Incentives — Co-op & MDF

Make co-op and MDF easier to manage

Manage co-op and MDF from program budgets and preapprovals through partner claims, review and finance reconciliation. Give your team and partners a clear view of available funds, required documents and claim status.

Discuss your requirements

Co-op is in development. Contact us to discuss availability, a demonstration and your program requirements.

Who this is for

For the teams that manage partner marketing budgets, relationships and reimbursement.

Channel marketing managers setting program rules, fiscal periods and partner budgets.
Dealers and distributors checking funds, requesting preapproval and submitting claims.
Reviewers and finance teams following evidence, decisions and confirmed settlement.

What this replaces

Bring the work currently spread across spreadsheets and email into a clearer process.

Fund balances maintained in spreadsheets and explained over email.
Preapproval requests and supporting documents separated from the claim review.
Partners asking your team for updates on every submission.
Approved amounts and finance payment records that are difficult to reconcile.

How it helps your team

Allocate co-op and MDF funds to partners by fiscal period, and track allocated, reserved, spent and available balances on a partner statement.
Request preapproval against a program fund account before spending, and track the reserved amount and status.
A reservation is separate from claim approval and confirmed reimbursement.
Configure program rules for supporting documents, eligible media, activity windows and amount limits, then test draft rules against an example claim before publishing.
Guide partners through claim submission, save their progress and check program requirements before they submit.
Reviewers approve, reject, or send a claim back for more information, and the person who filed a claim cannot be the one who approves it.
Track approved claims through the finance handoff and reconcile awards against confirmed settlement.
Your finance team handles payments. BrandFlex keeps the approval and payment records together.

Follow funds from allocation to confirmed settlement

Keep available funds, review decisions and payment records clear throughout the program.

Funds: Track allocated, reserved, spent and available funds by partner and fiscal period. A preapproval can reserve funds before spending; it does not confirm reimbursement.
Approval: Review supporting documents, request missing information and record a decision. The person who submitted the claim cannot approve it, and approval does not send a payment.
Finance handoff: Keep a record of the handoff to finance so reviewers and finance can follow the same claim.
Confirmed settlement: Reconcile approved awards against the settlement finance confirms. Keep the payment record connected to the claim; your finance system moves the money.

From planned advertising to a settlement record

A co-op program manager at a manufacturer whose dealers buy their own local advertising and claim a share back.

Illustrative example of a partner claim, not a customer record or screenshot.

1 · Program manager
Set the budget and program rules.
Allocate funds for the fiscal period and define required documents, eligible media and claim limits.
2 · Partner and reviewer
Request preapproval, then submit and review the claim.
Reserve funds before spending where needed. Submit campaign details and supporting documents, then resolve requests for information before a reviewer records the decision.
3 · Finance team
Confirm settlement and reconcile the award.
After an approved award is handed to finance, record the externally confirmed settlement and reconcile it against the award. BrandFlex does not send the payment.

Plan your rollout

Start with one program and prove the partner, review and finance journey before inviting the wider network.

Agree your fiscal calendar, partner budgets, eligible activities and supporting-document requirements.
Set partner access, reviewer responsibilities and approval stages.
Prepare program rules and test draft rules against example claims before publishing.
Walk through a preapproval, claim submission and request for information with separate partner and reviewer accounts.
Confirm how finance will receive approved awards and return settlement records, then reconcile a complete example before rollout.

Common questions

Can partners request preapproval before spending?

Yes. Partners can request a preapproval against a program fund account and view its reserved amount and status. Reserving funds is separate from approving a claim or confirming reimbursement.

Can we configure the rules for our program?

Program rule sets cover requirements such as supporting documents, eligible media, activity windows and amount limits. Your team can test a draft against an example claim before publishing it.

Does BrandFlex pay our dealers?

No. BrandFlex records approved awards, the finance handoff and confirmed settlement. Payments happen in your finance system.

Can the person who files a claim approve it?

No. Claims must be approved by a different person with permission to review them.

Can a partner see their own balance without asking us?

Yes. Partners can view their own funds and claims through the portal.

Do we have to buy rebates and SPIFFs too?

No. Co-op, rebates and SPIFFs are separate products in development, with separate funds and approval permissions.

Can we try a rule change without risking a live program?

Yes. You can review changes in a separate configuration, compare them with the live program and decide whether to apply them.

When can we buy it?

Co-op is in development. Contact us to discuss current availability and the requirements for your program.

What should we confirm before rollout?

Payments stay with finance: BrandFlex does not move money. It records awards and settlement; your finance system handles the payment.
Agree your program calendar: Define fiscal periods, fund allocation and period-close requirements before launching.
Confirm partner access: Partner access covers home, claims, preapprovals and funds, according to the products and permissions enabled.
Confirm currency requirements: Currency differences are shown separately during reconciliation. BrandFlex does not convert them.

Let’s talk about your partner network

Tell us what your team wants to simplify. We can discuss product fit, availability and your rollout requirements.