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HVAC Distributor Outsources Billing To Stay Competitive

Fri, 02/28/2014 - 5:26pm
Billtrust

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S.W. Anderson Gains Immediate Manpower and Printing/Mailing Savings Plus Happier Customers; Billtrust-Assisted Transition to Online Billing and Payment Promises Even Greater Efficiencies

HAMILTON, NJFor nearly 60 years, S.W. Anderson has been a fixture on Long Island. From its headquarters in Farmingdale, New York, the wholesale HVAC (Heating/Ventilation/Air Conditioning) distributor supplies commercial and residential building contractors not only with equipment and supplies, but also valuable expertise and technical information.

Like the industry it serves, S.W. Anderson has changed dramatically since it was founded in 1955, with nine field offices now located throughout the New York-New Jersey-Pennsylvania area. Until recently, however, one aspect of the company’s operations was as static as the day it opened its doors: the process of sending out invoices.

“For years we’ve been using mailing machines to invoice our accounts,” noted Mike Anderson, President of S.W. Anderson. “Every time our equipment broke down, the problems just got bigger. We pride ourselves on customer service — and the daily process of printing, folding and mailing paper bills was slowing us down, adding cost, and diminishing our reputation.”

With the lease on its mailing equipment up for renewal, S.W. Anderson decided it was time to look for a better solution. After evaluating a range of options, the Anderson team turned to Billtrust, a billing solution outsourcer. Anderson recognized how a partner like Billtrust could improve their internal and external billing performance.

“Billtrust demonstrated that it has the experience, the resources and the range of solutions to modernize our entire Accounts Receivable function,” Anderson said. “Its systems are very sophisticated. We decided to make the shift.”

Within a month, S.W. Anderson’s billing system was integrated with the Billtrust platform. Initially the wholesaler retained Billtrust for printing and mailing its paper invoices. As IT Manager Joe Timlin explained, his company saw benefits almost immediately.

“Not only was the manual printing, folding, stuffing and mailing tasks taken off our hands, but the process became more efficient,” Timlin explained. “Billtrust is able to monitor and consolidate invoices so that customers don’t receive as many mailings. Its systems automatically manage the process — for example, holding off until a specific date or dollar amount is reached.”

Mike Anderson noted that CustomerCare, Billtrust’s online portal, allows company personnel to instantly view the up-to-date status of paid and unpaid invoices for any account. With CustomerCare, S.W. Anderson’s Accounts Receivable and credit representatives can pull up PDF copies of invoices on their screen in order to make decisions and resolve problems faster.

“Since we engaged Billtrust our customer satisfaction has definitely gone up,” Anderson stated. “Errors have gone down, customers are getting their invoices quicker, and we get paid sooner. Even if we approve a batch of invoices as late as 9PM, Billtrust makes sure the invoices go out the very next day.”

Based on its string of successes, S.W. Anderson took the next step by adopting Invoice Central, Billtrust’s one-stop SaaS electronic billing/payment portal for buyers and sellers. With Invoice Central, the HVAC distributor can post invoices securely — and its customers can find, view, approve and even make payments electronically.

“Billtrust is helping our customers migrate to automated e-billing through a whole range of activities,” Anderson said. “Right now we’re including messages on our invoices encouraging customers to sign up. With Billtrust we feel we’ve taken some major steps forward in keeping our company competitive and profitable.”

Headquartered in Hamilton NJ, Billtrust is a premier provider of outsourced billing solutions. Its products and services help companies’ billing practices become “Customer-Centric,” a concept that emphasizes flexible accommodation of customer needs. Billtrust’s billing channels span paper, fax, email, online billing (EBPP, EIPP, Invoice Central), eBanking and IVR. In addition, the company provides expert bill design, in-bill marketing services, and CustomerCare, an integrated online customer service portal. Billtrust’s comprehensive tools automate the billing process so businesses can save money, increase productivity, improve cash flow, and seamlessly migrate to electronic delivery. For more information, visit Billtrust online at www.billtrust.com.

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