1. Assign a Point of Contact
- Identify a member of your marketing/ sales team who will coordinate with your Maxtec (QBS) Marketing Coordinator.
- This person will be responsible for executing activities and submitting proof of execution and invoicing Maxtec (QBS) for reimbursement.
2. Propose Your Initiative
- Submit your planned initiative(s) at least 4 weeks before the end of the current quarter, or 6 weeks before your activity in the form below.
3. Approval Process
- The activity is first discussed in a meeting with yourselves, your account manager, and our marketing team to gauge its feasibility, check available budgets and see where we can assist.
- Once compliance requirements are met, the activity is submitted to the Vendor for approval.
- The approval process takes approximately 1-2 weeks, provided all Vendor Co-branding Guidelines are followed and supporting documents are error/change free.
- NB: Do not proceed with bookings or payments until Maxtec(QBS)/ Vendor approval is received – Maxtec will not be held liable should your activity not be approved.
4. Activation
- Maxtec (QBS) and our vendors are here to assist you with your physical marketing and enablement activities. Account Managers/ Sales Engineers/ BDMs/ Trainers will be available to present on request.
- Maxtec (QBS ) and Vendor representation must be included in all of your physical/ virtual activations.
5. Submit Proof of Execution & Claim Your Funds
- Once the activity is completed, submit the following no later than 3-5 days; post activation:
- Proof of execution report (Detailed Attendee/ or lead list with contact details, event photos, branding photos)
- All Third-party expense invoices addressed to you, to the total of your approved claim value. (Claims cannot exceed the original request total.)
- Your invoice to Maxtec for reimbursement to the total or less than your approved claim value.
- If proof of execution and reimbursement invoices are not submitted on-time, your claim may not be processed.
- Claim Cutoff dates for the Quarter – are the 15th day, in the third month. Please plan around these dates to ensure POE and your invoice to Maxtec (QBS) is provided on-time and avoid the last 2 weeks of the quarter for any activity.
- Your claim will be re-imbursed in approximately 20 Days once submitted, pending vendor approval queues.
6. Claim Settlement
- Claims will be reimbursed to partners within approximately 21 working days if all POE requirements are met – dependant on Vendor approval queues.