ClaimDS Docs & Help Center
Everything you need to use ClaimDS and fix issues along the way — step-by-step guides, troubleshooting for the problems people actually hit, and plain-language definitions of the terms the product uses.
Getting started
Create your workspace, invite your team, and reach your first settlement.- How-toGetting started with ClaimDSGo from an empty workspace to your first settled claim in seven steps — set up your channel, import partners, create a scheme, submit a claim, reconcile it and settle.
- FAQClaimDS frequently asked questionsQuick answers to the most common questions about ClaimDS — setup time, partner logins, GST credit notes, the AI features, and how settlements are calculated.
- How-toInvite your team and set rolesAdd people to your ClaimDS workspace and give each the right role — so claims, settlements, reports and the audit trail are seen and approved by the right people.
- How-toUnderstand your dashboardThe ClaimDS dashboard is your role-aware home — a setup checklist when you're new, then the KPIs, the claims queue and recent activity that matter to your role.
- How-toSwitch between workspacesIf you belong to more than one ClaimDS workspace, here's how to switch between them — and why your role and data are scoped separately to each.
- How-toAccept an invite and verify your emailJoining a ClaimDS workspace someone invited you to — accept the invite from the email link, verify your address, and sign in with the role you've been given.
Master data & transactions
Set up counterparties and materials, and load your sales and purchase invoices.- How-toAdd a counterpartyAdd a customer, vendor or distributor to ClaimDS master data — with the GST identifiers, addresses and aliases that claims, credit notes and settlements all reference.
- How-toAdd a materialAdd a material or SKU to ClaimDS master data — with its code, name, HSN and unit of measure — so agreements, claims and invoices all reference the same catalogue.
- How-toImport your data from ExcelBulk-load counterparties and materials into ClaimDS from a spreadsheet — with the validation that flags duplicates, bad GSTINs and missing fields before anything is imported.
- How-toLoad sales and purchase invoicesBring your customer billing documents and vendor purchase invoices into ClaimDS — the transaction data the calculation engine reads to accrue rebates against your agreements.
Claims & deductions
Raise, submit and track sales, purchase, inbound-channel claims and deductions.- How-toSubmit and track a sales claimRaise a sales claim in ClaimDS, attach its supporting document, send it through approval, and follow it through the draft → submitted → approved → posted states.
- How-toRaise a purchase claimClaim what a vendor owes you in ClaimDS — a retroactive price adjustment, a special-pricing (ship-and-debit) claim, or a stock-protection claim on warehoused inventory.
- How-toHandle an inbound deductionWork the deductions inbox in ClaimDS — the debit notes customers take straight off their invoices — so each one is reviewed, matched and reconciled instead of lost in the invoice.
- How-toHandle inbound channel claimsWork the reviewer queue for chargebacks and billbacks your downstream partners raise against you in ClaimDS — review each against its agreement, then approve, dispute or reconcile.
- How-toDispute a claim or deductionWhen a claim, chargeback or deduction isn't right, dispute it in ClaimDS instead of accepting it — so the disagreement is recorded, worked, and resolved on a clear trail.
Rebate agreements
Model sales and purchase rebate agreements, slabs and amendments.- How-toCreate a sales rebate agreementSet up a sales rebate agreement in ClaimDS — its slabs, eligible products and partners, validity dates and eligibility criteria — so the calculation engine can accrue against it.
- How-toCreate a purchase rebate agreementSet up a purchase rebate agreement in ClaimDS to track the rebates your vendors owe you — slabs, eligible products, validity and eligibility criteria — so accruals build automatically.
- How-toAmend an agreementChange a live rebate agreement in ClaimDS the safe way — financial changes go through the amendment approval queue so nothing alters accruals without a second pair of eyes.
- ConceptHow rebate accruals workUnderstand accruals in ClaimDS — how the calculation engine turns business volume into the running amount of rebate owed, and how accruals flow into claims and settlements.
Settlements & reconciliation
Reconcile claims to credit notes and run settlements end to end.- How-toReconcile a claim to a credit noteMap an approved claim to a GST credit note on a reconciliation sheet so the settled amount comes from one agreed source — per principal, per period.
- How-toRun a settlementCompute, review, record the payout and (if needed) reverse a settlement in ClaimDS — the cross-agreement console that turns reconciled claims into paid partner settlements.
- TroubleshootingA claim won't reconcileWhen a claim and its credit note don't tie out in ClaimDS, here's how to find the difference — a quantity gap, a price change or a missing document — and clear it.
- How-toTrack expected settlementsUse the expected-settlements view in ClaimDS to see what you still expect to settle, aged by principal — so nothing owed to you quietly slips past its due point.
GST & compliance
GST credit notes, place-of-supply, and the audit trail.- ConceptGST credit notes for rebates, explainedUnderstand how a settled rebate claim becomes a GST credit note in ClaimDS — the required particulars, the input-tax-credit reversal, and why the figure comes from one reconciled source.
- How-toPre-validate GST before you settleUse the ClaimDS Smart GST pre-validation tool to scan your credit and debit notes for compliance issues before the GSTR-1 filing window — fix blockers first, so settlements don't break your return.
- ConceptPlace of supply and the tax splitUnderstand how ClaimDS derives place of supply to decide intra-state versus inter-state treatment — and why that decides whether tax splits into CGST+SGST or IGST on a credit note.
- How-toUse the audit trailFind, filter and export the ClaimDS audit trail — the tamper-evident record of every change across the product — for an internal review, an auditor or a compliance check.
Reports & analytics
Accrual registers, settlement history, the founder dashboard and generated documents.- How-toA tour of ClaimDS reportsFind your way around the ClaimDS reporting area — the founder dashboard, the finance registers, the commercial reports and the documents index — and understand why each is role-gated.
- How-toRead the accrual registerUse the ClaimDS finance reports to see posted accruals for a period and age your open accruals — so you always know what's been earned and what's still waiting to settle.
- How-toReview settlement history and write-offsUse the ClaimDS finance reports to see your settlement history and your write-offs and reversals — the record of what's been paid and what's been unwound or written off.
- How-toFind a generated documentUse the ClaimDS documents index to locate the credit notes, statements, letters and compliance exports the product has generated — so you can find and hand off any document fast.
Smart insights (AI)
Recovery opportunities, risk scores and what-if scenarios — computed on your data.- ConceptHow Smart insights workClaimDS Smart turns your own claims and settlement data into recovery opportunities, risk scores and forecasts — every number computed from your data, with AI only explaining the result in plain language.
- How-toFind recovery opportunitiesUse ClaimDS Smart to surface recoverable cash — margin leakage, aged overdue claims, and a rolled-up view of what's recoverable and at risk — all computed from your own data.
- How-toRead risk and month-end close insightsUse ClaimDS Smart to score counterparty risk, forecast your net settlement position, and get ahead of month-end close blockers — each computed from your own data.
- How-toBuild and save what-if scenariosUse ClaimDS Smart to model what-if scenarios — optimise slab thresholds, work through a deduction dispute, and save scenarios to compare — all computed on your own data.
Settings & billing
Company profile, billing and plan, billing types, security and lookup codes.- How-toConfigure your company profileSet up your company profile in ClaimDS — legal entity type, PAN, GST registration, industries and business types — because these drive credit-note formats, statutory IDs and month-end requirements.
- How-toManage billing and your planView your ClaimDS plan and usage, and upgrade when you need more — including unlocking the subscription-gated Smart insights tier.
- How-toSet up billing typesConfigure sales and purchase billing types in ClaimDS so each business-volume line is categorised correctly for settlement — the catalogue that tells settlement how to treat each line.
- How-toManage security settingsHarden your ClaimDS workspace — turn on two-factor authentication, set the session timeout, and review data residency — from one place in Settings.
- How-toConfigure lookup codesSet up the lookup-code namespaces in ClaimDS — the controlled lists (customer and material categories, org structures, tax categories and more) that keep your master data consistent.
- How-toManage your profileUpdate your personal ClaimDS profile — your name, email and preferences — which is separate from your workspace's company and security settings.
Administration
For workspace admins: background jobs, templates and the settlement cap.- How-toReview background jobsAs a workspace admin, check the history of ClaimDS background jobs — the scheduled processes that run behind the scenes — and read their error logs when something needs attention.
- How-toManage reconciliation and claim templatesAs a workspace admin, define the reconciliation-sheet and inbound-channel-claim templates in ClaimDS so your team works from consistent, repeatable structures.
- How-toSet a settlement capAs a workspace admin, configure the global settlement cap in ClaimDS — a hard ceiling that keeps a settlement from paying out beyond what the underlying claims support.
Troubleshooting
Fix sign-in problems, permission errors, and claims that won't reconcile.- TroubleshootingYou can't sign inWork through the common ClaimDS sign-in problems — wrong password, a locked account after too many attempts, an expired session, or no access to the workspace.
- Troubleshooting"You don't have permission" — fixing access errorsClaimDS gates each area by role. If you hit a permission or access-denied message, here's how roles work and how to get the access you need.
- TroubleshootingFixing counterparty import errorsWhen a bulk counterparty import is flagged in ClaimDS — duplicates, invalid GSTINs, missing fields — here's how to read the validation and clean your file so the import goes through.
- Troubleshooting"Email already registered" or "workspace URL not available"Signing up and ClaimDS says your email is already registered, or your workspace URL is taken? Here's what each message means and whether you should sign in, get invited, or pick a new name.
- TroubleshootingMy rebate isn't accruingExpected to see a rebate building up but nothing's accruing in ClaimDS? Work through the usual causes — an inactive agreement, dates outside the validity window, eligibility criteria, or missing transactions.
- TroubleshootingA settlement won't completeStuck trying to settle in ClaimDS? Work through the common blockers — unreconciled lines, GST pre-validation blockers, role permissions, and runs sitting in stale-PENDING.
- FAQTroubleshooting FAQQuick answers to the most common ClaimDS problems — sign-in failures, permission errors, missing accruals, settlements that won't complete, and import validation.
Concepts & glossary
Plain-language definitions of the terms ClaimDS uses.- GlossaryClaimDS glossaryPlain-language definitions of the rebate, claims, settlement and GST terms ClaimDS uses — rebate, accrual, chargeback, billback, deduction, credit note, reconciliation and more.
- ConceptWhat is a rebate?A rebate is an amount a seller returns to a buyer based on what they purchase. Here's how rebates work in distributor channels, the common types, and how ClaimDS tracks them.
- ConceptWhat are chargebacks and billbacks?Chargebacks and billbacks are claims a downstream channel partner raises against you to recover an agreed amount. Here's what they mean and how ClaimDS handles them as inbound channel claims.
- ConceptWhat is a deduction?A deduction is an amount a customer takes directly off an invoice rather than filing a separate claim. Here's why deductions erode margin and how ClaimDS gives them a dedicated inbox.
- ConceptWhat is a credit note?A credit note is the document that settles a claim on the books — and under GST, a tax document with required particulars. Here's what a credit note carries and how ClaimDS generates it.
- ConceptWhat is a settlement?A settlement is the run that turns reconciled claims and accruals into a paid partner balance. Here's what settlement means in ClaimDS and why settlements are reversed, never deleted.
- ConceptWhat is reconciliation?Reconciliation is matching approved claims to the credit-note lines that settle them, per principal and per period. Here's what it means in ClaimDS and why it comes before settlement.
- ConceptWhat is a retroactive price adjustment (RPA)?A retroactive price adjustment recovers a price change on business that's already been invoiced. Here's what an RPA is and how ClaimDS settles it against the original invoice.
- ConceptWhat is a special-pricing (ship-and-debit) claim?A special-pricing or ship-and-debit claim recovers the gap when you sell at a specially agreed price. Here's what an SPA is and how ClaimDS handles it on the purchase side.
- ConceptWhat is stock protection?Stock protection is a claim that protects warehoused inventory against a later price or quantity change — common for fast-depreciating SKUs. Here's what it is and how ClaimDS handles it.
Prefer a guided walkthrough?
Book a demo and we'll set ClaimDS up on your own channel structure — or just talk to us.