Energy Invoice Processing & Payment

General Services

Why would we want someone else to process and pay our utility bills?
It is a time-consuming process to accurately review, process and pay utility bills, especially if your organization operates at multiple locations or in multiple states. Due to the complexity of utility bills and the short timeframe for payment, it is easy to incur late fees. Avoid those late fees, and let Cost Control Associates manage all of this for you!
Are there other benefits to having Cost Control Associates manage my utility invoice processing and payment?

Yes! In addition to efficient invoice processing, you get access to a database containing all the pertinent data to help you manage and report on utility costs. We manage all processing and data entry of utility bill costs and usage information as well as the coding of bills to proper departments, divisions, locations, etc. With detailed, accurate information, you can take advantage of alternate suppliers, rate structures or other cost-saving opportunities. (Read below to learn more about the Client Portal Database.)

Will this service benefit my organization?

Most organizations can benefit from our services, but organizations that operate in multiple states or at multiple locations are best suited to these services.

How might we take advantage of deregulated energy markets to save on costs?

Many larger organizations tend to function without effective means of tracking disparate cost and usage data, especially if they are multi-state and multi-location organizations. This lack of accurate, current data can lead to an inability to quickly act on procurement opportunities brought about by the results of deregulated markets. A lack of solid data also makes it difficult to produce reports that explain how utility dollars are being spent.

Client Portal Database

How will a utility cost database help my business?

It is a challenge for most organizations to create and update a database of utility expenditures. We provide a comprehensive, easy-to-use database from which you can produce standard and customized reports to better evaluate, manage and budget utility expenses. (Contact us to learn more about this database.)

How does the database work?

Our goal is to capture and deliver the critical information you need to effectively manage energy costs. You can establish unique user names and passwords to access your secure database. You may set additional security levels to protect information. For example, your Northeast Facilities Manager and your Western Facilities Manager might have access only to information that pertains to their specific region. However, the National Facilities Manager can have access to everything.

What types of information can I extract from the database?

You can set up the system to automatically deliver reports, or you can create and save your own reports. The system has the flexibility to display information by site, region, vendor or time period. Every invoice is scanned and presented online as a PDF image. These images are available online for at least two years, and a CD/DVD is provided monthly (or quarterly, depending on invoice volume).

How secure is the database from outside intervention?

The proprietary billing system software features stringent security measures that protect the confidentiality of the data as well as the processes used to gather and store that data. Your authorized users can access utility data and reports via a secure, encrypted web portal. Authorized users have real-time access to the data in read-only format with no path to the underlying application. Changes made by authorized users are written to a log that records all transaction processing. The database is backed up nightly, and additional equipment has been installed at a remote location in case of a disaster or catastrophic system failure. (Contact us if you’d like to learn more.)

How much does this service cost?

Cost typically includes an initial set-up fee based on the number of accounts or utility meters. In addition there is a monthly processing fee based on the number of accounts or meters for which invoices are processed. Factors that affect pricing include the number and size of invoices, the chosen funding mechanism and the types and extent of services provided by Cost Control Associates. (Feel free to contact us to learn more.)

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“The city’s time involvement was minimal, and that was important. The review was thorough and the results worthwhile. It was a pleasure to work with the professionals at Cost Control Associates."

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City of Tempe (Arizona) June 10, 2016

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