Billing: Full Service

Our most comprehensive offering is our Full Service program.

Our most comprehensive offering is our Full Service program. Conexion handles all of the activities related to setting up your billing and accounts receivables. Conexion’s Full Service clients report cash flow increases of 10% or more!

Increase your cash flow, free up your resources. With this program your collected funds are wired into your operating account within 2 banking days after the draft date. Any delinquent accounts and member inquiries are handled professionally by our staff. Plus, your members can access and update their own billing information online. You receive easy-to-read monthly statements and accounts receivables reports, and you don’t have to deal with members face-to-face about certain financial issues.

You don’t have to hire additional A/R staff. When you use our Full Service program, we become your Accounts Receivable manager – and it’s our full-time job. That means we take over the management, supervision, posting and collection of your A/R functions so you don’t have to. And, you don’t have to hire more staff to follow-up on and efficiently recover your A/R – that overhead is eliminated.

Your members call us directly with any financial questions. You can instruct your members to visit our website or call our toll-free number if they have any questions about their membership account. That way, your club employees never look like the bad guy and can stay focused on their core competencies…while we handle the billing issues.

How does Full Service work?
Credit card charges are submitted on six prescheduled dates during the month. Conexion submits credit card charges in batches, and is then notified later the same day of all accounts that were declined.

We recycle any credit card declines. As a feature of our Full Service program, we will recycle those on our own, re-submitting on a 10 day cycle, up to three times during the 30 day window. Why do we follow this procedure? We have a proven, high percentage of recovery using this method.

When the third attempt is recycled, Conexion also sends a letter to inform the member that we are sending the third submission for the amount due plus the upcoming amount due. If we experience another decline after the third attempt, the account is pulled for collection follow-up. Often during this process, we receive phone calls from members trying to make resolution, which can effect the cycle of handling the member.

When notified of an ACH return, we automatically re-submit – at our expense. Typically, within 1-3 banking days after the draft date, we will be notified of all unpaid ACH payments due to “NOT SUFFICIENT FUNDS”. We have instructed our bank not to notify us of the initial notifications. They are re-submitted to the bank and we pay that re-submittal fee – it is not passed on to you.

Follow-up letter is sent after two returns. If the ACH has been submitted and rejected two consecutive times, the system automatically creates a letter that is sent directly to the member. That letter includes the assessment of a return item fee ($15) to the member, which is added to the member’s balance. The member is asked to contact Conexion directly to make payment arrangements. We also assign collection personnel to follow-up.

If the bank will not re-submit, we assign an agent to your account. On the ACH side, if a bank sends back an “account closed” or “authorization withdrawn” message, the bank will not re-submit. So, when we cannot collect on the account we have, a letter is automatically created to go to the member that requests the member contact us immediately to rectify billing arrangements. If we do not get a response to the letter, then the account is also pulled and assigned to a collection agent.

Our Full Service program enables you to:
- electronically submit data;
- eliminate manual auditing functions;
- access your records electronically;
- and save the time previously spent in copying your agreements; instead you maintain a copy at your site.

We reinforce the financial obligation with your members, so you don’t have to. Statistics support the claim that people will pay a financial institution more regularly than they will a health club or similar type entity. So, we send a welcome letter to your new members to reinforce the financial obligation they’ve made, summarizing their payment method, payment amount and obligation.

We generate ACH in advance of the effective billing date. To effect the most timely receipt of your funds, we comply with the Federal Reserve Board requirements for business to consumer transactions and an ACH file is generated and transmitted two days prior to the effective billing date. This process expedites our payment to you.

We don’t get paid if we cannot collect. If need be, we continue to call the member and send letters to follow-up on the account. We work together with these accounts because it is in our best interest to do so.

Data is input at the club level, and is submitted to us electronically. How efficient! Your staff has better ways to spend their time than faxing and mailing forms to us.