Every point credited on a claim is money the brand has promised to pay. Once it reaches a partner's wallet, it is a liability the brand carries until it is redeemed.
In India, most claims from electricians, plumbers, mechanics and retailers arrive as an invoice photo or a dealer entry. Brands in building materials, automotive, consumer durables and agriculture process these claims every month. These nine checks decide which ones earn points.
How a Loyalty Claim Moves
The partner submits an Add Purchase form: purchase date, location, where the product was bought and an invoice image, which is mandatory.
The retailer tagged to the purchase sees it in an approvals queue in the same app and approves or rejects it. The brand's sales team then gives final sign-off in the admin portal.
Points are credited only after final approval, on the approved purchase volume. Who approves, and in what order, is set by the brand.
1. Has This Invoice Been Claimed Before?
The same invoice can be submitted twice, by the same partner or by two. Duplicate invoice submissions are detected before the claim moves on.
The invoice image is mandatory on every claim, so there is always a document to compare.
2. Does the Quantity Match the Purchase?
A claim for 50 bags against an invoice for 30 should never earn 50 bags of points. The claimed quantity is checked against the purchase.
3. Is the Purchase Recent Enough?
A claim on a months-old invoice is hard to verify. Purchase-date windows stop that: entries can be limited to recent purchases, for example the last 15 or 30 days.
4. Has This Partner Hit the Claim Cap?
Without a ceiling, one partner can claim far beyond what their business supports. Claim caps apply per user and per period.
5. Does the Purchase Meet the Volume Threshold?
Some schemes reward only purchases above a minimum. Purchase volume thresholds are validated, so smaller claims don't slip through.
Approve Claims on Evidence, Not Trust
1Channel's Loyalty Management Software checks invoices, quantities, dates, caps and eligibility before a claim is approved, and routes it through the approval chain your business sets.
Explore 1Channel's Loyalty Management Software →6. Is the Partner Eligible for This Scheme?
Not every partner qualifies for every scheme. The user's eligibility is confirmed before points are credited.
Eligibility is also checked when a partner first registers, along with KYC status and their territory.
7. Is There a Reason for Every Change or Rejection?
Approvers sometimes cut a claimed quantity or reject a claim outright. A reason is mandatory either way, so the partner knows why and the decision can be reviewed.
8. Who Chases a Claim That's Been Waiting?
A claim stuck with one approver frustrates the partner and the sales team. An escalation matrix moves pending and ageing approvals up the line.
9. Is the Approver Different From the Submitter?
Maker-checker rules keep the person who submits a claim from approving it. Every approval action is recorded in a complete audit trail.
In the admin portal, User Activity shows what was done on a partner's record and when, which helps settle a disputed claim.
Points to Remember
- Approvals are configurable; a brand can choose direct point credit instead.
- Claims can come from invoice uploads, QR scans, dealer claims or ERP data.
- The approval chain can include the dealer, distributor, sales officer, technical officer, regional manager or admin.
- Where approvals are on, points are credited only after final approval.
Frequently Asked Questions
1. Who approves a loyalty claim?
Typically the retailer the purchase is tagged to, then the brand's sales team. The chain can be extended to other roles.
2. Can old invoices be claimed?
Only within the purchase-date window the brand sets, for example the last 15 or 30 days.
3. Does every claim need approval?
No. Approvals are configurable, and a brand can choose direct point credit instead.
Note: Software screens may vary based on your business structure and configured workflows.
