Frequently Asked Questions – Utility Billing

These are some of the most frequent questions of our customers. Please click on any of the following to find out more. If your question is still not answered you can E-mail us and we’ll be glad to answer it.

  1. How do I get more information about your billing services?
  2. How many templates do I have to choose from?
  3. How long does it take to establish a new account?
  4. Do I have to include a reply envelope? What is the difference between business reply and courtesy reply?
  5. What is an OCR line? A barcode?
  6. How would I forward the customer file to you?
  7. How long does it take for each cycle of statements to be mailed?

How do I get more information about your billing services?

You can call us at 800-399-5536 and one of our representatives will be happy to answer your questions. You can fill out the information request form and send it to us. We will do our best to provide you with the right literature, samples and over the phone consultation.

Back to Top

How many templates do I have to choose from?

We are currently using 3 pre-designed templates in the following sizes: 8 A?ai??? x 11ai???, 6 A?ai??? x 8 A?ai??? or 6 A?ai??? x 11ai???, one or two sided. With the right modifications (logo and other company information) any of these forms can become your statement. You can click on any of the above links to see the forms.

If you do not like any of the existing templates, you can choose to have a new form designed especially for you atAi?? your own specifications. We can electronically download your logo and other company information and include it in all of your statements and envelopes.

Back to Top

How long does it take to establish a new account?

Normally it takes 2-4 months to design your statements and envelopes, convert your customer data file to the right format and establish a postage account. This time frame varies according to the design you choose and your approval time and also on how the data is presented to us.

Back to Top

Do I have to include a reply envelope? What is the difference between business reply and courtesy reply?

No, you do not have to include an envelope but it is to your benefit to do so. A self addressed, barcoded reply envelope speeds up your payment returns and reduces the time lost for misdirected or lost mail.

Most business include a Courtesy Reply envelope, which means that the customer would supply the postage (stamp). The difference with aAi??Business Reply envelope is that is postage paid or no postage necessary, which means that you have to supply the postage through a business reply postage account. Whether you choose one or the other depends on your particular situation and budget.

Back to Top

What is an OCR line and a barcode?

An OCR (Optical Character Recognition) line is a special constructed line of numbers that helps automate your receiving process. The OCR line includes important information about the customer like: account or customer number, amount due and due date. This line can be automatically read by the machines of your lock box operation resulting in shorter time and fewer errors entering the information in your system.

If you are receiving the payments in house rather than using a lock box operation we can replace the OCR line with an informational barcode. The barcode, just like the OCR line would include the appropriate account information and would be read by a scanner.

Back to Top

How would I forward the customer file to you?

You can send your data file to us as an e-mail attachment; or we can pick it up through direct modem hook up.

Once the file has been received, we will send you an E-mail or telephone message to confirm that we received the data and the number of records received.

Back to Top

How long does it take for the statements to be mailed

We normally print and mail your statements within hours of receiving your data file. The time frame for completing the job depends on the size of the file and the time of the day the file was transferred.

Back to Top