If your provider doesn’t have a solid review process for invoices before they’re sent, errors can slip through. This often happens in companies with understaffed or overwhelmed billing departments.
In life and in business, there’s perhaps nothing more frustrating than repeating the same error over and over again.
Hold that thought. Inaccurate invoicing can be pretty frustrating for you, too. So, when your copier provider continues to send invoices that are either indecipherable or just flat-out wrong, it can put a major dent in the long-term partnership… regardless of the actual equipment performance.
Even if technology providers can boost productivity to immeasurable heights, something as standard as accurate invoicing can make - or break – your overall experience. Here are six tell-tale reasons your copier provider may be sending you incorrect invoices, and what you can do to try to cure the lingering headache associated with it.
6 Reasons Your Copier Provider Keeps Sending Inaccurate Invoices.
1. Inaccurate Meter Readings.
Copier contracts often bill based on meter readings for usage. If the provider is pulling incorrect or estimated readings, it can lead to discrepancies. This might happen if the data is collected manually or if there's an issue with automated reporting systems. Verify if your provider uses automated meter readers or if you need to manually submit readings to avoid errors.
2. Outdated Contract Terms.
Incorrect invoicing can result from outdated contract terms. For example, if your contract was renewed or adjusted but the billing system wasn’t updated, you might see charges that no longer apply or incorrect pricing. Request a clear copy of your contract and ensure any updates or amendments are acknowledged and implemented.
3. Lack of Coordination Between Departments.
This is all too common. Providers with disorganized internal processes may have poor communication between sales, customer service, and billing departments. This lack of coordination can lead to incorrect application of discounts, misapplied service fees, or outdated rates.
Related to coordination, if your provider doesn’t have a solid review process for invoices before they’re sent, errors can slip through. This often happens in companies with understaffed or overwhelmed billing departments. If you don't have one already, request a dedicated account manager or point of contact to review invoices for accuracy before they’re sent to you.
4. Hidden Fees or Misapplied Charges.
You might see extra charges for services you didn’t request or don’t use. Examples include fees for unused software licenses, maintenance not performed, or supplies that weren’t delivered. A Partnership Review is a perfect time to discuss these issues with your account manager.
5. Human Error in Data Entry.
Simple human mistakes, such as typos, entering the wrong customer account details, or incorrect line-item charges, are common sources of invoice errors. These errors can happen more often if the provider lacks robust checks or automation in their billing processes. Ask if they use automated billing software or if there’s a way to review and confirm invoice details before they’re finalized.
6. System Glitches or Outdated Software.
Technical issues in the provider’s invoicing system, such as bugs or outdated software, can generate errors. These issues are particularly common in companies that haven’t upgraded their technology in a while. Ask about the invoicing platform they use and if there have been recent upgrades or maintenance.
What can You Do? Advocate for Better Accuracy!
- Audit your invoices regularly to ensure they match your contract and actual usage.
- Communicate with your provider to address errors and insist on transparency.
- Request detailed breakdowns of charges to identify specific discrepancies.
If the problem persists, consider seeking a new provider.
One with better billing practices. For the past six months, Datamax has maintained a 98.0% average billing accuracy based on 25,001 invoices. It's a statistic we've tracked consistently since 2016 as part of our Datamax Competitive Advantage program. If you're interested in learning more about how we back up our service metrics, schedule your visit with a Datamax representative!
