Guide · HVAC dealers
How HVAC co-op moves from program to packet
Some manufacturers and distributors offer co-op support for eligible dealer advertising. Enrollment, available balances, covered media, proof, and deadlines vary by program. The only safe way to know what applies to your dealership is to check the current program terms and your own distributor statement or account record.
Where the money comes from
A co-op program may make a balance available when an enrolled dealer meets that program’s purchase, product, tier, region, or other requirements. A balance is not automatic, and recognizing a brand does not prove that your dealership is enrolled or eligible.
If the program supports an advertising placement, it may reimburse part of an eligible cost after the dealer supplies the required proof and files through the program’s stated channel. The manufacturer or distributor decides eligibility and reimbursement under its current rules.
Where an otherwise valid claim breaks
- The deadline is program-specific. The ad date, invoice date, claim window, and program-year close can all matter. Use the current terms rather than a general rule of thumb.
- The proof is specific. A program may require pre-approval, an itemized invoice, proof that the ad ran, or a particular brand treatment. Missing proof can delay or block a claim.
- The rules change. Distributor, region, dealer tier, product line, and program year can change which terms apply. A document for another dealer or year is not enough.
- The work has no clear owner. When receipts, screenshots, approvals, and deadlines live in different places, it is easy to discover a missing item too late.
Start by asking whether the brand has a program. Then verify whether your dealership is enrolled and whether your current statement shows a balance. A purchase total alone cannot answer those questions, so CoopReclaim does not turn it into a dealer-specific estimate.
What a claim actually needs
Programs differ. Where the current terms call for them, a claim packet may need:
- Pre-approval confirmation, if the program required approval before the placement ran.
- An itemized invoice from the publisher or platform, showing dates and amounts.
- Proof-of-performance, such as the program’s requested tear sheet, screenshot, affidavit, or photo.
- Run dates matching the invoice and the claim window.
- The claim form, filed by the dealer through the channel named in the current terms.
A workflow you can inspect
- Verify the account. Ask the distributor or program administrator for the current statement and the exact program terms that apply to your dealership.
- Keep source records. Save the invoice, final ad, run dates, and any approval while the campaign is still easy to reconstruct.
- Record the stated deadline. Use the date and trigger in the applicable terms, and recheck when a program year changes.
- Review before filing. Match every line to its proof, then have the dealer file the completed packet through the program’s channel.
Start with a free brand check
CoopReclaim checks the brands you enter against its program directory. Recognition is not enrollment, eligibility, or a balance. After you create an account and provide a current statement, we can verify the real balance, organize the applicable rules and proof, and prepare the packet for you to review and file. Check your brands or see the fictional demo dashboard.
Early access is free. No card and no charge today. Planned pricing is $99/month when billing begins, with notice first.