Here are few transactional questions that we hear often. If you have other questions, send me an email or give me a call and I’ll address them in future blogs.

Q. We print our own invoices, using the systems and software that we have in-house, but frankly, I hate the way they look. I think our invoices should look more professional. Can Bluegrass help?

 
A. Yes, Bluegrass can customize an invoice that meets your company’s needs and goals. We have helped many of our customers make their invoices easier to read, more informative and more polished. The software we use is more sophisticated than what you are using, and that allows us to add special features such as logos and special messages to customers. If you have the data available, we can create charts and graphs that serve as a visual aid for your customers. Charts and graphs are especially popular for utilities because they help customers see how usage varies during the year and from one year to another. 

Q. How are my invoices sent from Bluegrass to my customer?

 
A. Your invoices can be delivered in several ways. We can send them via U.S. mail or fax them. For companies whose clients prefer electronic communications, we can send invoices by SMS (a short text message), email or present the information on the web. Many companies allow their customers to opt for the delivery system they prefer. Bluegrass also offers an e-adoption program, designed to help move your customers from paper to electronic delivery. Electronic delivery is the least expensive and often, most efficient, means of delivering invoices. Not only are paper, printing and mailing costs eliminated, most companies find that customers pay bills faster when they receive them electronically.
 

Q. It would be great to have Bluegrass send out my company’s invoices, but I also want to have access to those invoices.

 
A. We will store your invoices in a secure PNG format (a digital format for web) and you will be able to log in around the clock to search for and view any invoice. We typically store data for 12 months, but if you need to store it for a longer period, we can do so.
 

Q. How do I get my invoices to Bluegrass for processing?

 
A. It is very simple. Bluegrass has an easy-to-use, secure FTP site, which allows you to send files to us for processing. If you haven’t used an FTP site before, don’t worry. It isn’t complicated and our staff can walk you through the process.
 

Q. How will I know that my invoices have been sent?

A. Bluegrass offers Track N Trace reporting on all U.S. mail. Track N Trace is a highly specialized software that allows clients to access the postal scans on their mail and receive customized reports as their invoices progress through the mail system. We can work with you to ensure that you get the information you need when you need it.