Invoice Services

To conduct business, you need tools and you need utilities and technology: telephones, mobile phones, pagers, electricity, expensive high-speed internet connections, laptops with wireless capabilities, and so much more... Managing and monitoring your invoices are critical in telecom and technology expense management.

Save time by offloading recurring tasks.

Streamline processes with intuitive tools.

Add visibility through cost allocation and reporting.

Avoid late fees and service shut-offs with consistent payment.

Features And Benefits
of Invoice Management

Threshold Alerts
This trend analysis alert occurs when invoices exceed X% (organized at setup) to draw attention to variants for invoice and service review.

Cost Allocation
Dividing expenses among locations to allocate costs per facility for budgeting, usage, and reporting by expense type, facility, vendor, and customized data.

Invoice Approval & Payment Tool
Access Clearview’s intuitive platform to receive secure email updates and quickly review and approve invoices. Additionally, you have the option to offload many hours of time consuming recurring tasks and free up your team.

Telecom and Technology Invoice
Auditing: When do you need it?

In our experience with telecom invoice audits, we’ve found that over 35% of telecom invoices have some type of error. And if you’re not watching for them, you don’t see them.

Clearview, our telecom expense management software, is designed to automate telecom invoice data input, and help review invoices for accuracy.

WHAT'S IDENTIFIED DURING An AUDIT?

1. Usage rate compliance

2. Long-distance charges on local invoices

3. Installation, termination & repair charges

4. 3rd party billing

5. Slamming & cramming

6. Low and/or no usage lines

Set custom validation rules, so you can track telecom invoice data the way you want. Once the errors or over-billings are identified, the process of working with your telecom vendor to recover that money can begin.

Enhanced visibility allows you to evaluate if you’re getting the best deal for your various services and devices, or if you have more infrastructure than you need. That can save money too!

View our deployment options 
and request a demo to get started today!

 Utility Bill Management

Invoice hosting, tracking, and payment to immediately cut 30% in administrative costs. Valicom’s invoice services can help you manage and control virtually all your facility-related expenses. We receive, allocate, pay, and report on over 90 different services types, including: natural gas, water, electric, propane, waste… and many others.

SAVE TIME BY OFFLOADING RECURRING TASKS.

STREAMLINE PROCESSES WITH INTUITIVE TOOLS.

AVOID SERVICE SHUT-OFFS WITH CONSISTENT PAYMENT.

ADD VISIBILITY WITH COST ALLOCATION AND REPORTING.

Benefits of Utility Bill Management

Invoice Loading: We receive and load invoices with 24-hour Service Level Agreements (SLAs) to build a central repository for your invoices.

Threshold Alerts: This trend analysis alert occurs when invoices exceed X% (organized at setup) to draw attention to variance for invoice/service review for a proactive approach to spend management.

Cost Allocation: Divide your expenses by location to allocate costs per facility for budgeting, usage, and reporting by expense type, facility, vendor, and customized data.

Invoice Approval Feature: Create a streamlined and efficient way for your team to approve and pay invoices. Clearview's invoice engine offers:

• Simplified invoice approval and bill pay

• Multi-tiered approval at pre-defined spend threshold(s)

• Automated email reminders sent monthly to approvers

• Decentralized management hierarchy for vendor invoice approval

Custom Reports: With digestible reports, you can gain clear insight into your spend for budget forecasting and spend control.

Bill Payment: Offload the time-consuming task of monthly utility payment and avoid late fees.

Telecom Bill Payment Service

The perfect complement to telecom bill auditing and cost allocation is a telecom bill pay service. Valicom’s Bill Pay Service is the nation’s leading provider of complex payables management.

Stop wasting.

Start saving.

Paying telecom and wireless bills wastes time, energy and money. Cutting and mailing checks incurs a monthly cost and wastes valuable time to process each check and ensure it gets paid properly and on time. Even if you do electronic transfer, there are many ways it can go wrong without anyone noticing.

HOW THE BILL PAY SERVICE WORKS

Once the invoice data is loaded into the Clearview TEM software...

1. The audit is performed

2. The expenses are approved

3. The bills are paid

4. A data feed is sent to the accounting system

Each invoice is paid with an individual payment. This eliminates a common issue where lump payments are all applied to one invoice, leaving others unpaid to incur late fees and penalties.

This telecom bill pay service can be used whether our audit teams are doing the auditing and cost allocation or your in-house staff does it using Clearview.

Telecom and Technology
Cost Allocation Service

What is Cost Allocation?

One of the key ways to keep track of your telecom expenses is to setup proper cost allocation for each expenditure. With our web-based telecom management software Clearview, telecom costs can be allocated to specific GL codes enabling reporting of costs by department, location, employee and more. This helps highlight where specific charges are originating.

Clearview assists in this task by allowing very granular telecom cost allocation. It can store accounting codes and then associate them with individual types of charges incurred by individual inventory items.

For example, the voice portion of a cell phone’s charges could be set to allocate to one code, and the data portion to another. Or, the voice portion could be split by percentage over 5 codes.

TELECOM EXPENSE TYPES

• Wireline costs – a phone sitting on a desk

• Wireless costs – a cell phone plan or the device itself

• Internet service – wireless data plans or home internet connections

• Other items like pagers, aircards and tablets

Then, once the data is entered, it can be set to interface with your internal AP system so that the charges flow to the codes that are already setup.

BENEFITS FOR Finance, IT AND TELECOM

Managers want to know who pays for telecom services, and how much they pay, so they can make intelligent decisions using that data. IT and finance both want deeper visibility into what is driving costs, and insight as to how the environment can be restructured to minimize the impact to the bottom line.

Easy Invoice Approval with Clearview

We’ve listened to our client’s feedback and have made approving invoices easier than ever before! Valicom has developed an easy 3-step process to streamline your internal invoice approval:

Step 1: Assign Approvers

The first step in streamlining the invoice review process is to assign approvers. The average business requires two to five people to review and approve one invoice. Approvers can be assigned by spend thresholds, device or service type, general ledger or department codes, location/buildings.

Step 2: Receive Email Notification

After we processes your invoice, an email is dispatched to your assigned approvers with a link to the Clearview Invoice Approval feature, prompting the user with a list of invoices pending their approval. Invoices can be sorted by charge amount, variance, or account info.

Step 3: Click Approve!

To promote corporate workflow efficiencies, invoices can be approved individually or all at once! Following approval the invoice is added to the bill pay queue for your team to make a formal payment, or for us to continue to make payments on your behalf.

Check out this video for more information about the Invoice Approval Tool in Clearview!

ONE. Email NOTIFICATIONS

Once an invoice has been processed and audited by Valicom, it is ready to be emailed to an assigned approver(s). Approvers can be assigned by cost, GL codes, department codes, or even by locations. These rules are assigned at implementation.

When an invoice is ready to be approved, a secure email with link to the Clearview invoice queue is sent to the assigned approver. The user is prompted with a list of invoices pending their approval and provided with each invoice in the queue are sortable fields of charges, variance, account info, and any pertinent notes regarding the invoice.

TWO. Added to Queue for Payment

Once an invoice has been approved, it is added to the bill pay queue. Or if something looks incorrect, an invoice can be rejected and kicked back to Valicom for disputes or credit request.

CHANGE THROUGH A GLOBAL PANDEMIC

AP departments that have relied on in-person processes have found that some methods are quickly outdated during the 2020 pandemic. Organizations are looking for new ways to handle remote operations and obtain better control over their processes. Ultimately, clients of all shapes and sizes are concerned with getting precise knowledge about upcoming payment obligations and want greater visibility and control over their payment timelines.

How will you spend your extra time and money each month?

Contact our team to learn more and get started!

Five Ways to Save with Bill Pay Service

Get 70% of your time back with utility bill management.

Valicom’s invoice automation solution is included within our SaaS (Software as a Service) solution, Clearview. The Clearview invoice processing solution is IT-hassle free as it doesn’t require software or hardware to buy, install, and maintain. Most clients enjoy processing telecom invoices and end up adding in recurring utility bills to the Clearview invoice automation tool.

Invoice management can improve visibility and allow you to access invoices electronically to eliminate the risk of:

1. Late fees

2. Misplaced invoices

3. Over payments

4. Duplicate payments

5. Lost early payment discount capture

With detailed cost allocation and reporting, you’ll access full visibility. The invoice automation solution will enable you and suppliers to access order and payment information online 24/7 to reduce risk and promote better relationships between you, your suppliers and your team!

White Paper

5 INVOICE ERRORS YOU MAY BE MISSING

This white paper will cover some facts and statistics about common telecom and technology invoice errors, and five errors that internal telecom and IT teams often miss. We'll also cover the best practices for uncovering and getting credited for these errors to prevent future overspending.