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Contract Definition:
You probably spent a great deal of your organization’s time and money negotiating contracts for the terms and services you require. You need proactive monitoring of those contracts to manage your company’s spend rate. Expense Management documents the details of service provider contract terms, such as payments, schedules, costs, discounts, assets and other conditions. These details are used for verification and reconciliation of service provider invoices and against Expense Management’s asset repository.

Invoice and Service Data Collection:
Because many providers offer electronic invoices, clients are now receiving the information about their wireless usage that they have always wanted, such as the details of long distance calling patterns and the details of specific calls. Expense Management supports electronic/automatic (file/ftp/EDI) and manual invoice importing through the use of pre-formatted digital invoice templates and also collects data from these invoices as part of the built-in collection and mediation process. The data is then used for reconciliation.

Bill Reconciliation:
How do you address the problem of new services, accounts and features that creep into invoices? Over time, these charges can raise the total invoice amount to levels that are no longer within your company’s service/solution contract goals. Expense Management can address these issues for you. When monthly invoices are loaded into the system, it automatically matches invoice details against your service provider’s contracted terms for special rates and discounts, collected usage data, services and equipment supplied to your organization.

Baseline Inventory Reconciliation:
Asset management is the backbone of any good expense management tool, and Expense Management provides the asset management you need. Our tool helps you build a baseline inventory that corresponds to your agreed-upon services and assets. As your invoice charges are processed, an automatic matching of the invoice details is carried out against the baseline inventory for any new, missing, or changed assets – including features and charges.

Dispute Management:
Billing problems are a fact of life in the industry today – and 90% of the errors favor the service provider. Expense Management provides the support you need for these issues. When there is an invoice dispute, the processing work flow is determined for each vendor and service using a proactive rule set. You can track correspondence with the service provider and retrieve an online history of the billing problems with them for better leverage when the contract is up for renewal.

An Online Portal:
An online portal called My Portal provides different views and gives you visibility that leads to accountability. Managers can access their departmental costs using this valuable resource to see asset, leasing, service and usage charges. All this data can be quickly accessed and immediate investigations regarding calls can be performed, using the MY Portal call component with its extensive search capabilities.

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