The Company

VAMAC is a family-owned wholesaler specializing in plumbing, well, and septic supplies, serving Virginia with 22 locations since 1915. They cater to a diverse clientele including plumbers, contractors, designers, architects, and homeowners.

Ian Smith serves as the Financial Controller, overseeing all accounting activities related to rebates to ensure accurate financial records at VAMAC.

Alongside him, Kelley Balewick holds the position of Vendor Negotiation Analyst, managing all rebate program negotiations with vendors, including new vendors and products. She handles the administration and analysis of rebates, ensuring they are recorded accurately and evaluating the products associated with them.

At VAMAC, rebates play a vital role in their operations, whether they are extended to customers or received from vendors, they contribute to their goal of fostering shared prosperity within the VAMAC business.

The Challenges

Inaccurate Excel Spreadsheets

Previously, VAMAC managed rebates using Excel spreadsheets and based calculations on receiving dates rather than the manufacturers' invoice dates. Enable’s platform bridges this gap by aligning the invoicing and rebate realization timelines, providing more accurate and timely figures.

Smith tells us, “Our rebate earnings were tracked through Excel spreadsheets, requiring multiple reviews across finance and other departments to ensure accuracy. We often checked for errors in formulas or simple mistakes to ensure proper recognition of rebates. With Enable, we can recognize rebates as we receive them, rather than waiting for the vendor's invoicing.”

Balewick comments, “The process involved integrating data from Excel spreadsheets, our CRM system, and ERP system to manually determine eligible rebates each month, quarter, and year. This manual approach required extensive review of IDs and data views, involving a labor-intensive process of moving and consolidating information manually.”

Complex Rebates

VAMAC manages a variety of rebates, ranging from SKU-specific to price-line and comprehensive program incentives, each arriving at different intervals throughout the year. Some rebates are based on market share percentages and are divided into various categories, requiring their teams to effectively juggle multiple programs simultaneously.  

Balewick says, "With Enable, I no longer need to worry about manual data pulling, sorting out where information belongs, or calculating formulas based on different numbers. It simplifies everything and makes rebate management incredibly straightforward."

The Software

Why Enable?

Smith comments, “We evaluated several rebate management providers and found Enable to be top in its class, offering excellent integration and aligning with our core values. It has significantly reduced the time spent on monthly and quarterly reconciliations, making it an outstanding product.”

Excellent Support and Onboarding

VAMAC onboarded Enable in 10 weeks, successfully integrating all their data. The Enable team ensured VAMAC met their timeline, verified their data flow, and checked their rebate programs to confirm they were set up correctly.

Balewick comments, "From day one, the Customer Success team at Enable has been incredibly responsive and generous with their time. Whenever we had a question, we would ask, and typically within an hour, we'd receive a response. They'd often suggest a quick call or meeting where we'd share screens to address our issues and guide us through necessary adjustments. It's been a great experience."

Streamlining Collaboration

Balewick explains, "Enable has enhanced our team's connectivity and collaboration significantly. Previously, multiple team members would handle rebate processes, involving repeated reviews and potential reentries or returns. Now, with Enable, we're building trust in the platform, reducing the need for extensive multi-touch handling."  

Reducing Calculation Times

Smith says, "The rebate calculation time has been greatly reduced. Previously, we had to wait until our AP closed, and then once it closed, there was a review process involving multiple people to ensure accuracy. Now, with Enable software, we can instantly run our numbers, eliminating the need for extensive reviews and ensuring immediate results."

Building Effective Rebate Programs

Smith says, “One of the great aspects of Enable was the ability to review every agreement with each vendor. This process allowed us to understand the specifics of each agreement, determine the vendors' growth expectations, and find ways to improve outcomes for both parties.”

He continues, “Enable has standardized many of our rebate procedures and rebate program development. While there is still some review required for new products and alignment, the focus is now on ensuring that our programs are correctly built from the start. In addition, Enable helps us identify products that may not be earning rebates, by vendor and by segment, allowing us to negotiate better deals and align with our growth goals.”

Analyzing Rebate Programs

Balewick tells us, “Enable has been invaluable in allowing me to analyze each rebate program and evaluate whether certain products are the best for earning rebates. It helps identify if a different product might be more beneficial for rebates due to higher sales potential, which could also increase the manufacturer profits. Enable also aids in determining whether we should offer specials on specific items, enabling us to sell and purchase more, thereby increasing our rebate earnings.”

Supporting our Rebate Strategy

Balewick explains, “I envision Enable supporting our rebate strategy for the long term. It will significantly reduce the time I spend on manual tasks, allowing me to focus more on strategic analysis. This shift will allow me to determine the best options for VAMAC and our customers, fostering more collaborative relationships with our vendors.”

She continues, “With Enable, you don't have to be just a rebate analyzer; you can become a rebate strategist. You can focus on utilizing rebates to enhance your company's profitability while also helping your customers achieve greater profitability too.”