Cut costs by optimizing expenses.

WHITECAP Does That.

Managing costs isn’t the sleekest aspect of telecom administration, but it’s essential to improving efficiently and, in turn, achieving greater success.

Optimizing expenses means staying mindful of costs + redundancies after the initial contract approval. Never assuming your recurring invoices will be paid. Even if a company secures a great deal and isn’t adding new services, telecom management should never be left on autopilot.

If you haven’t revisited your billing and expense monitoring processes recently, it’s likely you could be overpaying for services that have changed in scope or relevant to your business.

We recently witnessed this firsthand with one of our clients who supplies electronics to the military and entertainment industries. Our audit revealed an unusually high number of providers and services—some no longer even in use—and uncovered overcharges on various services from those providers.

Believe it or not, billing mistakes are extremely common.

Telecom expense management can help companies with everything from errors in bill administration to optimizing their billing cycles. In addition to confirming proper billing, conducting a telecom expense audit can provide the further benefits of:

Eliminating redundant payments or identifying duplicate invoices
Ensuring services paid for are still relevant to business requirements
Preventing fraudulent vendors from invoicing for unrequested services
Confirming compliance with existing contracts and rate schedules
Securing refunds for overpayment as applicable

3 simple suggestions to unlock telecom savings

Understanding regular expense monitoring can be a challenge for companies already tasked with researching the best service pairings, at the right rates, for their business. However, we’re certain that carving out time annually to conduct a bill audit can provide benefit to your business.

Here are three suggestions that could help you get started with planning and executing your own telecom expense audit and possibly unlock opportunities for savings.

1. Conduct an Initial Bill Audit

Sometimes, the only way forward is straight through. Conducting an initial audit to assess your expenses—what they are and why they’re incurred—can set your team up for smoother cost management in the future.

An audit is also an opportunity to evaluate whether previously contracted services remain relevant to your business. Outdated products + services should be scaled back or removed. While mid-term contract renegotiations are rare, some providers may accommodate adjustments or allow changes to be scheduled in advance for the next term.

WHITECAP’s audits are done by experts specializing in business technology. Schedule yours today.

2. Document New + Changing Contracts

In many cases, multiple providers of technologies may be needed to effectively bolster employee efficiency and customer experience to drive revenue. Managing this can quickly get overwhelming.

Documenting exactly when service contracts are due for review or renewal is essential to ongoing expense management. While spreadsheets or checklists can be helpful with this, they can also become ineffective as expenses develop in scope.

To help with this, WHITECAP provides clients with an option to access a centralized database that maintains ongoing service contract information along with automated reminders that provide advanced renewal notice. This approach can give clients the organization and time they need to review upcoming payments and prevent extended contracts or unwanted auto renewals.

3. Negotiate, Negotiate, Negotiate

While rates may be firmly established for some vendors, others may offer additional savings for bundling services, transferring services from a competitor, or signing longer-term agreements at renewal. The outcomes of an audit may reveal ways to unlock new savings.

WHITECAP works as an agnostic advisor for telecom services for our clients, which means we can leverage our experience in contract negotiation with your existing providers for reduced costs, improved or added services at the same costs, or find alternative provider options that can save you money.

WHITECAP will optimize your telecom expenses

While telecom expense audits are valuable to any business, finding the time and the staff to manage (and maintain) a bill audit can be a struggle.

WHITECAP collaborates with each client to deeply understand their existing telecom setup and assess how a combination of better bill management and more effective technology utilization can benefit their company.

Get started by connecting with us and sharing your current telecom tech stack, demands, and budget. We’re looking forward to partnering with you!