B2B rebate and incentive management platform
B2B rebate and incentive management platform
The platform is a B2B rebate and incentive management system designed for the trade ecosystem. It enables purchasing groups, distributors, manufacturers, co-ops, and franchises to manage complex multi-party programmes, including rebates, special pricing agreements, marketing funds, promotions, and sponsorships, within a single structured system.
It replaces fragmented spreadsheets and email workflows with a unified platform that tracks, reports, and automates the entire incentive lifecycle, improving visibility and operational efficiency for finance and operations teams.
Mallow joined as an embedded engineering partner, contributing to feature development, performance optimisation, search infrastructure, AI tooling, and backend standards to improve overall development speed.
2024 – Ongoing
Web application
B2B SaaS / Rebate and incentive management
faster page load times after performance optimisation
accuracy in AI-based file transformation
reduction in CI/CD test execution time
Key challenges and how we solved them
What was the client’s key challenge
The multi-tenant platform required careful OpenSearch integration, including indexing, data isolation, and query routing. Unexpectedly, PostgreSQL outperformed OpenSearch in some cases, revealing an infrastructure-level issue rather than a tuning problem.
Client onboarding involved varied file formats, making AI-based transformation unreliable initially. Inconsistent outputs couldn’t be accepted for financial data. Additionally, minimal ticket specifications and backend inconsistencies, such as duplicated logic and poor structure, slowed development and required proactive analysis and standardisation.
CI/CD pipeline execution time
5 min
Reduced from 30–45 minutes per run, unblocking deployments and restoring development velocity across the engineering team.
What was our approach
For OpenSearch, AWS logs and root cause analysis revealed a memory bottleneck due to an undersized cluster. Increasing capacity resolved the issue and enabled OpenSearch to outperform database queries consistently.
For AI file transformation, structured testing and targeted prompt refinement improved accuracy significantly. A codebase audit aligned backend development with DRY principles and introduced reusable logic. For underspecified tickets, the team analysed requirements, evaluated options, and proposed solutions, reducing back and forth and supporting better decision-making.
Key functionalities delivered in the project
01
Rebate and incentive programme management
The platform helps purchasing groups, distributors, manufacturers, co-ops, and franchises manage complex incentive programmes, including rebates, SPAs, marketing funds, promotions, and sponsorships, with structured tracking, reporting, and operational control.
02
AI file transformation
Available for specific clients. Converts bulk import files from their existing formats into the platform’s standard format automatically. Removes the manual reformatting step that previously bottlenecked client onboarding.
03
Ask AI (beta)
A conversational AI layer that allows users to query programme data directly and receive answers without navigating through report structures or filtering dashboards manually.
04
Invoice AI
AI-powered workflows for invoice analysis, auditing, and reporting. Finance teams get accurate data faster, without manual data entry.
05
Analytics and reporting
Real-time dashboards and programme performance insights. Surfaces top opportunities and programme rankings to help teams act on the right data at the right time.
06
Bulk import via OneSchema
Structured data ingestion workflow for large datasets. Reduces onboarding time and minimises the error rate associated with manual imports.
07
OpenSearch-powered search
Fast, scalable search across programme data. Built to handle the query volumes that come with a growing multi-tenant platform without degrading as usage increases.
08
ERP and CRM integrations
Native integrations with Epicor Eclipse, Epicor Prophet 21, Oracle NetSuite, SAP, Microsoft Dynamics 365, Salesforce, HubSpot, and QuickBooks. Any ERP is also supported via API or flat file.
Ready to bring your product to life?
Technologies and capabilities to build and scale
Technology stack
Services offered
Embedded team engagement
Worked as a seamless extension of the client’s in-house engineering team, contributing to development, performance, architecture, and quality standards
How we approached and executed the project
The engagement began with integration into an existing engineering team and live product environment. The goal was to contribute at the same level as in-house engineers, picking up backlog work and delivering without creating coordination overhead.
The team quickly got up to speed by independently analysing the codebase. Key issues were identified early, with clear recommendations shared with the client, establishing a proactive and self-driven working approach.
Decisions were made with the client, not in isolation. For underspecified tickets, the team proposed implementation options, explained trade-offs, and ensured informed choices before development began.
The team addressed underlying codebase issues instead of working around them. This improved development standards, accelerated delivery, and ensured long-term scalability without increasing management overhead.
Designed around distinct user roles and their pain points
Super admin
Core need
Full platform control, tenant management, and global configuration.
Biggest pain
Poor permissions risk unintended changes across multiple tenants.
High impact, platform-critical
Admin
Core need
Manage users, programmes, and organisation data independently.
Biggest pain
Restricted permissions cause delays and unnecessary escalation.
High frequency, operations-driven
Member user
Core need
View relevant incentives, track performance, understand earnings clearly.
Biggest pain
Complex data without context leads to confusion and disengagement.
High frequency, insight-driven
Vendor user
Core need
Manage programmes and track performance across partners.
Biggest pain
Fragmented data across partners reduces visibility and efficiency.
Multi-party, data-intensive
What impact did team Mallow deliver?
- Improved user experience by significantly reducing daily operational friction
- Resolved backend issues and introduced reusable common logic
- Reduced development effort and cost for all future features
- Automated bulk file transformation, eliminating manual onboarding steps
- Accelerated client onboarding and freed team capacity for higher-value work
- Restored development velocity with faster feedback and deployments
Explore more on what really goes into shaping our client's successful outcomes?
No two journeys here follow the same path. Each story captures a different starting point, set of constraints, and path to execution. As you explore our portfolio, you’ll see how priorities shifted, what trade-offs were made, and how decisions evolved in response to real-world challenges. It gives you a more complete view of what actually shapes outcomes, beyond just what gets built.
