How to Request a Cash Back Estimate for Your Prospects

VendorPay Vendor Spend Analysis

Overview

As an Ottimate VendorPay reselling partner, one of your most powerful selling tools is the Vendor Spend Analysis — a complimentary report that projects the cash back your prospect stands to earn by processing vendor payments through the VendorPay platform. This document explains what the analysis is, what you need to collect from your prospect, how to submit the request to Ottimate, and what you can expect to receive in return.

What Is the Vendor Spend Analysis?

The Vendor Spend Analysis is a report that estimates the annual cash back rebate a business would receive by paying their vendors through Ottimate’s VendorPay platform. It is tailored to each individual prospect using their actual vendor list and payment history, so the figures are specific and meaningful — not generic estimates. The analysis is run by Ottimate’s internal Pay Operations team and is provided at no cost as part of the sales process.

Why It Matters for Your Sales Conversations

Prospects often underestimate the revenue-generating potential of their vendor payment workflow. A personalized cash back projection puts a real dollar figure on the table — and frequently becomes a decisive factor in moving a deal forward. The Vendor Spend Analysis is one of the strongest proof points you have when positioning VendorPay.

What to Collect from Your Prospect

Before submitting a request, you will need to gather the following information from your prospect: 

Vendor spend data (required): A list of their vendors and the amount paid to each vendor over the past 12 months. If 12 months of data is not available, shorter periods (e.g., 6 months) are accepted. This can be provided as a CSV file or a Google Sheet with two columns: vendor name and spend amount. 

Current payment method (optional): If the prospect pays certain vendors by check or another method they do not intend to change, this can be noted. Those vendors will be excluded from the rebate estimate to ensure the projection is accurate.

Important — Rebate Rate: All analyses are quoted at the standard rate of 25 BPS (basis points). Written approval from Ottimate is required before presenting any rate above 25 BPS to a prospect. Contact your Partner Manager if you believe a higher rate is warranted for a specific opportunity.

How to Submit a Request

Once you have the vendor spend data, send the request to your Ottimate Partner Manager. Include the following in your message: 

• The prospect’s company name 
• The vendor spend file (CSV or Google Sheets link) 
• Current payment method notes, if applicable

Your Partner Manager will submit the request to the Ottimate Pay Operations team on your behalf. You do not need to submit directly — your Partner Manager is your point of contact throughout this process.

What You’ll Receive

Once the analysis is complete, your Partner Manager will share the results with you. The output includes: 

• A projected annual cash back rebate based on the prospect’s vendor spend 
• A breakdown by eligible vendors 
• The rebate calculation at 25 BPS (the standard rate) These figures can be incorporated directly into your proposal or presentation to the prospect.

Tips for a Smooth Request

• The more complete the vendor data, the more accurate the estimate. Even a partial list is useful, but full 12-month spend data yields the most compelling projection. 
• Standard turnaround time varies. For time-sensitive deals, flag the urgency to your Partner Manager when submitting. 
• The analysis works best for businesses with a significant number of vendors and a mix of payment methods. If you’re unsure whether a prospect is a strong candidate, ask your Partner Manager before collecting data.