Submitting a reimbursement request

What this covers

Marketing co-op is a program HQ can activate for your network where you contribute a share of marketing spend into a shared pool, and can request reimbursement back out of it for campaigns you've run. This article is about the submit step: opening the request form from a program tile, filling in the amount, reason, period, and invoice reference, and what happens after you click Submit request. For the wider picture of what marketing co-op is and how enrollment works, see Marketing co-op overview. For what the numbers at the top of the page mean, see Your co-op position: contributed, reimbursed, pending.

Where to find it

Open Marketing co-op at iq.verinode.ai/coop. If you're enrolled in one or more co-op programs, they appear as tiles under Your co-op programs. Click any program tile to open the submit reimbursement form for that program. There's no separate "submit" button elsewhere on the page, the program tile itself is the entry point.

If you aren't enrolled in anything, the programs row reads:

No co-op enrollments yet. When HQ activates a marketing co-op program for your network, it shows up here with a Submit reimbursement button.

Enrollment isn't something you set up yourself. It happens automatically when HQ activates a co-op program that covers your operator record.

The submit reimbursement form

Clicking a program tile opens a form over the page. At the top it shows which program you're submitting against, formatted as your network's name followed by the program's name (for example, "Your network · Q3 Google Ads Co-op"), then the heading Submit reimbursement request, and this note:

Reimbursements land in HQ's approval queue. You'll see the status flip from accrued → approved → paid as HQ processes it.

That line is the whole lifecycle in one sentence: your request starts at accrued, moves to approved once an HQ admin signs off, and finishes at paid once HQ marks it paid. You'll see all three stages reflected in the Your activity row on the co-op page as your request moves through them.

1. 1Amount (USD). Enter the dollar amount you're requesting back, as a plain number (the field accepts decimals, e.g. 1250.00). The form won't accept zero, a negative number, or a blank field, if you try, it stops you with "Enter a positive dollar amount." Whatever you type in dollars is converted to cents before it's sent (so $1,250.00 is submitted as 125000 cents): this is internal bookkeeping, you never see or enter cents yourself.
2. 2What's this for? A free-text field describing the spend this reimbursement covers, for example "Q3 Google Ads campaign targeting Phoenix metro." It's required. Leave it blank and the form stops you with "Describe what this reimbursement is for." This is the only field an HQ reviewer sees to understand what they're approving, so be specific about the channel and the campaign, not just "marketing."
3. 3Period start (optional) and Period end (optional). Two date pickers, side by side, for the date range the spend covers. Both are optional, you can submit a request with no period at all, only a start date, or a full range. There's no validation tying the two together, so it's on you to make sure the end date is on or after the start date if you fill both in.
4. 4Invoice / receipt reference (optional). A free-text field for whatever reference ties this reimbursement back to a paper trail, an invoice number, an ad platform receipt ID, and so on (for example "GADS-2026-Q3-INV-4421"). Optional, but it's the field HQ can use to match your request against an actual invoice if they ask for backup.

At the bottom, two buttons: Cancel closes the form without submitting anything. Submit request sends the form; while it's in flight the button reads "Submitting…" and every field is disabled so you can't double-submit.

What happens when you click Submit request

Behind the scenes, submitting runs a server-side check before it writes anything:

• It confirms the program enrollment you're submitting against actually belongs to you. If it doesn't, you get "Not authorized." (this is a safeguard, not something you'll normally hit).
• It confirms your enrollment is currently active, either mandatory or opted in. If your enrollment has moved to some other state (for example, if HQ has paused or ended it), the request is blocked with "Cannot submit while enrollment is [status]."
• It confirms the program is actually a marketing co-op program, as a second layer of defense in case the request got pointed at the wrong kind of program.
• Only after all three checks pass does it write your request as a new entry with status accrued into the shared program ledger, the same ledger that records contributions going in.

If any of those checks fail, or if the write itself fails for some other reason, the error message appears in red text at the bottom of the form and nothing is submitted. If it succeeds, the form closes and the page refreshes immediately, you'll see your new request appear in Your activity with status accrued, and the Pending HQ figure in the summary at the top of the page and the pending total on the program tile both update to include it.

How it lands in HQ's approval queue

Once your request is written, it sits at status accrued in the program's shared ledger alongside every other operator's pending requests for that program. That's HQ's approval queue: any reimbursement entry still at accrued is waiting on an HQ admin's decision. Nothing pays out automatically.

From there, an HQ admin opens your entry and has two choices: Approve it, which moves the status to approved and records the date, or Decline it, with an optional reason, which closes it out without payment. Once a request is approved, an admin later marks it paid, at which point it moves to status paid and the amount lands in your Reimbursed total. You don't take any action during this stage, you're just watching the status move as it does. If a status other than these shows up on an entry (for example, if HQ reverses something), that's reflected in the color and label on the entry too.

Contributions work differently, they post automatically on a schedule as revenue comes in and never go through this approval step, so the accrued → approved → paid path is specific to reimbursement requests you submit yourself.

Data sources