Information Technology, in coordination with Public Works, has recognized the importance of an improved On-line bill presentment and payment solution.
Our current solution, Citizen Access (CA), is part of our enterprise software solution from Harris Computer Systems. Our vendor is moving away from this outdated platform and standardizing on 2 solutions for payment processing. Invoice Cloud is one of the options. The current process is divided into three parts: Customer Portal (CA), customized credit card gateway, and a 3^rd party credit card payment processor. The proposed Invoice Cloud On-line Solution provides this service in one bundle with all of the features necessary for an easy to use and secure online payment center.
Public Works recently went out to RFP for an online customer self service and water usage analytics platform for their utilities customers. WaterSmart was selected to provide customers with user-friendly on-line access to their statements, consumption, and service information. Invoice Cloud and WaterSmart have developed a unique Single SignOn that leverages the strengths of both platforms. WaterSmart will provide an on-line payment option directly linked with Invoice Cloud. The result is a seamless integration between WaterSmart and Invoice Cloud.
In 2018, Public Works paid approximately $157,989.47 in credit card processing fees for on-line utility bill payments.  Invoice Cloud is a SaaS solution (Software as a Service) providing enhanced citizen on-line access to account information, secure on-line payment options, and full credit card processing services in exchange for industry standard credit card processing fees. Invoice Cloud Services will replace our existing credit card processor at an estimated annual cost of $157,257.78   In addition, implementing Invoice Cloud is a critical step in moving towards “paperless billing” which ultimately will save money through reduced printing costs.  Infocloud was selected based on previous selection criteria in the Watersmart RFP and it's compatibility with Watersmart and Harris Computer Systems. The Invoice Cloud Services represent an annual cost savings and added value to both Public Works and our citizens.

Harris Computer Systems is proposing this solution as an amendment to our Master Agreement between Harris Enterprise Resource Planning and City of Billings, MT. Some of the highlights of the Harris/Invoice Cloud integration include:

• Expanded Payment Channels – EBPP/Mobile/IVR/Pay by Text/Kiosk/POS
• Payment Processing/Remittance Data (Near Real-Time Updates to Utility Billing)
• AutoPay Settings
• Supports Paperless Billing
• Real time Account Balance

 
Invoice Cloud reduces our annual credit card processing fees, enhances our customer’s on-line access to information, and provides a user friendly on-line payment portal.  This will result in a very visible improvement in our city website, increased customer satisfaction, support for future paperless billing, and higher adoption rates of electronic payments from our customers. 
 

City Council may:

• Approve the Invoice Cloud Services with an estimated annual cost of $157,258; or
• Disapprove the use of Invoice Cloud and provide guidance to staff.

Public Works paid $157,989 in 2018 to US Bank for utility on-line payment credit card processing fees.  The Invoice Cloud Solution will provide enhanced on-line services and replace the credit card processing services provided by US Bank at an estimated annual cost of $157,258 which represents a savings of approximately $731/yr.
 

Staff recommends that the City Council approve the purchase of Invoice Cloud Services through Harris Computer Systems.