Every submission has to be checked and settled

Running a cashback campaign does not end with gathering a form. The team has to check the proof of purchase, accept or reject the submission, tell the participant what has been decided and then record that the reward has been handed over.

When data, attachments, correspondence and information about payouts are held in several tools, it becomes harder to check the current state of a submission and to prepare a reliable summary of the whole campaign.

In CONREGO every submission stays linked to the proof of purchase sent in and to its current status. Acceptance or rejection can automatically trigger the appropriate email, and statuses help the team keep track of which submissions are waiting for verification, settlement or closing.

How does running a cashback campaign work in CONREGO?

A sample process - from gathering a submission and proof of purchase through to verification, settlement of the reward and preparing a report.

The participant sends a submission with proof of purchase

In the form you prepare fields for the data required by the terms of the promotion, the consents and an attachment holding proof of purchase. The participant can send a photo or a scan of a receipt or an invoice, for instance.

The form can be published on an existing promotion website, or you can prepare a campaign page directly in CONREGO.

You verify the submission and pass on the decision

A member of staff checks the data and the proof of purchase sent in, then accepts or rejects the submission.

Making the decision can automatically trigger the appropriate email. The participant receives confirmation of acceptance or news of rejection, worded as the organizer prepared it.

You hand over the reward and record the settlement

The reward can be handed over outside the system - by bank transfer, a discount code or a voucher, for example. Once it has been handed over, you mark the submission with the appropriate status.

That lets the team see which submissions are waiting for verification, for the reward to be handed over, or for the handling to be closed.

You communicate with participants and prepare reports

Based on statuses and the data from the form, you can pick the right groups of participants and send them emails or text messages.

Reports in XLSX format can cover the data from submissions, the decisions taken and the information recorded in the system about the settlement of rewards. You can use them to summarize the campaign for a client or for the marketing department.

Submissions, files and communication in one system

Forms, proof of purchase, submission statuses, messages and reports are all handled in one panel. That way the team does not have to move data between different tools, and it is easier to check what stage the handling of each participant has reached.

CONREGO also provides features that support data protection, such as collecting consents and limiting access to the panel. The organizer, in turn, is responsible for the scope of the information gathered, the wording of the clauses and the basis on which the data is processed.

You will find more examples of similar uses on our blog:

Are you planning a cashback campaign or another promotion?

Set up a free trial account and see how to prepare a form in CONREGO, collect proof of purchase, verify submissions and manage communication and the information about the settlement of rewards.

You can also book a demo, where we will show the most important system features using the example of running a cashback campaign.

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Frequently asked questions

The form can contain a field for uploading a file. The participant attaches a photo or a scan of a receipt or an invoice directly while sending their submission.

The file stays assigned to the relevant submission and is available to authorized users in the CONREGO panel.

Yes. If you use a process that calls for verification, accepting or rejecting a submission can automatically trigger the appropriate email.

You prepare the wording of both messages beforehand, so the participant receives information matched to the decision taken.

Once a reward has been handed over outside CONREGO, you can mark the submission with the appropriate status. That lets you tell submissions waiting for verification, and those accepted and waiting for settlement, apart from the ones whose handling is already closed.

The data can be filtered in the panel and included in an XLSX report. This makes it easier to coordinate the team's work and reduces the risk of missing a submission or settling the same one twice.

No. The link to the form can be placed on an existing promotion website.

You can also prepare a campaign page in CONREGO and publish the terms and conditions, information about the rules of participation and the submission form on it.

In the form you can place the information clauses and consents required, and access to submissions and the files sent in can be limited to authorized users.

The organizer is responsible for establishing the basis for processing, the scope of the data collected, the wording of the clauses and granting the right permissions to the people running the campaign.

Yes. A similar process can be used in campaigns offering rewards for buying or registering a product, in contests and in other promotions that call for gathering and verifying submissions.

The form, the statuses, the communication and the reports are all matched to the rules of a particular campaign. CONREGO supports the running of it, but it does not assess documents automatically and does not hand rewards over to participants.

Yes. You can set a start and end date for accepting submissions. Once the date given has passed, the form will not allow another submission to be sent.

You can also set a maximum number of submissions. Once the limit is reached, participants will see the message the organizer prepared about submissions no longer being accepted.

No. CONREGO gathers proof of purchase, assigns it to the relevant submissions and makes orderly verification easier, but it does not analyse the contents of receipts or invoices automatically.

Checking that a document is correct, and judging whether the same proof of purchase has been used again, remain with the team running the campaign. After verification, a member of staff can accept or reject the submission and mark it with the appropriate status.

Yes. In CONREGO you can prepare separate submission processes for different products, groups of participants, refund amounts or rules of participation.

Each variant can have its own form, required documents and message content, while all the submissions stay in one database. Filters and statuses then let you analyse and settle individual variants of the campaign separately.