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Who is Billtrust and who is Factor Systems?

Factor Systems, Inc. is the legal name of our company. Billtrust is the name we do business under. Our corporate headquarters are in Hamilton, NJ.

I can print bills from my software, but I don't like the way they look. Can Billtrust help?

Yes. Billtrust can create a completely custom bill design to meet your specifications, including special messages, your organization’s logos, and charts and graphs (depending on data availability).

Can Billtrust work with our ERP system?

Billtrust’s technology is designed to work with virtually any ERP system. Across our 1200+ client base we support ERP’s including SAP, Oracle, Mincron, QAD, Eclipse, P21, Infor SXe and many others.

If I am a current client and have questions regarding my service or account, who should I contact?

Our customer service staff is always willing to answer any and all questions. Your customer service representative can be reached by calling 609-235-1010 or toll free at 1-888-580-2455.  You may email questions to customerservice@billtrust.com

How are my bills sent from Billtrust to my customers?

Your bills are sent by US mail, fax, email, web, or AP Systems depending on the preference of your customer. Billtrust offers an e-Adoption Program to help migrate your customers to electronic delivery solutions (email, fax, or web) as these offer you the greatest opportunity for increased savings and customer loyalty.

How can I get access to copies of my bills if Billtrust is sending them out?

Invoice and statement images are captured, stored and archived. With Client Connect you can search bills by customer name or number. We will provide archived documents for as long a time period as you request.

How do I get my customers to adopt to electronic bill delivery?

Billtrust offers an e-Adoption Program to help you convert your customers to electronic delivery solutions. The program applies best practices developed from working with over 1200 customers.

How do I get started?

We have developed a five step process for getting started with Billtrust. We would be happy to perform a quick ROI analysis for you today!

How do I save money?

Whether you are handling billing in-house or outsourcing to a print and mail house, Billtrust provides advanced technology and processes that result in significant cost savings. With our expertise, businesses across North America have achieved efficiency across the three C’s: Cost Savings, Cash Flow, and Customer Satisfaction.

How does archiving of my bills work?

Billtrust will store an image of your bill for a period of time that you specify for easy retrieval. Most of our customers opt to store their bills for a two year period.

How does Billtrust's Billing and Payment service work?

Businesses enter their billing information into their ERP system as usual. Instead of printing the information the billing files are sent to us electronically via a secure FTP site. We do the rest: From determining which bills get sent by mail, email or fax to applying our state of the art technology so you can optimize savings.

How does my company send our bills to Billtrust for processing?

We offer a secure FTP site that allows you to upload your billing files which are then sent to Billtrust for processing. We guarantee that any bills received by midnight Monday through Thursday and 9PM on Friday will go out the next day. Our SmartRouting™ technology will identify how the bill is to be delivered (U.S. mail, fax, email, web, AP System) and which of our regional facilities will send the bills going by U.S. Mail.

How does pricing typically work for bills sent by mail?

For bills sent by mail you pay based on the number of pages per envelope. The more pages in an envelope the more you save on material and postage. Our advanced technology allows you to set rules that will maximize the number of pages you can include in an envelope without unnecessarily delaying the sending of your bills.

Further, our e-Adoption team will work with you to move your customers from U.S. mail to email, fax or web delivery.

How much does it cost?

Billtrust pricing depends on a number of variables including the volume of bills you send, how many bills are sent electronically, how many payments are processed, and the number of pages per bill. To get a detailed price quote specific to your needs, please contact us by phone at (888) 580-BILL or via email at sales@billtrust.com.

How often are invoices and statements mailed out?

Your bills will be sent out within one business day, guaranteed!

How will I know that my bills were sent out?

At the end of each business day, a confirmation email is sent to you detailing the billing activity that took place on your behalf. You will also receive notification confirming receipt of billing files you send to us. Finally, through our Client Connect portal you can easily track all your billing related activity.

Is my data safe?

With Billtrust, your data is very safe. Billtrust is PCI Level 1 Compliant and SSAE16 Certified.

Do you support level 3 payment processing?


What if I have certain bills that I don't want printed?

You can set rules to exclude individual and groups of bills from print production. Groups of bills that fit a “Total Due” criteria, such as recipients who owe a zero balance or have a credit balance; can be withheld from the print production of your statements. We can pull specific bills from print production when given defining criteria like a recipient’s name or address.  Further, prior to Billtrust sending bills you can view the bills and pull bills you do not want sent.

Do my customers need to register to pay a bill online?

Customers will need to register to view and pay their bills online.  By registering, customers can store their payment information for faster future payments.  However, registration is not required for one time payments.

I'd like to outsource my billing needs to Billtrust, but I'm not very tech-savvy. Will I need to know a lot of technical information in order to work with you?

No. Your designated Project Manager will guide you through every step of the process.

To whom do my customers send their payments?

For paper bills, your customers will continue to remit payment of your invoices and statements directly to you or your lockbox provider. Payments made through our online portal will be deposited to your bank.

What is Online Billing?

Also referred to as “eBilling” and “EBPP” (Electronic Bill Presentment and Payment), online billing is the paperless billing service we provide in concert with our outsourced paper billing solution. We offer the opportunity for your bills to be delivered by e-mail, fax or a hosted web site. We capture an image that is the exact replica of your paper bill and make them available for your customers to review and pay. For our hosted online solution, there is nothing you need to install or maintain, and your customers will not know we are hosting the site since it is designed to have the look and feel of your company. We offer both a credit card and an ACH payment option for your customers to choose from. Payment goes to your financial institution of choice. We will work closely with you to roll out an adoption plan. Online Billing is the most cost effective and efficient means to perform your billing.

What kind of guarantees do I have in savings and service?

Billtrust is so confident in the value we offer to our customers that we have made it easy for you to cancel the service at any time. With that said, we are proud to boast a 99% customer retention.

Who is Billtrust?

Billtrust offers a full suite of invoice to cash services that help businesses speed cash flow, increase productivity and improve customer satisfaction.

Why should my company use Billtrust?

Managing your own billing and cash application process is time consuming and expensive. And any errors in the process result in even more time and money lost. Combining efficiency, technology and smart thinking — Billtrust’s services save money, reduce headaches and deliver the highest levels of quality and accuracy.

Why would I need Billtrust Cash App Connect if my lockbox does all the work?
If you are using a lockbox, chances are you pay thousands a month for the data. Cash App Connect replaces this fee with a much lower one, all the while providing you with better data faster.
If I process my receivables in-house, how will Cash App Connect change my department?
If you are processing receivables in-house, you probably have many FTEs (full time equivalents) that you will be able to reassign to do more useful, interesting, and valuable work.
Does Cash App Connect integrate with ERPs?
Cash App Connect is ERP agnostic and doesn’t require integration. Instead, the solution uses a simple file share so your ERP database isn’t touched.
If I process my receivables in-house, how will Cash App Connect change my department?
If you are processing receivables in-house, you probably have many FTEs (full time equivalents) that you will be able to reassign to do more useful, interesting, and valuable work.
How much server space does your system require?
None, this is a hosted system.
Does the bank send you the file?
The bank lockbox sends a file daily with all the check images, associated check data, and remit images in an indexed format.
How do you help me reduce DSO if you do not affect how my customers pay me?
In the case that you are adding DSO days with desk or mail float because you are processing your receivables in-house or collecting payments at branches, Cash App Connect integrates with ePayment Connect scanning stations gets images of the check and remits into the system for processing and electronic deposit on day one of receipt. This will lower your DSO by an average of 3-5 days.
How long is your implementation period?

Most Billtrust implementations take 90-120 days, but some can be done in as little as 45 days.

How much IT resources are needed?
IT resources are measured in hours and days, not months of work.
How can you help me with my deductions?
The Dynamic Deduction engine identifies predictable and unpredictable deductions and either passes the codes to your ERP, or creates a report for exception handling.
How are we charged?
This is a SaaS-based pricing model with is charged monthly and pre-paid annually.
If the bank doesn’t key, how does the information get into my ERP?
Cash App Connect applies technologies to extract the remittance data from images of scanned remittances.
Will this disrupt my relationship with my bank if we work with your system?
Whether you use one or multiple bank lockboxes, Cash App Connect will only replace the keying fees with a much lower cost. This doesn’t change your depository relationship with your bank.
What happens if clients send in wrong or missing remittance information?
The Dynamic Matching engine will use fuzzy logic and algorithms to find the best candidate for a line item invoice. If that fails, it will be presented to a user as an exception to be worked.

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