A claim window is the contractually defined period after a settlement date within which a rebate claim must be filed. Once the window closes, the claim deadline has passed and the rebate becomes uncollectable, regardless of the earned amount.
How a claim window works
A retailer settles a 12-month volume rebate agreement on 31 December. The contract grants a 60-day claim window, meaning invoices for earned rebate must reach the supplier by 28 February. Earned rebate of €32,000 filed on 1 March is fully forfeit.
Claim windows exist so both sides can close their books. For the buyer they are a hard operational constraint: track earning throughout the year, then file inside the window. Windows of 30, 60 and 90 days are typical; some annual agreements grant up to 180 days. Continuous vendor rebate management tracks every open window before it closes.
Where a claim window appears in contracts
Claim windows live inside rebate schedules, side letters and vendor terms and conditions. Look for phrasing such as 'invoices must be submitted within [N] days of the settlement date' or 'rebate entitlement expires [N] days after period end.' Standardise the windows across your portfolio and feed each one into a single rebate management workflow so no window closes silently.
Claim window FAQ
How is a claim window different from a claim deadline?
The claim window is the period. The claim deadline is the specific date the window closes.
Why do rebates leak inside the claim window?
Because the window is calendar-driven, not volume-driven. Teams that track only earning miss filing, and unfiled rebate is uncollectable once the window closes.
Can a supplier waive a missed claim window?
Rarely, and only by written agreement. Assume the window is binding and file well before the last day.
