Frequently Asked Questions (FAQ) about the Rebates & Rewards process

General

How many rebate programs can we run at once?

Unlimited programs are included in your subscription, with no extra fees per offer. We encourage experimentation and iteration to find the highest ROI program design for your portfolio.

How do we share offers with operators?

You have complete control over how and when to share offers with operators. First Bite provides unique URLs and QR codes for each program that you can distribute through your preferred channels.

Use direct links to Rebate offers in any touchpoint:

• Email outreach to specific operators

• Operator newsletters

• Add links on your website

• Trade show follow-up emails

• Broker team communications

Add offer QR codes to physical collateral:

• Sample collateral and product sheets

• At your trade show booth

• Print materials and brochures

Most clients share these links directly in email conversations with operators, giving them the flexibility to offer rebates at their discretion during sales discussions.

For what customers do the rebates apply to?

The rebates are customizable and under your control. Your team will create the offers in First Bite and control offer design (such as $100 off a first case or $15 off the first 10 cases), eligibility, timing and dates, and who receives the offers. Rebates are only paid when operators provide valid proof of purchase that matches the offer terms.

We provide unique URLs and QR codes that you can share with specific operators or through channels you choose. This approach is more targeted than traditional PDF mail-in rebates that often get forwarded around and aren't able to be 'turned off'.

Operator Experience

How do operators submit their claims?

Within the offer page, operators click “Claim”.

For their first submission, they’ll add their account details including name, email, phone number, and operator location. For future submissions, all they need to do is log-in with their email address and password.

To submit their invoices - they can upload any file type PDF, images, etc. or just take a photo directly from their phone.

How do operators receive payments?

After their claim is approved, operators can choose to receive a digital check (via email) or a physical mailed check (mailed via USPS).

How quickly do operators receive payment?

Claims will be reviewed and approved within 2 weeks of submission. Once approved, the operator will be notified and can select their preferred payment method.

For digital checks, operators can deposit the payment instantly. Physical checks arrive within 7 days of the operator request.

What if operators have issues submitting their claim?

Operators can reach out to support@firstbite.io for hands-on assistance getting their claims submitted.

Validation

How does this work with our internal team?

The entire process is managed within the First Bite platform - no processing or data entry work needed from accounting teams. Most clients cut admin time by 75% or more vs. in-house rebate programs.

What visibility will our team have into the approved claims?

You can designate anyone on your team as a billing contact to receive and review the detailed invoice breakdown every two weeks.

Our team conducts thorough validation of all claims before determining the eligible payout amount. This includes verifying the operator location is legitimate, confirming the distributor is legitimate, and blocking duplicate submissions.

Billing

Why do we need to add a credit card?

We typically use credit cards because they enable auto-billing, allowing us to process operator claims quickly. Every two weeks, we validate incoming claims against your eligibility criteria, calculate payments due, and process payments using your card. You receive a detailed invoice with all information, and operators get paid promptly. Real-time claims data is also available in the performance dashboard within First Bite.

Alternatively, we can set up ACH payments via Stripe with your bank account, which you can configure as auto-bill or manual approval before each payment. With the ACH option, we send invoices every two weeks for your review before processing payment. We generally see better results with auto-billing as it allows faster payments to operators, but both approaches will work.

What is the security deposit for?

This is a refundable deposit and will be returned if you stop using First Bite Rebates. The only situation where we would not be able to return the full amount is if there is an error with your billing credentials on file - we may use the deposit funds to get operators paid on-time while billing details are updated.