How do I set up paperless billing?
Your company’s Secure Account Manager (SAM) can enable paperless billing
through the "Manage Account" tab on the XTRA Lease secure website. If
you are the SAM, go to Manage Account and follow the prompts. If you are a
Secure Account User (SAU) and want paperless billing, please contact the
SAM for your account or your local branch.
Once I’ve set up paperless billing for
my account, how will I know when an invoice arrives that needs my payment?
The invoice alert is an email that notifies you when a new invoice is available
to view on the XTRA Lease website.
By default, if you are the SAM
for your account, you will automatically receive the invoice alert. If
you are a Secure User enrolled in paperless billing, go to the Alerts tab under
My Profile to opt in for alerts. A link to each newly posted
invoice .pdf is embedded in the body of the email and requires the secure user
to log in to view the invoice.
Do I have to receive your invoice alerts
if I don’t want them?
By default, the Secure Account Manager for your account automatically receives
invoice alerts when s/he signed up for paperless billing.
If the
SAM doesn’t want to receive the invoice alerts, s/he must assign another secure
user to receive them before the system will allow her/him to opt out. At
that point, the SAM may go to the Alerts tab under My Profile to opt out of
invoice alerts.
I don’t want to get an email alert every
time an invoice is posted. Can I set up a schedule or just turn the
invoice alert off?
At least one person, a secure user, in your organization MUST receive invoice
alerts at the time the invoice posting occurs. The website does not have
any features that allow users to turn off or schedule invoice alerts.
I work in a large national company that has
many accounts with XTRA Lease. I want the account(s) I use to have
paperless billing but Corporate doesn’t want to participate. Do all of
our accounts need to operate the same way for invoicing?
No. We can help any authorized secure user enable paperless
billing. Contact the Customer Connection Center (C3) and we can help set
up paperless for you.
What happens if I miss the alert?
Log in to your secure account on xtralease.com and go to your invoice
page. Invoices are accessible on our website for 24 months after
posting.
How soon after my invoice is generated
will I receive my invoice alert?
Invoice alerts are sent immediately after the system generates an invoice.
What are my options for how I pay my
rental/lease invoices?
XTRA Lease offers several ways to pay your invoices. You may:
Initiate an electronic funds
transfer (EFT) to Bank of America. We provide you our bank account
information so your bank can pay us electronically. Please ask your
account manager to help.
Send a check to the address on
your invoice by U.S. mail.
Set up an ACH process. You
provide us your bank information and authorize XTRA Lease to automatically
withdraw your scheduled payment to Bank of America. Please ask your
account manager to help with the set-up process.
I want to set up subscriptions to
receive customized Invoice Reports by email, so I don’t have to recreate
them. What do I need to know?
First, review the Report Center User Guide you’ll find on the first Report
Center screen. It provides a step-by-step tutorial for how to use the new
features. Then as you set up your subscription, keep in mind how you might use
each of the reports:
|
Report
|
Use
the report content to:
|
|
Invoice Detail
|
·
Enter invoices into your
accounts payable system
·
Obtain approval for invoices
from management
·
Compare to other customer
documents such as bill of lading, delivery tickets
·
Analyze spending categories to
review customer profitability
|
|
Invoice Summary
|
·
Prepare a budget analysis for
capital planning
·
Monitor budget against spending
for a selected timeframe
·
Review total spending by cost
center, location, product line or accounting center
|
|
Customer Statement
|
·
Monitor outstanding A/P status
and balances
·
Validate your payment history
·
Obtain a central review for
selected account numbers(s) and monitor delinquencies by cost center,
location or accounting center
|
|
Rental and Lease Activity
|
·
Quickly assess current active
inventory of rentals and leased trailers
·
Analyze rental patterns for
fleet planning and budgeting
·
Evaluate fleet mix comparing
rental to lease to owned equipment
·
Evaluate and compare
geographic/location rental patterns; compare to customer requirements
|
|
Licensing, Maintenance and Trailer
Locations
|
·
Proactively locate and schedule
trailers for preventative maintenance
·
Schedule license renewals
·
Ensure CARB compliance on
reefers needed for California freight
|
|
Trailer Types and Specifications
|
·
Evaluate use patterns by
specification and type
·
Match specification, e.g., door
type, liftgate to customer requirement
|
Who
do I call if I need help with my report favorites or subscriptions?
Start with the branch where you picked up the trailers. The XTRA Lease
branch employees know how to walk you through the website and report center
features to ensure the data you’re looking for is there. Or you can
contact our Customer Connection Center at 844.546.9872.
Do all secure users at my company have
access to the three invoice reports in the Report Center?
No. Only secure users with permission to view invoices can access those
three reports.
Is there an additional cost for this
service?
No. The Report Center features are
added-value services we developed to help you have more tools for operational
efficiency.
Will I receive a monthly statement email
showing my payment history and account balance?
No, you will not receive an automated monthly statement email. However,
you can create a report favorite and set up a subscription for the Customer
Statement report.
Can I receive your paperless billing
alerts and also still have a paper invoice mailed to me?
No. Invoice alerts distribute only to our customers who signed up for
paperless billing.