Getting started with ClaimDS
Go 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.
ClaimDS takes a claim from the moment a partner raises it through to a reconciled, GST-compliant settlement — without the Excel-and-email chase in between. This guide is the fastest path through that journey for a brand-new workspace.
Before you start
You need a ClaimDS workspace. If you don't have one yet, create an account — the onboarding wizard walks you through the first few steps the moment you sign in, and you can leave and resume it from where you stopped.
Have two things handy: your channel structure (how product flows from you down to the end retailer) and a list of your trading partners (customers and vendors) — ideally in a spreadsheet you can import.
The seven steps
Follow the numbered steps below in order. Each one builds on the previous: you can't reconcile a claim you haven't submitted, and you can't submit one without an agreement to check it against.
Where to go next
Once you've run one claim end to end, branch into the area you work in most:
- Submit a sales claim — the day-to-day claims flow in detail.
- Reconcile a claim to a credit note — tie a claim to a GST credit note.
- Run a settlement — compute, review and pay out.
- New to the vocabulary? Start with the ClaimDS glossary.
Step-by-step
Set up your workspace
After you sign up, the onboarding wizard opens automatically. Add your company details, your channel hierarchy (distributor → dealer → retailer), and invite the finance and operations people who will work claims with you.
Configure your claim types
Decide which claim types you run (for example damage, shortage, scheme, expiry, price-difference or warranty) and the approval levels each one needs. This is what every later claim is checked against.
Import your counterparties
Bulk-import your customers and vendors from Excel under Master Data → Counterparties. ClaimDS validates GST identifiers and flags duplicates as it imports.
Create a rebate agreement or scheme
Under Agreements, create a sales or purchase rebate agreement with its slabs, eligible products, validity dates and eligibility criteria. This is the rule the calculation engine accrues against.
Submit a claim
Raise a claim under Claims, attach the supporting document, and submit it. It moves through the approval chain you configured, and you can track its status the whole way.
Reconcile the claim
Under Claims → Reconciliation, map approved claims to a credit note on a reconciliation sheet, so the amount you settle comes from one source rather than a re-keyed figure.
Settle
Open Settlements, run the settlement, and record the payout. Partner statements and the finance registers update from the same run.
Frequently asked
How long does it take to set up ClaimDS?
Basic setup is usually about a day; teams typically reach their first end-to-end settlement within a week.
Do my distributors and dealers need their own logins?
Partners can submit through a portal, while your finance team reviews and approves centrally — you decide how much access each role gets.
Which industries does ClaimDS support?
FMCG, pharma, automotive, consumer electronics, electricals, building materials, paints, tyres, lubricants and agrochemicals, among others.
Still stuck?
Book a demo and we'll walk through it on your own data — or just talk to us.