Billing Services

Choosing the right billing service can save you time and money

By Cherie L. Berkley, Owner, Legacy Letters, LLC

More clients mean more business, but they also mean more invoices to track. If your business is growing by leaps and bounds (or even just holding steady), it may be time to consider an outside billing service. Billing services can organize invoices, purchase orders and sales reports. Having a solid billing service can also be a great time saver. Three things to consider when settling on a billing service or software are:

Your budget and how much you want to spend. Be sure to leave room for tech support expenses.
The number of customers you have
The number of sales orders you process

After you've determined your basic needs, shop around for a billing service with these considerations in mind.

Customer records are a must

In addition to generating and automating bills, your billing service should track information on your customers. The service should have basic information, such as names, addresses, phone/fax numbers and email.
Try: CSG Systems offers customized, comprehensive billing solutions. CTP Solutions has an array of electronic billing options, including electronic archiving of information.

Search capability

What good is a billing service if you can't quickly locate your invoices and other information? Choosing software or a provider with a search option will make your life much simpler - and less time-consuming.
Try: Billtrust has a bill archival and retrieval system to easily locate information. Billing Tracker software contains a search feature and much more if you only require a downloadable, self-serve program.

Accurate reporting

Check that the reporting component for your billing service can calculate information on sales based on date, salesperson and customer type. Remember, however, the information must be there to do those calculations. Make sure it is being recorded by your billing service or software of choice.
Try: Contact NetSuite for a free trial of its billing software. This program keeps detailed job records and related information.

Online access

Online access to statements and associated documents gives customers instant access to accounts with your service provider 24 hours a day. This leads to fewer customer-related calls, questions and headaches for business owners. Online billing also can cut paper costs.
Try: Try API Outsourcing or Convergys, which offer online access and custom billing. PayPal is another option.