All payments reporting systems are not created equal. Choose one without the following “must have” features and you won’t make the same mistake twice. 

When you evaluate any reporting system capability, reference this list, and test out the performance of these five functions. If they meet the requirements below, only then should you keep that service provider in the evaluation stack.

The 5 features you should seek out without compromise are:

The ability to schedule and automate reports.

Why it matters:

• Daily and monthly account reconciliation is already an arduous process.
• With pre-scheduled reports that are auto-delivered, including fields that are customized to produce only the accounting data necessary, you can save hours of staff time simply by working smarter.

The ability to modify/delete reports at any time.

Why it matters:

• A payment reporting system is only as valuable as it is flexible.
• The ability to modify a report means there is less information for those relying on the report to wade through.
• It can be pre-structured and scheduled at a timeframe and in a format that complements departmental workflows and processes.
• Moreover, the ability to delete previously scheduled reports is a simple but often overlooked feature. Who wants to unintentionally spam their organization with automated reports that are no longer needed?

The ability to look up previous payments on a consumer level.

Why it matters:

• This feature can be a major time saver for your front desk clerks and also for consumers.
• With it, a consumer can quickly access his or her payment history municipality-wide (even if payments were made at different bureaus). This information can be obtained with one of two account identifiers, either the payer’s last name and last four digits of card number used, or the full card number/checking account number used.
• The feature expedites what can otherwise be a long and manual process, contributing to the long lines and crowded lobbies that government bureaus want to avoid.

 The ability to track ledger activity with line item detail to prove and collect on interest fees.

Why it matters:

• Consider how many transactions your government bureau can process in a given business day. For property tax offices, daily transaction volume can easily exceed four million.
• How are you tracking missed payments and ensuring you are capturing the appropriate penalty fees?
• A ledger report can be a powerful tool not only to flag missed payments, but also to serve as proof of record, making it easier to collect these payments as well as their accrued interest.

 Role-based permissions to control report access.

Why it matters:

• By tailoring reporting system access to the unique business needs of an individual staff member, you are demonstrating best business practice in protecting consumer data.
• You are also making it more efficient for your accounting staff to drill down to the information they need to accomplish their reconciliation work.
• In addition, you are implementing a system that accounts for quick and efficient updates during staff turnover.

The strength and capability of your reporting system matters. It impacts the effectiveness of your office workflow, employees’ time, the money your bureau brings in, and the quality of service you provide your constituents. If your current payments processor isn’t providing you with the reporting tools you need, it may be time to consider other options. Want to learn more? Talk with one of our payments experts today.