01

Review requirements

We review the manufacturer’s current program requirements, eligible advertising and submission deadlines.

02

Prepare documentation

Invoices, campaign details, creative and proof of performance are organized for each claim.

03

Submit and track

Claims are submitted through the appropriate manufacturer process and monitored for updates or additional requests.

Managed from Campaign to Claim

Keep co-op requirements from becoming your dealership’s burden.

Manufacturer reimbursement programs can require specific creative, documentation, timing and submission procedures. Missing information or an overlooked deadline can delay a claim or make advertising ineligible for reimbursement.

Conquest Marketing manages the process from campaign review through submission. We help ensure advertising follows current program requirements, assemble the required documentation and keep your dealership informed about each claim.

What we manage

  • Manufacturer program review
  • Advertising eligibility checks
  • Brand and creative requirement review
  • Invoice and campaign documentation
  • Screenshots and proof of performance
  • Claim preparation and submission
  • Deadline tracking
  • Claim status follow-up
  • Additional documentation requests
  • Reimbursement reporting

From Advertising to Reimbursement

One team manages every step.

Review

Confirm campaign eligibility, program requirements and submission deadlines.

Prepare

Collect the invoices, approved creative, campaign details and required proof of performance.

Submit

Prepare and submit the claim through the manufacturer’s designated process.

Track

Monitor the claim status and respond to requests for additional documentation.

Claim Visibility

Know what has been submitted and what still needs attention.

Submitted

See which campaigns and expenses have been prepared and submitted for reimbursement.

Pending

Track claims awaiting manufacturer review, approval or payment.

Action needed

Identify missing documents, requested revisions or approaching deadlines before they become a problem.

FAQ

Dealership co-op management FAQs

What types of advertising may qualify for co-op reimbursement?
It depends on the manufacturer’s program, but digital advertising such as search, display and social campaigns, website content and landing pages, email campaigns, and traditional media such as radio, television and print are commonly eligible when they follow the program’s brand and content rules. We check each campaign against the current guidelines before it runs so eligibility is known in advance.
Which manufacturers and co-op programs can you work with?
Programs vary by manufacturer and change from year to year, so we work from each program’s current published guidelines rather than a fixed list. Our dealership clients today are primarily Audi, Mercedes-Benz, Honda, Volkswagen and Porsche stores, and the same process applies to other franchises. Tell us your brand and we will review its current program with you.
What documentation is typically required for a claim?
Most programs ask for an itemized invoice for the advertising expense, a copy of the creative as it ran, proof of performance such as screenshots, tear sheets, affidavits or campaign reports showing dates and placements, and a claim form submitted through the manufacturer’s portal. Requirements differ by program and by media type, and we assemble what each claim specifically calls for.
Do you review advertising before it is launched?
Yes. Reviewing creative and campaign details before launch is the most reliable way to protect reimbursement, because a claim cannot be fixed after an ineligible ad has already run. We check logos, disclosures, vehicle imagery, offer wording and required elements against the program guidelines, and flag anything that would put the claim at risk.
Can you submit claims for advertising managed by another vendor?
Yes, provided the vendor supplies the invoice, the creative as it ran and proof of performance for that advertising. We assemble the claim from those materials the same way we would for campaigns we manage. Eligibility still depends on that advertising having met the program rules, which we cannot control after the fact.
How do you track submission deadlines?
Every program deadline, including monthly, quarterly and annual claim windows and any pre-approval cutoff, is recorded when we review the program, and each campaign is scheduled against it. Claims are prepared ahead of the window rather than at the last minute, and your dealership is told when a deadline is approaching for anything still waiting on materials.
What happens if a manufacturer requests additional documentation?
We handle it. When a program asks for a clearer screenshot, a revised invoice, an affidavit or another supporting item, we collect it, resubmit and keep the claim moving. If the request needs something only the dealership holds, such as a signed form, you are told exactly what is needed and by when.
How will our dealership know the status of each claim?
Through a claim summary that lists every campaign and expense, what has been submitted, what is pending manufacturer review or payment, and what needs action, along with the amounts approved and reimbursed. It is updated as claims move and reviewed with you on a regular cadence, so co-op never becomes a question of whether something was filed.
Is manufacturer reimbursement guaranteed?
No. Reimbursement is decided by the manufacturer under its own program rules, available funds and review, and no agency can guarantee an outcome. What we can do is make sure advertising follows the current requirements before it runs, that every claim is complete and on time, and that requests for more information are answered promptly, which is what determines most results.
What does our dealership need to provide?
Access to your manufacturer co-op portal or the contact who submits claims, the program guidelines if they are not published, invoices for any advertising we do not manage, and a person at the dealership who can sign forms when a program requires it. For campaigns we run, the creative, invoices and proof of performance are already on hand.
How do we get started?
Request a marketing assessment below. The first step is a review of your manufacturer’s current program, the advertising your dealership is running and any claims already in progress, so nothing in the current window is missed. From there, we set up the claim schedule and begin preparing submissions for the next deadline.

Still have questions? Let’s talk about your dealership →

Also From Conquest Marketing

Co-op reimbursement starts with properly managed campaigns and creative.

Dealership advertising
Digital AdvertisingSearch, Performance Max, display and social campaigns managed around your inventory, market and dealership goals.Explore Digital Advertising
 Campaign creative
Content & CreativeCampaign creative developed around your dealership and current manufacturer brand requirements.Explore Content & Creative