are the columns the engine reads.
| Column | Required | Example |
|---|---|---|
| Vendor | Yes | Midwest Industrial Supply |
| Invoice number | Yes | INV-50112 |
| Invoice date | 2026-04-06 | |
| Item / SKU | Yes | 4471-A |
| Description | Nitrile gloves, case of 1000 | |
| Line type | ITEM | |
| Quantity | Yes | 40 |
| Unit price billed | Yes | 52.80 |
| Line amount | 2112.00 | |
| Contract unit price | 48.00 | |
| Contract / agreement | MIS-2025-114 | |
| Rebate period | 2026-Q2 | |
| Tier 1 threshold | 10000.00 | |
| Tier 1 rate % | 2 | |
| Tier 2 threshold | ||
| Tier 2 rate % | ||
| Tier 3 threshold | ||
| Tier 3 rate % | ||
| Tier 4 threshold | ||
| Tier 4 rate % | ||
| Tier 5 threshold | ||
| Tier 5 rate % | ||
| Rebate % | 2 | |
| Rebate threshold | 10000.00 | |
| Rebate received | 0.00 | |
| Payment terms | 2/10 Net 30 | |
| Contract payment terms | 2/10 Net 30 | |
| Payment date | 2026-04-14 | |
| Discount taken | 0.00 | |
| Freight billed | 85.00 | |
| Freight terms | FOB Destination, Freight Prepaid | |
| Price-break quantity | 100 | |
| Price-break unit price | 2.85 | |
| Base price | 0.84 | |
| Escalator cap % | 3 |
What you need
- Invoice line detail from your purchasing or AP system: supplier, item, quantity, unit price and date
- Contract price lists and rebate programme terms: tiers, thresholds and periods
- Rebate statements or credits received (optional)
Worked examples
Questions
- Are there deadlines?
- Rebate programmes usually set claim periods and cut-off dates, and price disputes depend on the contract. ERPSav tracks the end of each programme period and shows the nearest first.
- Do we need an ERP implementation?
- No. ERPSav reads the invoice export you already have and the contract terms you upload or enter. Nothing is installed.
- Who sends the claim?
- You do, on your letterhead, with the claim ERPSav drafts. On the managed plan our team sends it under your signed letter of authority. The supplier credits or pays you directly.
- What does it cost?
- Self-serve plans start at $299 a month and you keep 100%. The Recovery plan is $99 a month for this module plus 12% of money credited to you. Managed is 25% of what is recovered.
- Is our data safe?
- Your files go into your own workspace, and every row is scoped to it, so no other customer can see them. Imports, letters and status changes are written to an audit trail with who did what and when. ERPSav runs on its own servers in the EU behind Cloudflare, and most modules work from a CSV export, so nothing is installed.
ERPSav compares invoices with the contract terms you provide and drafts the claim you send; it gives no opinion on what a contract means.