Processing a payment is as simple as making two clicks in your Payments module. The first click selects the invoice and the second click approves and schedules the payment. YES, IT IS AS SIMPLE AS THAT! We cut the check, affix your encrypted signature, address the envelope and mail it for you!

Your Payments module provides the following benefits:

Images of Invoices. We receive your paper bills and invoices from you or by mail, scan them into the system and place them on your site for review and payment approval. In addition, you can download the image and send it to a third party, if needed.

Free Checks. We cover the costs of printing and preparing your magnetic checks, which can be as high as 25 cents per check, not to mention the costs of unused, void or damaged checks.

Controlled Payment Process. Although we print, affix you signature, address envelopes and mail, we do not print any check until you have approved the bill for payment and communicated which day to pay it.

Safeguarding of Checks. Your checks are created by our state-of-the-art software system that converts a secure blank paper into a full magnetic check. Accordingly, you will mitigate the risk of getting your traditional pre-printed paper checks stolen, lost or inadequately used.

Encrypted Signature. We encrypt your signature on our computerized magnetic checks for immediate mailing. This saves you valuable time when dealing with a large volume of payments, e.g. large number of employees, etc. Or we can send you the checks for your signature and mailing.

Mailing of Payments. If your signature is encrypted on the Payee checks, we can prepare and mail them for you – all included in the cost of the service.

Access Unpaid Invoices and Payee History. You can review an on-line list of all your open invoices segregated by each Payee. A history of past invoices and payments as well as copies of individual invoices to each Payee can also be accessed for review and analysis.

Hold Payments Capability. If you have changed your mind on a particular payment, you can place it on hold until a future date.

Notification of New Invoices Received. Every time a new invoice is posted, we will e-mail you or your designee. This notification will keep you informed of new invoices received and posted.

Automatic Scheduling of Future Payments – Fixed Amount and Frequency. You can automatically schedule a future payment for a fixed amount, following a predefined timing and frequency, e.g. monthly, weekly, etc.

Automatic Scheduling of Future Payments – Variable Amount and Frequency. You can automatically schedule a future payment for a recurring payment that varies in amount and frequency by setting up a maximum pre-approved recurring payment. When we receive the related invoice with the actual amount due, we will automatically schedule a payment up to the maximum amount you have authorized. Any excess amount will be set up as an open invoice and will go through the regular approval process.

Paperless Office. We receive your invoices for immediate processing. Once documents are scanned into our system they can be returned back to you for future reference, if needed. By having the images readily available in the Web site, you need not file each invoice in a hanging folder for each Payee, saving both office space and valuable time.

Payee Information. You will be able to review detailed information about each Payee. You can access relevant information for each Payee outside your office and working hours, e.g. telephone numbers, facsimile numbers, e-mails, addresses, contact persons, etc.

Professional Services Withholding and Reporting (PR Only). We keep track of the payments you make to each Payee that provides you with professional services and we compute the required withholding amount based on the applicable percentages and considering any exempt portion (e.g. the first $1,000).

Waiver Log (PR Only). To help you stay in compliance with the Treasury (Hacienda) Department’s regulations regarding Professional Services payments, we will maintain images of your Payee’s waivers, if any, in an electronic log.

Year-End Forms 480.6A and 480.6B for Professional Services paid (PR Only). We prepare the professional services forms 480.6A and 480.6B at year’s-end, for each of your Payees, as applicable.

CD ROM. At year-end, we prepare an organized and indexed CD ROM with all the invoice and bill images we have stored for you during the course of the year. You can use it for easy reference into prior invoices, without having to open old cases full of useless papers. In addition, in Puerto Rico, the CD ROM will include the images of the waivers issued by the Treasury Department for those Professional Services Payees who presented them so as to reduce their withholding percentage.

Go ahead!... Contact us to find out more!

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