FAQs We can do it!

I think we may have sent a duplicate file. Can you help?

Certainly. Our system automatically analyzes every upload and every job. Each gets a unique identifying number (MD5SUM) which is compared with your previous uploads and jobs. If a match is found, the new upload or job is rejected automatically and you are notified immediately with details.

 

I may have sent a duplicate statement in a new upload; can you stop it from being mailed?

Yes. When you provide us with the data points within each statement that represent a unique statement (e.g. the combination of the statement’s date, amount due and account number), we can store these identifiers with every statement we reprocess for you. If a match is ever found, we would not print the new statement and would notify you via your process confirmation.

 

How can we verify that the data sent matches the files sent?

That’s easy. If your data comes with summary information, such as the total amount billed or the total number of pages or statements, we can compare those numbers to what is in the file we receive, and take the appropriate actions you desire.

 

I have a particular type of software. Will my data work with your systems?

Absolutely. We have yet to meet software that we could not handle. We currently process data in dozens of unique formats, and our only requirements are that your data files are consistent, and not proprietary binary formats such as PDFs.

 

I have data from several different software packages. Can you combine it all into one mail piece?

Of course. Since we customize our process to your data and your unique needs, we can take data from separate files and combine them into one document. All we need is for the files you want combined to be sent together.

 

We need custom reports in a special format. Can you do that?

For sure. We will create any reports you may need containing various information, and in most formats you might require, such as a delimited file or flat text. We can deliver different reports to different locations, such as sending a plain-text summary of your job to a group of one or more e-mail addresses, and send a separate report detailing unmailable addresses to a second group. The key here is that there are very few limitations. Let us discuss your reporting requirements and make it happen, usually at no additional charge.

 

We would like to automatically process the address corrections and move updates directly into our software. Can you help us accomplish this?

Yes. We will create reports in most any format and deliver them directly to your server. You, then, can import these report files back into your system to update the “bad” addresses we have identified. Other custom reports are often used in similar situations, as well.

 

We often like to include a variable message or inserts. Are you OK with that?

Right. Based upon the data you send, we can create any number of messages or variations, provided there is room within your document. We can also create simple low-cost inserts for you at our facility, or allow you to have them printed and shipped to us, as long as they meet our requirements. Talk with us about your preferences, and we will find a solution that works.

 

Can I review what you would print before you print it?

Yes, you can. If you desire, your jobs can be set up to not print until you have reviewed them. Our system will alert you when a job is ready for review, and using our secure customer portal, you can examine the job. Upon your approval, it is printed and mailed. However, if there are errors, you have flexible options to make corrections. Suppress individual invoices, delete the entire file and resend, or give us a call. You are in control.

 

We want to search and view what we previously sent you. Can we do that?

Yes. Using our password-protected customer portal, you or any authorized person will be able to view previous jobs. In addition, with our e-archival, you are able to search through and view PDFs of the actual documents processed in the past. Depending on established practices, we can keep them online and available indefinitely.

 

I just sent our data but now need to make a change. What can we do?

Simply give us a call, as we can always make any change you may need. How long it will take will depend on its complexity, but we can often make changes while on the telephone with you.

 

I just sent my data. Will it make it into today's mail?

Usually, yes. DataBill maintains an excellent record of accomplishment in this area. Let us prove it to you.