Who Files the Rebate, and When Does the Money Come?
Each rebate on a job files separately, on its own portal and deadline, and pays on its own timeline, some as an instant discount at install, some as a check weeks later. Missing one deadline forfeits that whole layer.
There's no single filing
A stacked job can pull from three programs, and none of them share a form. The PSE rebate, the state HEAR rebate, and a local utility rebate each have their own portal, their own paperwork, and their own deadline. You file each one on its own.
This is the part shops get wrong. It's not that the rebate was denied, it's that one of the three filings never got submitted, so that layer of money was simply left on the table.
Who actually files
Depending on the program, the filing falls to different people:
- •Contractor-filed: many utility rebates are submitted by the enrolled installer, sometimes as an instant discount taken right off the invoice.
- •Homeowner-filed: some programs put the paperwork on the customer, which is where documentation goes missing.
- •Program-managed: income-qualified programs like HEAR run through an administrator that verifies income before anything pays.
When the money shows up
Timing is all over the map. An instant utility discount lands at the time of install. A mailed rebate check can take weeks after the paperwork clears. Income-qualified programs take longest, because income verification has to happen first.
Set the customer's expectation up front: some of the savings are immediate, and some arrive later. Confuse the two on a bid and you'll field calls asking where the check is.
The deadlines that trip shops up
Most programs require the rebate to be filed within a set window after the install date, and some require pre-approval before the work even starts. Miss the pre-approval and the job may never qualify, no matter how good the paperwork is afterward.
Keeping three deadlines straight per job, across every job you run, is exactly where a filing service earns its keep.
Not sure what a job qualifies for?
Send Tipoff any quote you're working on. We'll tell you every federal, state, and utility rebate it qualifies for, free and same day. We'll file them for you too.
FAQ
Can one company file all three rebates for me?
Yes. Even though the programs don't share a portal, a filing service submits each one on its own system and tracks the separate deadlines, so nothing gets dropped.
Do I have to file before the install or after?
It depends on the program. Some accept filings after the install; others require pre-approval before the work starts. Check each program's rule before you begin, because a missed pre-approval can disqualify the whole job.
Keep reading
This guide is general educational information, not legal or financial advice. Rebate amounts, eligibility, and deadlines depend on program funding and utility rules, and change over time. Always confirm the current terms with the program before quoting a customer. Last updated July 7, 2026.