IT MAKE SENSE TO ENGAGE UTILITY AUDIT SERVICES?
are no guarantees that our review will produce dollar results. However
, it is a fact that 90% of our clients have saved money with our
DO I NEED AN AUDIT OF OUR UTILITY AND TELECOM INVOICES?
Utility and telecom costs are a major expense for most
companies and subject to error. Utility and telecom invoices are
not easily understood. GRP Services has the training,
experience, and knowledge (i) to evaluate invoices, (ii) track cost
trends and competitive rates, (iii) to understand industry jargon, (iv)
to save you money, and (v) to deal with utility and telecom
BENEFIT SHOULD COME FROM AN UTILITY AND TELECOM AUDIT?
The benefit would be the recovery of funds from over
billing and cost reductions, which are both high in number and dollars
according to industry experts and governmental agencies.
Conversely, if your billing are found to be free of errors, etc. you
will receive the satisfaction that your internal surveillance and audit
procedures are functioning. Moreover, your staff will have a
better understanding of your utility and telecom invoices.
LONG WILL THE AUDIT TAKE?
A progress report as to the findings of the audit will
be issued within 4-8 weeks depending upon the response time of the
providers to pertinent inquires. Within 10 weeks, a report will
be issued detailing our finding, conclusions, savings, and matters
SHOULD I USE GRP SERVICES RATHER THAN ANOTHER UTILITY CONSULTANT?
Other companies simply offer advice to their clients
on a one-off basis, whereas GRP
Services manages all of your utilities for you — we remove the
hassle. We also continue to ensure that you are getting the best deal
possible after the initial audit.
HAPPENS IF I AM TIED INTO A CONTRACT WITH MY UTILITY SUPPLIERS?
We will check your contracts thoroughly and establish
- you are getting value for money, and
- the supply contract is fair to you.
Should either of these not be the case,
we shall endeavour to find a legitimate way out of your existing
contract. We will then recommend a more suitable tariff and/or provider
for your needs.
While waiting for your supply contract to come to an
end, we can save you time and money by carefully checking your utility
bills and negotiating rebates with suppliers who have overcharged you.
We can also help you to accrue accurate figures by locating
undercharges. This can avoid unpleasantly large, unexpected bills at
the end of your contract, as the supplier catches up on any substantial
IS COVERED IN THE AUDIT THAT GRP SERVICES PERFORM?
The main objective of a GRP Services analysis and
audit is to identify possible cost savings in your water, gas,
electricity and telecom costs. Among other things, your audit will
- Identification of any errors in your utility
- Examination of your existing utility costs
and contracts to see if they are offering you the best value for money.
- Analysis of your current tariffs, to
ascertain if they are the most appropriate for your organisation.
- Consideration of alternative suppliers, with
a view to securing better value for money in light of your
- Identification of more efficient ways of
running your utilities that would generate net cost savings.
A fully comprehensive report is submitted to each new
client, giving expert recommendations as to where your savings can be
made, and how substantial those savings will be.
At this point, you are entirely free to pick and choose which
recommendations you wish to have us implement. You are also under no
obligation to accept any of them, if you wish.
THE AUDIT AFFECT OUR RELATIONSHIPS WITH OUR TELECOMMUNICATIONS SERVICE
GRP Services recognizes that your relationships with
your service providers are important and therefore we do our best to
handle the Audit in a manner that is both cordial and diplomatic. If we
establish a good rapport with your service providers, this enhances the
Audit process and increases the likelihood of success.
Utility Service Providers are aware of the problems
with their billing systems and know that errors may exist. Most utility
company have a separate department to handle Auditors requests and
claims. In the case of long distance voice and data services and
cellular service, many of these may be uncooperative at first. If the
potential for a significant refund is uncovered, we may need to enlist
your support with a meeting or conference call to encourage their
SOMEONE IN OUR ORGANIZATION IS ALREADY WORKING ON OBTAINING A REFUND,
IS THERE ANY POINT IN GETTING GRP SERVICES INVOLVED IN THOSE
When we begin the Audit, you can identify any refunds
already being worked on by your in-house staff and we will agree not to
work on the same items. However, you may wish to consider that our
Auditors have many years of experience in negotiating refunds. It is
likely that we can get back more money than someone in-house may agree
upon. Even if you decide to continue to pursue these yourself, there
may be a benefit to letting us review the outcome before you reach a
final settlement, as a further refund is often possible.
FAR BACK DOES GRP SERVICES NEED COPIES OF OUR BILLS?
To begin the audit, we just need one recent,
representative month of each bill. You can give us the originals, which
we will return, or photocopies. If you like, we will come to your
offices to make the copies. While we begin with one month’s bills, we
may wish to look at additional bills. Do not discard any old bills,
contracts or records while the audit is in progress, since they may
provide evidence of how far back a billing error goes. Your Utility
service providers seldom provide past bills or if they do there is
often a substantial charge for them, so keep your own records archived.
IF GRP SERVICES FINDS EVIDENCE OF INCORRECT BILLING WHERE WE HAVE BEEN
While overcharging is more common, there are some
instances where your service provider may be undercharging. If we
discover this, we will point it out to you and you can decide whether
or not to have it corrected. If you do this, you may minimize the
chance for retroactive billing. If you do not correct under-billing and
your service provider discovers it, they may be able to bill you
retroactively unless your contract with them specifically prohibits
FAR BACK WILL THE TELECOMMUNICATIONS SERVICE PROVIDER GO WHEN ISSUING
Each state Public Utilities Commission has established
guidelines for how far back a refund may be issued. In most states the
Statute of Limitations is six years, even if evidence that the billing
error existed for a longer period of time can be demonstrated. If no
documentation can be provided, the maximum credit is typically two
years. Some telecommunications service providers are now limiting their
liability by inserting clauses in their contracts that you are
responsible for reviewing your bills as you receive them and that they
will not issue refunds for incorrect billing going back beyond six
months. Try to have this restriction eliminated from any of your
If you are a large customer (over $50,000. of billing
per month) your service provider is more likely to provide refunds back
beyond the 6-month period, regardless of what is in your contract. If
your organization’s procedure is to confirm the addition or removal of
telecommunications services in writing, save copies of these letters,
forms or e-mails as they may provide valuable evidence that can support
our claims for incorrect billing, particularly in the case where you
are being billed for a service that you had requested be discontinued.
Without any written evidence, how far back a credit will go often
depends upon a negotiation process that we go through with the service
provider. Our experience is brought to bear in negotiating for the
maximum amount possible.
CAN WE GET AN ORGANIZED DATABASE OF ALL OUTSIDE LINES AND THE
ASSOCIATED CIRCUIT NUMBERS THAT ARE USED IN OUR ORGANIZATION?
While we compile some of this information as part of
the audit, a database of your circuits is not a by-product of the audit
since there is considerable additional effort involved on our part in
developing the circuit list into a useable format. Once the audit is
complete, we can propose to develop the circuit database as a follow on
project, using the information we have collected.
IF WE DON’T HAVE COPIES OF OUR BILLS READILY AVAILABLE?
If you cannot provide us with bill copies, it may be
possible for us to obtain bills directly from your service providers if
you give us your account numbers. This can often take some time and
there may be an associated charge.
WE RECEIVE OUR BILLS ON ELECTRONIC MEDIA (CD-ROM) DOES GRP SERVICES
NEED THIS AND DO YOU STILL NEED THE PAPER VERSION OF THE BILLS?
While the CD-ROM version of your billing can be
helpful in the Audit process, we also like to receive paper bill copies
which can contain information that may not be on the electronic
version. It is also easier to miss errors when using the CD-ROM vs. the