For LED Retrofit Operators
Scale Your Retrofit Operation
Without Losing Control
Selling jobs is easy. Finding subs is manageable. But when documentation breaks down, rebates get denied, margins vanish, and growth stalls.
95%+
Rebate Approval Rate
$0
Rework Cost
3x
Jobs Per Coordinator
The Real Constraint
Scaling Breaks at Documentation, Not Installation
When subs do things their way, proof packets are incomplete, rebates get denied, and you eat the rework.
Two Paths When You Expand to a New Territory
flowchart TD
A["New Territory"] --> B["Hire Subs"]
B --> C{{"Process\nEnforced?"}}
C -->|"No"| D["Freestyle Install"]
D --> E["Incomplete Docs"]
E --> F["Rebate Denied"]
F --> G["Margin Loss + Rework"]
C -->|"Yes"| H["Controlled Install"]
H --> I["Complete Proof Packet"]
I --> J["Rebate Approved"]
J --> K["Profitable Scale"]
style D fill:#3b1111,stroke:#ef4444,color:#fca5a5
style E fill:#3b1111,stroke:#ef4444,color:#fca5a5
style F fill:#3b1111,stroke:#ef4444,color:#fca5a5
style G fill:#3b1111,stroke:#ef4444,color:#fca5a5
style H fill:#0a2e1a,stroke:#22c55e,color:#86efac
style I fill:#0a2e1a,stroke:#22c55e,color:#86efac
style J fill:#0a2e1a,stroke:#22c55e,color:#86efac
style K fill:#0a2e1a,stroke:#22c55e,color:#86efac
style A fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style B fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style C fill:#1f1a2e,stroke:#a855f7,color:#d8b4fe
Every denied rebate = rework labor + margin loss + damaged customer trust — and it compounds with every new territory.
Your Hidden Advantage
You Control the Product. That's Rare.
You procure your own supplies. That means you can guarantee what gets installed matches what was scoped — if your system enforces it. Most competitors can't say this.
Control the Supply
You choose what ships. No distributor substitutions.
Control the Install
BOM-locked scopes. Installed SKU always matches approved SKU.
Control the Proof
Barcode verification ties physical install to rebate claim.
The Operating Framework
Three Non-Negotiable Control Levers
Miss any one and subcontractors will freelance your jobs.
01
📋 Standardized Scope
Zero ambiguity. Every installer knows exactly what goes where.
- Named zones with per-zone SKU assignments
- Allowed substitutions pre-defined
- "Stop & call" if reality doesn't match scope
02
📸 Forced Proof
Rebate-grade documentation captured during the install, not after.
- Before / during / after photos per zone
- Barcode scans + serial number capture
- Customer sign-off with geotag + timestamp
03
💳 Payment = Compliance
The only reliable enforcement mechanism at scale.
- Partial on start, partial on completion
- Final holdback gated on proof packet audit
- Bonuses for clean packets, chargebacks for gaps
How It Works
From Sale to Payment — Every Step Gated
No job moves forward without meeting its requirements. No exceptions.
01
Signed
Docs + W-9/COI
02
Pre-Approval
Utility approved
03
Approved
Materials verified
04
Scheduled
Install complete
05
Install Done
Proof + audit pass
06
Claim Filed
RFI handled
07
Paid
Reconciled
Intelligence
Rebate eligibility, scoping, compliant proposals
Execution
Sub dispatch, BOM control, stage gates
Verification
Proof capture, claims assembly, reconciliation
End-to-End Job Flow
flowchart LR
A["Job Inquiry"] --> B["Check\nEligibility"]
B --> C["Scope &\nProposal"]
C --> D["Assign Sub\n& Materials"]
D --> E["Install +\nProof Capture"]
E --> F["Audit\nPacket"]
F --> G["File\nClaim"]
G --> H["Get\nPaid"]
F -.->|"Fail → Rework"| E
H -.->|"Denied → Update Rules"| B
style A fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style B fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style C fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style D fill:#052e16,stroke:#4ade80,color:#bbf7d0
style E fill:#052e16,stroke:#4ade80,color:#bbf7d0
style F fill:#083344,stroke:#22d3ee,color:#a5f3fc
style G fill:#083344,stroke:#22d3ee,color:#a5f3fc
style H fill:#083344,stroke:#22d3ee,color:#a5f3fc
The AI Boundary
What Gets Automated, What Stays Human
AI Handles
- Screen eligibility per utility rules
- Populate forms, assemble proof packets
- Enforce stage gates — no steps skipped
- Match barcodes to BOM, flag mismatches
- Score subs, surface alerts and rankings
- Draft RFI responses, track payment variance
Stays Human
- Interpret ambiguous rebate rules
- Approve pricing on large or unusual jobs
- Manage sub relationships and enforcement
- Accept or reject borderline proof packets
- Make strategic calls — new territories, programs
AI handles the repetitive. You keep the judgment.
Implementation Roadmap
Three Phases to Full Automation
Start with what's non-negotiable. Automate when volume demands it.
Phase 1 — Launch
First Territory
- Rebate matrix for one target utility
- Sub vetting checklist + contract template
- Proof-of-work workflow (forms + photos)
- Zone-based scoping template
- Job tracker with enforced gates
Phase 2 — Scale
Multi-Territory
- Multi-utility rebate matrix
- AI eligibility screening
- Barcode matching + BOM enforcement
- Automated packet assembly
- Financial reconciliation
Phase 3 — Optimize
Full Automation
- Photo AI analysis
- Predictive denial scoring
- Self-updating rebate rules
- End-to-end automation pipeline
Phased Rollout
flowchart LR
L["🚀 Launch\nOne utility, 5 core systems\nManual where needed"]
L ==>|"Volume\ngrows"| S["📈 Scale\nMulti-utility, AI screening\nAuto packets + reconciliation"]
S ==>|"Data\nmatures"| O["⚡ Optimize\nPhoto AI, predictive scoring\nFull automation pipeline"]
style L fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style S fill:#052e16,stroke:#4ade80,color:#bbf7d0
style O fill:#083344,stroke:#22d3ee,color:#a5f3fc
Let's Scope Phase 1 for Your First Territory
One utility, one market, five non-negotiable systems. Operational in weeks, not months.
1
Pick the target utility & territory
2
Build the rebate matrix & sub contract
3
Deploy proof workflow & job tracker
Epiphany Made
AI Automation for LED Rebate Operations