Call Accounting Software for Government Agencies

Government agencies are under increasing pressure to enforce strict budgets, respond quickly to emergencies, and to improve employee productivity. By utilizing call accounting software, city, county, state, and federal agencies can now do all three at a minimum cost.

Government Agencies can...

• Allocate expenses by department, extension, or account code
• Produce custom reports
• Be alerted when emergency calls are made
• Decrease phone abuse
• Eliminate toll fraud
• Improve employee productivity
• Optimize phone system performance

Produce Accurate Reports and Notify Staff of Emergencies

Most call accounting software packages can produce detail and summary reports, on all telephone activity by extensions, cost-centers, departments, trunks, account codes, call types, most expensive calls, longest calls, incoming calls, frequently dialed numbers, exception reports, and many, many more!

Important summary and detail reports can be automatically emailed to department heads to help set daily, weekly, and monthly budgets and goals. 911 and other custom alarms can be setup to alert staff of any emergency calls being made from the agency.

Reduce Telecommunication Costs

Call accounting software can help lower telecommunication costs by allocating telecom expenses, decreasing phone abuse and toll fraud, and optimizing phone system performance.

By allocating telecom expenses with call accounting software, government agencies can help control costs by setting budgets for each department or extension. As these budgets are enforced, government agencies will see significant savings in their annual telecom expenses.

Government agencies can also save money by decreasing phone abuse and toll fraud by monitoring where and when calls are being made. Call accounting software allows organizations to sort information by call types, including information calls, 900 calls, operator assisted calls, and excessive long distance calls. Cutting down on phone abuse and toll fraud could save an organization hundreds of dollars each month.

Cities and government agencies can further cut expenses by having their phone systems optimally trunked. If a city has too many trunks, it may be overpaying, if has too few, it may be losing important calls. Trunk analysis reports can help agencies analyze current and future telephone needs, and as a result keep phone systems performing at their best.

Improve Employee Productivity

Call accounting software can help cities and government agencies improve employee productivity by tracking individual and group telephone performance. Organizations can discover who their most productive employees are by analyzing key call indicators such as: number of incoming calls received, number of outgoing calls made, average length of calls, and destination of calls (local, internal, international, etc.).

Hotel Call Accounting Software - Needs & Benefits

Hotels have guests from all over the nation – vacationers, sports teams, entertainers, sight-seers, family visitors, and a large number of traveling business people. Some of these guests come from other countries, though most are from America. Many guests ask for – some demand – special services and amenities from the hotels, including long-distance telephone service, high-speed internet, television, game consoles, wake-up calls, in-room breakfasts, and others. Each of these services cost money and need to be checked on a regular basis.

Some services, such as phone and internet services, are also crucial for administrative functions, especially for reservation systems, property management systems and marketing work. With telephone services, hotels have found by experience several important things about telephone usage and the call accounting system that tracks and bills guests for phone calls:

1. Travelers often use cell phones, but their coverage has gaps and often does not provide good reception, so many use room phones;
2. Even a few international or information calls per room, over time, will cost much more than a call accounting system; and
3. Call accounting systems, such as the INN-FORM XL, go beyond call accounting to protect guests and reduce guest complaints (e.g., 911, wake-up calls, good rates);

Internal processes can also be helped by call accounting and bandwidth management systems that track telephone and internet costs for:

• Costing and offering VIP rates (for special guests, conferences, families or groups);
• Assuring that special phone or internet needs are met – and selling better phone/internet service when needed by guests;
• Costing and charging for all appropriate phone calls and internet use to assure that costs and overhead will be covered;
• Allocating costs to and budgeting for the various hotel departments – admin, engineering, service, sales, front-desk, parking, etc.;
• Auditing telephone and internet suppliers to assure that their rates are fair;
• Recovering phone costs (telephones, PBX, call accounting, long distance), plus a little more;
• Planning phone and internet resources for employee and guest usage during peak periods while still providing quality service;
• Planning phone and internet resources to determine trends to prepare for future needs and resources;
• Tracking calls and internet use for profiling and training employees.

Some hotels use estimates for establishing rates to charge guests, but hotels learned long ago that estimates will never be good enough to be fair to the guests and to charge appropriate rates to cover hotel phone costs. There are just too many variables, and a few international or information calls here and there can be very costly! Estimates will never be as good as approved rates! Good data for the use of every tool, every process, every minute, is required to keep up with the extremely complex communication world today, especially for “short-term customers” or guests! Using approximations provides inaccurate, non-approved rates and can negatively affect standard costs, especially with large numbers of calls and attendant costs.

Call accounting manufacturers, such as TEL electronics, inc., always use accurate, FCC-approved rates as the basis for calculating the costs and charges for phone calls. These rates have been used and accepted for decades by thousands of telecom dealers and tens of thousands of hotel call accounting users.

Different FCC-approved (or custom) rates are available, but FCC-approved rates are the best choice because they:

1. Prevent legal issues or auditing – the Feds and some states regulate phone costs and charges;

2. Provide actual costs for cost accounting and added costs/charges for cost-plus or other billing;

3. Provide accurate allocations by departments and/or cost centers, with or without amortized or added costs; and

4. Provide the latest, most up-to-date information on area codes, calling patterns, and prefixes (no money left on the table and no guest complaints).

There are many companies that offer call accounting products, but only a few with a long history of providing quality products and customer support specifically for the hospitality industry. When looking for a hotel call accounting system, make sure that the system has been tried and proven in the hotel world.

New Call Accounting Software for Businesses

TEL electronics, inc. is excited to announce the latest release of its popular business call accounting software, the WIN-SENSE 32 version 3.0. This latest version simplifies the PBX and organization setup process, allows for PDF reporting, gives managers the ability to run reports from their own PC, and can collect SMDR data from multiple PBXs at multiple sites.

The WIN-SENSE 32 is the perfect call accounting solution for businesses of all sizes. The WIN-SENSE 32 call accounting software is used by government entities such as the United States Coast Guard, large companies such as TruGreen Chemlawn, and smaller organizations like Brainchild Software. All of these companies use the WIN-SENSE 32 because it is reliable, inexpensive, and provides expansive reporting capabilities that meet the needs of their specific business model.

With the WIN-SENSE 32 Call Accounting System, managers can run extension summary and detail reports that can be automatically emailed to them on a daily, weekly, or monthly basis. These reports tell managers exactly how many outgoing and incoming calls were made and received by each employee, department, or branch. Managers can also run summary or detail reports to track employee productivity, help improve phone system performance, and monitor for phone abuse. 911 and custom alarms further notify managers of emergencies or suspicious behavior.

The WIN-SENSE 32 can collect SMDR data from phone systems located in different locations and allow for individual and group reporting. The Multi-PBX solution is perfect for large organizations that want to track phone activity for various branches or locations. The WIN-SENSE 32 can be set up on a server or a single-user PC. If the call accounting software is installed on a server, the WIN-SENSE Reports module can be setup on a manager’s computer, giving him/her the ability to run reports directly from his/her machine.

Version 3.0 of the WIN-SENSE 32 call accounting software is a sure winner for both small and large organizations. This latest release builds upon the quality programming of its predecessors to provide a better and richer experience for its users. To learn more about this new product visit www.tel-electronics.com.

Future of Hotel Call Accounting

Call accounting has been around for decades to track, manage and bill or allocate phone calls. By the mid-1980s, call accounting was a necessary and very profitable tool for almost all hotels/motels. Some properties made thousands of dollars each month with call accounting.

Now that cell phones are everywhere and long distance rates have significantly decreased, call accounting does not allow properties to bring in nearly as much revenue as before. For many hotels/motels, call accounting has been forced to take a back seat in their organization. A few have gone as far as un-installing phone systems all together. So, is there a role – and a future - for hospitality call accounting? Do hotels/motels still need call accounting systems? The answer to these questions is a profound YES and YES!

Call accounting plays a vital role in hotel/motel management and is as important and beneficial for hotels/motels today as it ever was, and in so many ways. TEL’s INN-FORM products allow hotels/motels to bill guests for all phone calls that the property will have to pay for, recovering costs (plus fair mark-ups and/or surcharges for amortized equipment/service costs, profits, etc., too, if desired). Calls included here are: information; international; and many measured or metered calls. TEL customers say that just a few information or international calls a year from guests could cost much, much more than TEL’s call accounting systems, so they don’t take any risk – they always install TEL in every property! Of course, calls without “costs” can be billed, since these calls still use property resources and could properly bear a part of total telephone costs**.

Managers can also detect phone misuse or abuse, optimize phone system performance, allocate telecom costs by department or extension, set special rates for VIP guests, and decrease billing errors. Knowing which room called 911 or having proof that wake-up calls were made – and more - also makes call accounting valuable – one lawsuit/problem could cost much more than a call accounting system! And REMEMBER: TEL systems usually last for decades, so cost/month is only a few dollars! More than anything, TEL call accounting provides peace of mind and security for hotels/motels – plus revenues – all at a few dollars a month!

Hospitality call accounting has a bright future. Hotels/motels need a way to track and bill phone calls to guests and departments. As PMS and phone systems get more advanced, as internet and VoIP are used more and more, call accounting companies must stay in step and improve, too! TEL electronics, inc., is and has been the leader in hotel/motel call accounting for 30 years and has the knowledge and experience to continue its leadership into the future. Call TEL today!

*(NOTE: TEL strongly urges properties to charge for ALL calls, but at fair AND lower rates – some properties still charge rates that are way too HIGH! High rates will not work in the long run, plus they give properties AND call accounting bad “press”.)

Call Accounting Sale

TEL electronics, inc. is proud to announce its own end-of-year bailout package for all call tracking and call logging products. All call accounting products have been significantly reduced to help both buyers and resellers save money during these tight times.

As businesses look for new ways to save money, TEL’s telecom management solutions are a great way to reduce expenses while increasing productivity. Products such as the WIN-SENSE 32 give managers the ability to track incoming and outgoing calls, allocate telecom expenses, and run reports that will help employees become more productive on support and sales calls. The INN-FORM product series is a great solution for the hospitality industry and helps hotels and resorts track phone calls, accurately charge guests for phone usage, monitor telecom expenses, and plan for future telecom needs.

All call accounting products are on sale from now until the end of the year. Get huge savings by calling TEL at 800-748-5022 or visiting www.tel-electronics.com.

Is Call Accounting Worth the Investment?

Before we can determine whether or not call accounting software is worth the investment, we must first understand what call accounting is and decide whether or not it is a beneficial business tool. If, in the analysis, we can determine that call accounting really is a beneficial tool then the next logical step would be to choose a good call accounting system. With over 65 different companies to choose from and more than 150 different products, it is important to know your options and to choose the product that will best meet your needs.

What is Call Accounting?

So what exactly is call accounting? Call accounting can be defined as a “telecommunications software or hardware application that captures, records, and costs telephone usage events.” As a phone call is made or received, the PBX creates a unique call record for that specific call and the call accounting system captures and processes the record for future retrieval. Each call record includes the phone number being dialed, the destination of the call, the time and date of the call, the type of call being made (long distance, local, internal, etc.), the duration and charge of the call, the extension and trunk number, the employee name, the department name, and any account code associated with the call.

Using the information from the call records, a call accounting system will then compile the records to produce reports as the business deems appropriate. For example, the WIN-SENSE 32, from TEL electronics, inc. can produce over 50 custom reports that include everything from a departmental summary report to a detailed extension report. Some other common reports include the trunk summary report, longest calls report, most expensive calls report, and call type reports.

Is Call Accounting Software a Beneficial Business Tool?

Now that we know what call accounting is, the next question we need to ask is whether or not call accounting is a beneficial business tool. With so many reports to choose from, how does a business sort through the information to get to the data that will actually make a difference in the bottom line of the company?

Listed below are several practical ways that a business can cut costs, generate additional revenue, and improve productivity with a call accounting system.

1. Create a telecom budget by using information from the department or extension summary reports. Allocate expenses as needed.
2. Cut down on phone abuse by monitoring local calls, long duration calls, and high-cost calls made by your employees.
3. Bill clients for phone consultations or services by adding surcharges or fees to phone calls associated with a specific phone number or account code.
4. Determine the effectiveness of a marketing campaign by looking at the number of incoming calls received during the time of the campaign.
5. Improve employee productivity by tracking how many phone calls each employee makes and receives. Extension reports allow managers to compare one employee against the group and determine the productivity level of each employee.
6. Setup automatic emails and alerts to help monitor phone performance and possible abuse. For example, you can have the system alert you whenever a phone call exceeds a set limit or when an emergency call is made. Managers can have daily or weekly reports emailed to them showing specific call information for their department.
7. Decrease billing errors by accounting for each phone call. Compare your record against the phone company.
8. Use trunk reports to improve phone system performance. See which trunks are being overused and which are being underused.

With telecom expenses often representing 5-20% of your business expenses, learning how to cut costs, while increasing revenue is a valuable tool to any manager. By implementing and utilizing a call accounting system, businesses can expect to save up to 25% on their telecom expenses. Is call accounting a beneficial business tool? Most definitely yes!

How Much Does a Call Accounting System Cost?

Call accounting systems vary in price and most are based on the number of extensions used and how the phone system collects the call data. To illustrate, I looked at 10 different products designed for 250 extensions. The suggested retail prices on these products varied anywhere from $750 to $3,286. Products based on the “pay per extension” model dramatically increased in price as more extensions were added. I found one 5,000 extension system that cost as much as $14,000!

Of course the product’s price isn’t the only thing you want to look at. What kind of support will the company give? What are the product features? What kind of reports can you produce? How reliable is the product?

What is the Best Call Accounting System Available?

Businesses should look for a call accounting system that is reliable, flexible, and will provide them with the reports and information needed to monitor phone activity and help decrease telecom expenses. A good call accounting system can handle heavy call volumes, be used for an unlimited amount of extensions, produce customizable reports, and meet your financial constraints.

When compared against similar products, the WIN-SENSE 32, from TEL electronics, inc. appears to be the best bang for the buck. The WIN-SENSE 32 can produce customized reports, work with almost all phone systems, support an unlimited amount of extensions, handle heavy call volumes, and most importantly can be used as a financial tool to help your company save money. With a network of over 3,000 dealers and almost 30 years of experience, TEL not only produces an excellent business call accounting product, but provides excellent service and support as well. To learn more about their products, visit www.tel-electronics.com.

Call Accounting for Sales Organizations

Improving employee productivity, lowering costs, and tracking marketing campaigns is an important function of any good sales organization. By using the WIN-SENSE 32, your business can track call information in real-time, allowing managers to make informative decisions when it really matters.

Sales Organizations can...

• Track individual and group telephone performance
• Analyze key sales indicators
• Receive automatic reports via email
• Set monthly quotas and goals
• Track effectiveness of marketing campaigns
• Monitor calling patterns
• Allocate telecom expenses by department or extension
• Decrease phone abuse
• Eliminate toll fraud
• Optimize phone system performance

Improve Employee Productivity

The WIN-SENSE 32 can help sales organizations improve employee productivity by tracking individual and group telephone performance. Managers can discover who their most productive employees are by analyzing sales key indicators such as: number of incoming calls received, number of outgoing calls made, average length of calls, and destination of calls (local, internal, international, etc.).

Extension detail reports will further give insight into an employee’s productivity level by seeing how much time was spent on each call, what the most expensive and longest calls were, and how many calls it took to reach a sale. Call information, such as this, allow managers to compare one employee against the group, and as a result, identify those employees who may need extra training or help. Important summary and detail reports can be automatically emailed to managers to help set daily, weekly, and monthly quotas and goals.

Track Effectiveness of Marketing Campaigns

Sales organizations can track the effectiveness of their marketing campaigns by analyzing how many incoming calls were received during a specific campaign period. Combined with sales revenue information, managers can determine the sales close ratio (closed sales/incoming calls) of the campaign and the average length of each incoming call. Call information such as this can be an invaluable asset to help both marketing and sales departments.

Reduce Telecommunication Costs

Telecom expenses often account for about 10% of a company’s overall budget. Figuring out ways to cut costs, while increasing revenues is one of the key functions of an effective manager. With the WIN-SENSE 32, sales organizations can cut costs by allocating telecom expenses by department and extension, decreasing phone abuse, eliminating toll fraud, and optimizing phone system performance.

First, by allocating telecom expenses, managers can help control costs by setting budgets for each department or extension. As budgets are followed, expenses go down.

Second, organizations can decrease phone abuse by monitoring where calls are being made. The WIN-SENSE 32 allows managers to sort information by call types, including information calls, 900 calls, operator assisted calls, and excessive long distance calls. Cutting down on phone abuse could save an organization hundreds of dollars each month.

Third, companies can save money by eliminating toll fraud. Many organizations are victims of toll fraud, or the unauthorized use of a company’s phone system. To combat toll fraud, managers can setup custom exception reports such as after-hours/weekend activity, long-duration/high-cost calls, short-duration incoming calls and "800" number usage to track "800" to "900" numbers.

Fourth, sales organizations can save money by having their phone systems optimally trunked. If a company has too many trunks, they are overpaying, if they have too few, they may be losing customers. Trunk analysis reports will help organizations analyze current and future telephone needs, and as a result keep their phone system performing at its best.

To learn more, contact a TEL Representative today!