When evaluating Answering Services, it is important that you understand exactly how you will be billed for their services. In particular, be aware that, when it comes to pricing, you may be comparing apples to oranges. In general, Answering Services either bill on a per call or per minute basis, but they may also bill on a per message, per unit or fixed rate plan. Each method has its advantages and disadvantages depending upon the types of calls you receive, the types of messages you would like taken and delivered, and how you would like them delivered.
Per Call Plans Questions to Ask / Things to Consider
What is my current call volume including hang-ups and wrong numbers?
What is considered a call? Are both Inbound Calls and Outbound Calls included?
How will I be billed for text massages, emails, faxes and pages?
If you have a billing plan that includes a certain number of calls per billing period, how will you be charged for calls that exceed your plan?
Per Minute Plans Questions to Ask / Things to Consider
How long is my typical call?
Can the service screen incoming calls with pre-recorded message so that I have the option to reduce the number of calls that are answered by an operator?
How are minutes calculated? Are they rounded to the nearest minute, 15 seconds, 6 seconds?
What activity is included in my billable minutes? Most services bill for Live Operator Time, but some will also bill for Wrap Time (time required to complete and double-check the message after the caller hangs up) and some bill for Screen Time (time unrelated to the call when the answering service staff have an account open on their screen for various reasons.
How will I be billed for text messages, emails, pages, and faxes?
If my billing plan includes a certain number of minutes for each period, how will I be billed for overage minutes?
Per Message Plans Questions to Ask / Things to Consider
What is included as a message? Some create a message for every call, such as “no message” or “caller will call back”.
If a plan includes a certain number of messages, how will I be billed for overage?
Per Unit Plans (These are the most complicated and vary among answering services) Questions to Ask / Things to consider
Do they provide documentation showing how the units will be calculated? Sometimes a call = 1 unit, but perhaps some calls (i.e. an outbound call) might = 2 units. Sometimes an email, text, page, or fax will be a unit, as well.
Fixed Rate Plans (There are answering services that will provide fixed rate plans) Questions to Ask / Things to consider
Will my rate increase if my call/minute count exceeds a certain level? Be sure that you understand what will trigger a rate increase? If there are automatic triggers for increases, make sure you understand if there are automatic triggers for rate decreases as well, so that an unusually busy period won’t cause the fixed rate to increase forever?
For information on our billing Terms & Conditions, please contact us at (800) 308-5544 x225.