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The largest potential cost savings in your office is sitting on your desk just waiting to be added to your bottom line, not the phone company’s. A careful telephone bill audit could save you thousands of dollars every year… and doesn’t have to cost you an extra penny.
So how do you go about securing this money saving evaluation now?
First of all, time is of the essence. It’s possible that you’ll only be able to recover over-payments for 12 months even though you have been over paying those charges for years. That’s unfortunate, but regardless, in today’s economic climate all savings are valuable.
Still, you may find yourself thinking “I don’t have time to audit phone records! Nor do I know how!” Rest assured, you’re not alone. After all, who really has time to embark on an audit in this market? You’ve got calls to make, ever changing guidelines to keep up with, and clients to help.
That’s where professional telecommunications consultants can help. They will employ the following techniques and more, with no up-front cost to you at all. You’re probably wondering where the catch is? Why would a company audit your phone records for free? Because, they will ultimately share a percentage of the savings they are able to find for you. That means, the more they find… the more you save!
Here are just a few tips you can use to put thousands back in your in your budget, not into your phone bill.
� Knowing Your Phone Bill Leads To Quick Refunds And Credits.
Check every line item on your bill. Make sure you know what the charge is for and that it matches the terms on your contract. (You have read your contract haven’t you?) Mistakes happen. Furthermore, confirm that all services are actually working at your location. Look for voice mail that has never been turned on or lines never connected. This can result in a quick refund or credit to your account.
� Have You Moved Recently Or Changed Service Providers?
Check your bill. Did you forget to disconnect your old lines or services? The phone company may not do it for you, even if they put your new lines in. It’s a common mistake.
� Are You Being Double Billed For Services?
Carefully review all of your bills to ensure there are no duplicate charges for long distance calls or other services. Comparing multiple bills side by side will help you to pick out any anomalies.
� Check Your Taxes
Are you outside city limits but continue to be billed city tax? This happens more often than you’d think. Are you being billed correctly for all taxes and fees? Ask your provider. Hint, the number of taxes should emulate the number of analog lines. For example, FAC charges should be the same as the number of lines unless you have a T1.
� Check For Late Fees.
Are you paying on time but still charged a fee? Check your due date.
But what can you do if you find discrepancies in your phone bill? Keep the following in mind:
� Don’t Be Afraid To Question Service Charges
If it is difficult for the phone company to determine who ordered a questionable service, they are more likely to give a refund. Don’t be afraid to ask, “Who ordered this service and on what date? Can you fax me the contract?” If they can’t produce a contract there likely isn’t one.
� Be Confident When Requesting a Refund.
If you are confident and clearly state that you expect savings in the form of a refund or credit, more often than not you will receive one. Never accept a “No” from a person that does not have authority to say “Yes”. Ask for their superior. Keep in mind that even if you are 100% at fault for an expensive mistake, you should still ask for a credit. You may get one.
The next step in making sure that you’re not wasting your hard earned money on services you don’t need is to determining your true service needs. Consider the following:
� How Many Phone Lines / Trunks Do You Really Need?
A quick indicator is that long distance only shows up on a few lines. But, only a traffic study performed by your provider will provide you with the real answer. You may be able to save thousands of dollars just by reducing the number of lines you currently have.
� Ask If Your Phone Company Offers A “Utility” Line?
These lines, which are typically used for faxes, modems, alarms and elevators, don’t provide a lot of features, but they are generally half of the price of a regular line.
� What Are Your Data Needs?
Ask your provider for a traffic study. If you have a data T1, consider switching to higher bandwidth DSL or Ethernet and save up to 75%. Typically these have a great history of reliability. If reliability is paramount, combine DSL circuits from 2 different providers or cable company for double the bandwidth and reliability.
If you’re apprehensive about making a change in your phone service, because you’re locked into a contract, consider that even with an early termination charge, you may still be able to reduce costs even further. Keep the following tips in mind when dealing with your provider.
� Knowledge Is Power.
Armed with the knowledge of your true requirements for dialtone and data, your provider will take you more seriously when you tell them you are shopping.
� Make Sure You Understand Your Contract:
Do not be surprised if your provider tells you, “I’m sorry but you have 12 months left on your contract with an early termination charge of $7,200.” Be familiar with your contract and verify how they arrived at their numbers. How much service can you disconnect without incurring any charge? Be sure to stress that you are trying to work with them but that the market is forcing you to explore options.
� Explain Your Changing Office Dynamics.
If your office has half the staff it had a year ago, and you have a full T1 of voice (24 channels), see if they will allow you to re-contract for 12 or less trunks. This can save you as much as 50%. Ask if this is the best deal they can offer.
Finally, when you’ve reviewed your bills, determined your true needs, and secured all refunds and credits, you may be ready for new services. Before you sign up for any new service, weigh the following options carefully.
� Check Your Options.
New services may be available in your area at a lower cost.
� Find A Consultant Whose Fees Are Based On Actual Savings.
In many cases the very best value services are not sold simply because they pay a very small commission for the same amount of work for the service provider’s agent. But telecommunications consultants will be aware of these little known programs, and can secure additional savings for you. Those who save you the most, stand to earn the most, which is why they’ll work hard to get you the best deal available.
� Be Selective In Choosing A Consultant.
Ask for references and don’t pay a penny until the promised savings are verified in writing and match the rates on your new bill. This may take a few months but most reputable consultants will agree to it.
This may sound like a lot of work, but you don’t have to do it alone. A professional telecommunications consulting and brokerage company can save you the time and headache of doing this on your own, all the while keeping your money where it belongs… in your pocket.
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Source by Nathan D Watkins
