START-UP PROCEDURES

Please send Interstate Billing Service (IBS) your daily charges (invoices) by email to ibsdataentry@bibank.com or fax to (256) 260-1117. We accept invoices on your commercial business and professional accounts. These invoices will come from parts, service, rental, leasing, and in some cases, body shop.

A master list of all established customers has been provided to the appropriate personnel. This customer list contains the assigned IBS account number, status, name, address, sale limit, and phone number. The customer's IBS account number and per-invoice “sale limit” needs to appear somewhere on the customer account, and the account number must print on all invoice copies. The account number can be input anywhere on the invoice, as long as it appears in the same place consistently. See procedure 6 for details.

A letter explaining our service will be mailed from your office in your month-end statements to the customers. IBS will also send a letter from our office along with a change of address notification and credit application. A charge account has already been established for your existing active customers, but a completed credit application will ensure we have the most current billing information and sufficient available credit for future charges.

All invoice copies must include our remittance address. Invoices can be stamped with the stamp we’ve provided, or our remittance address can be added to your computer software so that it prints on every invoice.

Per-invoice LIMITS & APPROVALS: A per-invoice sale limit has been assigned to each customer's account. If an invoice exceeds its sale limit or the account is on credit hold, you must obtain an approval from us. Please go online to www.interstatebilling.net (you will need a username and password) or call IBS at (800) 223-9146 and press 1 for a sale approval. Please be prepared to provide the following:
1. Client number
2. Customer account number
3. Invoice number
4. CORE amount
5. Caller and extension
6. Amount of invoice
7. P.O. number
Service Department Only: You should request an approval for an ESTIMATE of repairs at www.interstatebilling.net. In addition to the information above, you will need the last six characters of the vehicle number, the unit number, the person who authorized work, and date of completion. Upon completion, please update the pending request at www.interstatebilling.net or call us with the final dollar amount of the invoice and invoice number. An approval is valid for 30 days on one invoice only.

All new accounts will require a signed credit application. A customer can go to www.interstatebilling.com to complete an application, forward a completed application to IBS via email to ibs_credit@bibank.com, fax to (256) 260-0046, or mail the application. We strive to process all complete applications within 24 hours, and the status of an application can be tracked online at www.interstatebilling.net. Once an application has been decisioned, we will notify your designated staff. However, we will not notify the customer if the application is rejected. If the account is approved, IBS will send a letter to the new account holder notifying them the account has been opened. IBS will send your office an email notification with the new account number and per-invoice sale limit. Please put the new customer number and per-invoice limit into your computer system so it will display on the screen. Accounts will be purged from our system if there is no activity within 12 months. Please note IBS does not notify the customer when the account is purged. Your inactive customer accounts can be viewed at www.interstatebilling.net.

Accounts can be put on hold for non-payment, over the credit limit, or lack of credit information. When this happens, we will notify you by email and it will be your responsibility to close the account in your system. After we receive payment or additional credit information, we will review the account to determine if it can be reopened. IBS does not notify the customer when an account has been put on credit hold.

You have a 120-day conversion period on all existing customer accounts. During this period, we ask you to assume liability for any charges made to the account. This only applies to your present customer base; any new account with an approved credit application will be our liability. You may also elect to transfer the account balances on your books (this is your “Transfer Balance”). IBS will collect on these transferred balances for 90 days from the purchase date, regardless of the age of the invoice when transferred. Any invoices still outstanding after 90 days will be charged back to the established reserve account.

If a customer disputes an invoice, we will send you notification of the dispute and you will have 30 days to resolve the situation. For credit due and offset situations, we ask that you resolve the issue within 10 days. If the situation cannot be resolved within the designated time frame, we will ask you to repurchase the invoice from us.