Utility Rebate Management Software
Utility rebate management software runs energy efficiency rebate programs: a customer buys a qualifying appliance, furnace, or heat pump, applies for the rebate, and gets paid. The software takes the application, routes it for review, and pays the rebate — replacing paper forms sent by mail or email and weeks of manual processing.
What does it replace?
The paper process: a customer prints a form, fills it in, mails or emails it with a receipt, and someone on the utility's staff keys it in, checks it, and cuts a check. That takes weeks, and every step is a chance for a form to get lost or mis-keyed.
An online claims portal replaces it: the customer applies online, uploads the receipt, staff review it in one place, and payment goes out. The City of Ames runs its Smart Energy rebates this way, through Incentit's claims portal.
How does an online claims portal work?
- The customer finds the rebate on the utility's portal and applies online.
- They upload proof of purchase — a receipt or invoice — and answer a few questions.
- Utility staff review the claim against the program rules and approve or ask for more information.
- The approved rebate is paid out.
Staff see every claim in one queue instead of a pile of paper, and customers can check their own status instead of calling.
How do you verify the work was actually done?
For energy efficiency rebates, the photo is the proof. The contractor captures photos of the old and new equipment in the DSMally mobile app, and the app stamps each photo with GPS coordinates and the time it was taken. Incentit then checks two things automatically: how far the photo was taken from the claimed address, and whether the equipment in the photo matches what was claimed, using AI trained on HVAC equipment. Anything that doesn't match gets flagged for your QA team to review — the AI never approves or denies a claim on its own. Read more in Using AI to Process Photo Evidence for Home Energy Rebates.
What about 1099s and W-9s?
Rebates can trigger tax reporting. Incentit handles W-9 collection and TIN matching through Avalara/Track1099, and 1099 reporting is part of the platform — so the utility doesn't bolt on a separate tax process at year end.
Can it handle electric, gas, and water programs?
Yes. Incentit serves energy companies running rebate programs across electric, gas, and water, with the same claims portal and review process for each. Programs are configured per utility, not hard-coded. See energy services programs.
How long does it take to set up?
A typical Incentit implementation takes 4–8 weeks. Pricing is custom quote — contact sales for a quote.
Who is it for?
Utilities and energy companies running energy efficiency rebate programs — from municipal utilities to larger providers — and the agencies that run rebate programs on their behalf.
Book a demo or contact sales at sales@incentit.com or (515) 650-0086.