- A PUBLICATION OF OnPay Solutions-

A GUIDE TO

Selecting the Best Payment Automation

Provider

TABLE OF CONTENTS

1 Introduction

4

You’ve Decided To Become a Perfect Payer, but What Does that Really Mean?

8

The Masses Have Spoken- It’s All About the Support

13

There is No Such Thing as A Dumb Question

18

Conclusion

Introduction

- A PUBLICATION OF OnPaySolutions-

Do you wish that you were always able to make on-time payments using the least expensive payment channel and take full advantage of available payment incentives? When calling your ERP or bank’s IT technical or customer support, do you wish that you would get right through to a live person on the other end without having to press a bunch of prompts and without having to be put on hold…. AND do you wish that the person on the other end would truly understand payments and know what you were asking and be able to help you right away? Would you like to know exactly which questions you should ask of a potential payment automation solution company? If you said YES to any of the above questions, then this eBook is for you!

You’ve Decided To Become a Perfect Payer, but What Does

that Really Mean?

CHAPTER ONE

You’ve Decided To Become a Perfect Payer

but What Does that Really Mean?

When it comes to making payments OnPay Solutions wants you to become a Perfect Payer. What is a Perfect Payer? A Perfect Payer simply describes a payer who makes on-time payments using the least expensive payment channel and takes full advantage of available payment incentives. Maybe this already describes your organization; but if not, there are four steps you can take to becoming a Perfect Payer. See steps on next page

Four Steps to Becoming a Perfect Payer

Review your payment process for re-design and streaming opportunities.

Automate what can be automated. Enable seamless payment automation and work flow for timely payments.

Encourage vendor enrollment for less expensive ePayment channels. And, use a system that enables this for you.

Take advantage of available rebate incentives by paying vendors with a virtual card (v-card) account.

OnPay Solutions' goal is to enable Perfect Payers by providing relevant solutions for reducing the expense associated with making payments. Click on the role that most closely relates to who you are, then learn how a payment automation platform can help you.

Accounts

Payable (AP)

Supervisor

Controller & CFO

IT Manager &

CTO/CIO

Payment process

controls

Built-In system audit

records

Turnkey streamlined

integration

ePayables enabled

(V-card, ACH, WT)

Integrated

transaction reporting

AD integration

option

Paper checks (local

or off-site)

Roll-based user

permissions

Embedded secure

FTP

Emailed payee

remittance notices

Low-cost ACH and

WT channels

Requires minimal IT

engagement

Detailed V-

card reconciliation

V-Card spend rebate

program

Multiple hosting

options

Payee portal

for remittance detail

Online enrollment

for ePayables

Microsoft based

platform

The Masses Have Spoken- It’s All About the Support

CHAPTER TWO

The Masses Have Spoken

Imagine this… your office gets a brand new, expensive, high-tech printer that can do it all. It works great but one day you run into an issue. Now, be honest. Your first thought isn’t to read the manual but to call technical support, right? In an ideal world, you would get right through to a live person on the other end without having to press a bunch of prompts and without having to be on hold. The person on the other end would truly get what you were asking and help you right away. Again, this would happen in an ideal world. Sadly, many companies put customer support and technical support at the low end of the priority list. When it comes to Payments, however, you need to work with a technical support team who understands that they are mission critical. When choosing a payment automation it is crucial that you choose a company with a proven track record, one with a high approval rating.

When searching for a payment automation solution, you should look for a company that :

As mentioned before, payments are mission critical. At OnPaySolutions, , we believe that and that's why enabling payments is all we do. That said, you can understand why we are profoundly proud of our latest accomplishment.

1. Only handles payments 2. Puts customer satisfaction at the very top of its priority list 3. Provides support day or night 4. Monitors its help site tha24 hours a day 5. Provides a 30 minute call-back assurance for any messages left on a

help line 6. Has survey results of 100% positive feedback… yes, you can find

such a company!

We can report that we have a 100% satisfaction rating from our customers who have opened a technical support case.* Over the past several months we have been surveying our customers upon closing each technical support case. Here's an infographic on the survey and the results: We have a 30 minute response policy. Typical cases that have been opened during the survey period range from positive pay files backing-up to needing new user credentials; from an error building a file to check printing overflow errors; from lost vendor information to double entries in a V-Card log. Here's an infographic on the survey and the results:

The results are humbling. Our technical support staff deserve a HUGE commendation and pat on the back! (Note that we kept the survey brief and that nearly 45% of customers surveyed responded, which is another staggering result when calculating the results or response to a survey.)

Comments from customers who responded to the fourth question on the survey, where we gave them a free text area to send back insights or inquire about other services included these comments:

But enough about us...WHAT DOES THIS MEAN TO YOU? If you are not 100% satisfied with the support you receive from your ERP Technical Support Department or Consultants or from your IT Department or from your Bank's Treasury Services or On-Line Banking Department, perhaps it's time for you to make the move to a dedicated Payment Hub that will provide help you when you need it most.

There is No Such Thing as A Dumb Question

CHAPTER THREE

There is No Such Thing as A Dumb Question

Hopefully, you’ve read our other 2 eBooks within this series, A Guide to Accounts Payable Automation and ePayments: Why & How to Enable Them You’ve learned all about payment automation and how it can benefit your company — cost reduction, maximized efficiency and earned cash rebates. You know what to look for in a payment automation solution company — dedicated, top notch technical support and customer service. But…do you know which questions to ask a potential payment automation provider? AND…. which answer you should hear in order to find the perfect provider for you?

Q: What payment types can you process? A: We can process multiple payment types, including virtual cards, ACH, wire transfer and checks. Q: Will you send remittance data to our vendors? A: Yes. We automatically notifies vendors of payment and provides them with the necessary remittance information, including invoice numbers, description, amount, discounts, net amounts and the credit card number used (if applicable). Vendors can also access their remittance data online. Q: Do you have to download software to use your payment automation solution? A: No. Our program is a cloud-based software. Q: What security measures are in place to ensure my files are transferred safely? A: All files are transferred via a secure FTP (File Transfer Protocol) service, which means it complies to standards for sending data safely & securely. Q: Does your program integrate with my ERP/accounting system? A: Yes. We use a file-based integration approach and is capable of importing or exporting data to any system. Through this integration, clients will not have to change their existing payment file format. Q: Is transaction reporting available? A: Yes. Comprehensive transaction reporting is available as well as by individual payment types.

Q: Can you assign different user roles? A: Yes. You can create different levels of access based on each individual user and their role within the payment process. Q: Are there fees associated with your payment solution? A: Yes. There is a monthly fee as well as transaction-based fees. These fees support our ongoing technical maintenance, integrated vendor enrollment process as well as self-service ACH. These transaction fees are typically lower because of our purchasing power with check service providers and the fact that we process card transactions in-house. Q: Are there approval workflows available? A: Yes. You can create customizable approval workflows within our program prior to payment execution. Q: Can we review payments before they are processed? A: Yes. We allow you to review payments before they are processed. Q: Do you provide reconciliation information? A: Yes. We provide reconciliation reports that can be uploaded directly into your ERP/accounting system. Q: What are the technical requirements for your payment solution? A: Recommended browsers are IE 10 or 11, Chrome or Firefox latest version. Q: How long does it take to implement your payment solution? A: On average, clients are processing spend in our program within 30 days of signing their contract.

Q: Can we setup multiple divisions or bank accounts within one account? A: Yes. We can accommodate organizations with multiple divisions or bank accounts all within the company setup. Q: Will we have to change our treasury relationship to use your payment automation solution? A: No. We are bank agnostic, so you won’t have to change your banking relationship. Q: Do I earn a rebate on spending? A: Yes. Each dollar on card. Q: Is there a pre-note period for ACH? A: It is the clients choice as to whether they want a pre-note process, but we will support either way. Q: Are there character limitations on remittance details when paying by check? A: Yes. At present, all remittance detail is configured at the invoice level. Components include:

• Invoice description field of 60 characters. • Two customizable fields available at 50 characters each which can be

utilized using the following options • Option 1 – appears with static label and adds additional column

to the stub details. • Option 2 – uses a static label and appears under the invoice line

detail. It is suppressed if the invoice details does not include data in this field.

What questions do you have?

Now See How a Payment

Automation Hub

Can HELP YOU