T145 Marketing funds request and claim guide
Marketing funds request and claim guide
How Ridgeline Industrial Supply asks Keelson to fund a local marketing activity, what qualifies, and how to claim the approved amount with proof of performance. Kept by Tobias Wren, Keelson channel manager, who decides every request. Helen Park, Keelson finance controller, checks claims and pays them. Samuel Reyes, Ridgeline's marketing coordinator, prepares requests and claims with Carmen Delgado.
Sample template: the firm, people, clients and figures are fictional.
The cycle in four moves
Marketing funds are paid back after the activity, never in advance, and only for an activity Keelson approved before you spent the money. The budget belongs to the half year: what is not approved by Dec 31 does not roll over.
What qualifies
Not eligible
Staff wages, travel, gifts to customer employees, price reductions or free parts, general brand advertising with no Keelson products in it, and any cost incurred before the approval date. Keelson does not pay a claim for these, even inside an approved activity.
Every activity uses the Keelson logo pack as supplied and names Keelson parts in its content. A draft invitation or advert goes to Tobias before it is printed or sent. The lunch-and-learn invitation came back once with changes requested, because the first draft used an old logo.
How to request
Request through the marketing funds form with the activity type, a title, the start date, the amount and the results you expect. Add the activity plan when you have one. Expected results are the most important line: Tobias compares them with what happened when you claim.
| Field | What Tobias looks for | Lunch-and-learn example |
|---|---|---|
| Activity | One audience, one place, one date | Plant maintenance lunch-and-learn |
| Start date | At least 14 days after the request | 19 days after the request |
| Amount | Itemized: venue, catering, printed guides | $7,500 requested |
| Expected results | Attendees and project registrations | 30 attendees and three registrations |
| Plan | Agenda and invitation list | Agenda attached |
Keelson approved $5,000 of the $7,500 requested. The approval note said: claim within 30 days of the event, with the event name on every receipt.
Claiming with proof of performance
A claim is the approved activity, the actual costs and the evidence that it ran. Keelson pays the lower of the approved amount and the receipts.
One receipt without the event name
One receipt from the lunch-and-learn did not carry the event name, so it could not be matched to the activity. Owner: Samuel Reyes replaces it with a receipt showing the event name. Consequence: until then Helen Park checks the claim without that line. Rule since then: Tobias decided every receipt carries the event name and every claim arrives within 30 days of the event.
Ridgeline claimed $3,850 for the venue, catering and printed guides. The claim is under review, inside the $5,000 approved, so the amount paid will be the receipts, not the approval.
What the lunch-and-learn brought in
The measure that matters is project registrations that followed the activity, not attendance alone. Keelson counts a registration as following an activity when it is submitted within 90 days and names a plant that attended.
Live example from the Dashboards app, shown with Ridgeline Industrial Supply's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
In total, 34 people attended, four more than expected, and two registrations followed instead of the three expected: Halbrook Paper Mill at $64,000 and Crestline Brewing at $9,500. Halbrook is approved; Crestline waits on Ridgeline's answer about the brewhouse pump models.
Live example from the Dashboards app, shown with Ridgeline Industrial Supply's demo data.
The budget this half year
pie title Ridgeline marketing funds, Jul 1 to Dec 31 (USD)
"Approved: lunch-and-learn" : 5000
"Requested: water expo booth" : 6000
"Not yet requested" : 1000
If Tobias approves the water expo booth in full, $1,000 of the $12,000 remains for the rest of the year. At Premier the budget would be $24,000 each half year.
Live example from the Dashboards app, shown with Ridgeline Industrial Supply's demo data.
The open request: regional water expo booth
- Activity: a two-day booth at the regional water expo, in about six weeks.
- Amount requested: $6,000 for booth space, a counter display and printed selection guides.
- Expected results: five project registrations from water utilities.
- Why it fits: water and wastewater is one of Ridgeline's specialties, and Port Avery Water Authority came from the same customer group.
- Decision: Tobias Wren, by Oct 9.
I approve the activity that tells me how many plants it will reach and how many projects it should bring. The lunch-and-learn did both, and it is the reason the expo request is on my desk this week.
Owners and dates
- Replace the receipt without the event name. Owner: Samuel Reyes, Oct 7
- Check and pay the lunch-and-learn claim. Owner: Helen Park, Oct 14
- Decide the regional water expo booth request. Owner: Tobias Wren, Oct 9
- Send the expo booth display draft for review. Owner: Samuel Reyes, Oct 16
- Claim the lunch-and-learn with receipts. Owner: Samuel Reyes, filed Sep 30
How to use this template
Keep one guide per reseller and half year. Record each request when it is decided and each claim when it is paid; the stats and the budget split come from those lines.
| Variable | Meaning | Required |
|---|---|---|
{{reseller.name}} | The reseller this guide is for | Required |
{{funds.budget_half_year}} | Budget for the half year at the reseller's tier | Required |
{{funds.approved_total}} | Total approved in the half year | Required |
{{funds.claimed_total}} | Total claimed, with the review state | Required |
{{activity.title}} | Each activity's title as requested | Required |
{{activity.expected_results}} | The results the reseller expected | Required |
{{activity.registrations}} | Registrations that followed within 90 days | Optional |
If a required value is missing, show Needs review and do not tell the reseller what remains; never estimate a claim amount without receipts. If the funds record cannot be read, show Unavailable in the stats.
The live Dashboards blocks on this page show the Ridgeline Industrial Supply demo profile. Point each block at your own client's profile, or remove it, before you share the page.