A/R and Customer Service

A/R and Customer Service

Both A/R and customer service applications are combined to provide businesses efficient, effective back office operations.


Our billing module not only encompasses a great deal of flexibility but also organizes and guides the user.

The customer contract serves as a focal point of the application. This document is electronically represented, in all its facets, to your billing personnel. A scanned image of the signed contract can be attached to the digital file. All terms and conditions are presented clearly and concisely. Price changes and maintenance are automated so that changes at a global level “flow” through all contracts. Similarly, the system allows for the creation of “what if” scenarios, for example, “If I increase price, what happens at…?”

Contracts can cover either multiple or single sites. They are open-ended or have an associated expiration date. They are easily set with predefined terms or allow for manual override. They can also entail customer relationships such as dealers, third-party billing, and purchased accounts.

Customer data management

The customer/site relationship element of the application allows for a more robust customer data management. For example, if a multi-unit residential customer moves, the customer/site relationship is terminated. However, both entities remain in your database. When a new occupant, who may be an existing customer, moves into the site, the existing customer is linked to the multi-unit site.

Recurring billing

The recurring billing feature links to contract terms and conditions. For example, the system permits recurring billing lines for different sites under the same contract and, similarly, allows for contract acceleration clauses. Annual service in force (ASIF) and monthly service in force (MSIF), both important cash flow tools, are also supported by the recurring billing feature.

Flexible invoicing, which is not necessarily tied to the contract, allows for a wide variety of criteria such as customer, site, service, and print detail level. The invoicing feature permits the use of a mailing house, custom forms, and custom statements.

Cash receipts and collections

Cash receipts and collections are designed for flexibility. Lock box processing eliminates unnecessary data entry. Data generated by an invoice processing center, such as a bank, can be fed directly into the MASterMind™ system. Pre-authorized payments, such as credit cards and EFTs, are created from recurring invoices and then sent to financial institutions for processing. In collections, personnel are permitted to make line item adjustments. Most importantly, the system implements collection policies through specified required actions on the part of personnel.

The entire billing module is designed to encourage a functional workflow. The flow is customer focused and intuitively arranged for simple point-and-click use. Management-directed action queues direct staff from one item to the next. The result is properly prioritized actions which facilitate management by exception.

Customer service

Business capabilities of the MASterMind suite include customer service features. Incidents in the suite enable your customer service representatives to initiate and track customer service inquiries.

Tracking incidents includes identifying:

  • Customer
  • Account
  • Person calling
  • Issues being reported
  • Actions taken to resolve the issues

Issues identify the reasons for creation of the incident. Issues seamlessly and automatically open the appropriate MASterMind windows for customer service representatives. This automation makes it easier for personnel to navigate to the correct MASterMind window for issue resolution.

Actions represent the tasks someone in your organization performs regarding a customer or site. Examples of an action include mailing alarm history, sending yard signs, or researching a billing dispute.

An action is assigned a due date and assigned to a specific employee. Personnel can create billable and non-billable actions. When necessary, customer service actions will activate the appropriate billing procedures.

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