The biggest potential cost savings in your office is sitting on your desk waiting to be added to your bottom line, not the phone company’s. A careful audit of your phone bill could save you thousands of dollars every year…and it doesn’t have to cost you an extra penny.

So how do you go about securing this money-saving assessment now?

First of all, time is of the essence. You may only be able to recover overpayments for 12 months even though you’ve been paying those overpayments for years. That’s unfortunate, but regardless, in today’s economic climate, all savings are valuable.

Still, you may find yourself thinking “I don’t have time to audit phone records! I don’t even know how!” Rest assured, you are not alone. After all, who really has the time to start an audit in this market? You have calls to make, ever-changing guidelines to follow, and customers to help.

That’s where professional telecommunications consultants can help. They will employ the following techniques and more, at no upfront cost to you. You are probably wondering where the catch is. Why would a company audit your phone records for free? Because ultimately they will share a percentage of any savings they can find for you. That means the more they find… the more you save!

These are just a few tips you can use to put thousands of dollars back into your budget, not your phone bill.

� Knowing your phone bill leads to quick refunds and credits.
Check each line of your invoice. Make sure you know what the charge is for and that it matches the terms of your contract. (You’ve read your contract, right?) Mistakes happen. Also, confirm that all services are actually working in your location. Look for voicemail that has never been activated or lines that have never been connected. This may result in a prompt refund or credit to your account.

Have you recently moved or changed your service provider?
Check your bill. Forgot to disconnect your old lines or services? The phone company may not do it for you, even if they install your new lines. It is a common mistake.

Are you charged twice for services?
Carefully review all your bills to make sure there are no duplicate charges for long distance calls or other services. Comparing multiple invoices side by side will help you spot any anomalies.

� Check your taxes
Are you outside the city limits but are still being charged city tax? This happens more often than you think. Are you being billed correctly for all taxes and fees? Ask your provider. Tip, the amount of tax should emulate the amount of analog lines. For example, FAC charges should equal the number of lines, unless you have a T1.

� Check late fees.
Are you paying on time but still being charged a fee? Check your expiration date.

But what can you do if you find discrepancies on your phone bill? Consider the following:

� Don’t be afraid to challenge service charges
If it’s hard for the phone company to determine who ordered questionable service, they’re more likely to give you a refund. Don’t be afraid to ask, “Who ordered this service and on what date? Can you fax me the contract?” If they can’t produce a contract, there probably isn’t one.

�Be confident when requesting a refund.
If you are confident and clearly state that you expect savings in the form of a refund or credit, most of the time you will receive one. Never accept “No” from a person who does not have the authority to say “Yes.” Ask for your superior. Keep in mind that even if you are 100% at fault for a costly mistake, you still need to apply for credit. You can get one.

The next step to making sure you’re not wasting your hard-earned money on services you don’t need is to determine your true service needs. Consider the following:

� How Many Phone Lines/Trunks Do You Really Need?
A quick indicator is that long distance only appears on a few lines. But, only a traffic study carried out by your provider will give you the real answer. You may be able to save thousands of dollars simply by reducing the number of lines you currently have.

� Ask if your phone company offers a “utility” line?
Typically used for faxes, modems, alarms, and elevators, these lines don’t offer many features, but are typically half the price of a regular line.

� What are your data needs?
Ask your provider for a traffic study. If you have T1 data, consider upgrading to higher bandwidth DSL or Ethernet and save up to 75%. These usually have a long history of reliability. If reliability is paramount, combine DSL circuits from 2 different providers or cable companies to double your bandwidth and reliability.

If you’re worried about making a change to your phone service because you’re locked into a contract, consider that even with an early termination fee, you can still cut costs even further. Keep the following tips in mind when dealing with your provider.

� Knowledge is power.
Armed with the knowledge of your true data and dial tone requirements, your provider will take you more seriously when you tell them they are buying.

�Make sure you understand your contract:
Don’t be surprised if your provider says, “Sorry, but you have 12 months left on your contract with an early termination fee of $7,200.” Familiarize yourself with their contract and check how they arrived at their numbers. How much service can you disconnect without incurring a charge? Be sure to emphasize that you are trying to work with them, but the market is forcing you to explore options.

� Explain the changing dynamics of your office.
If your office is half as staffed as it was a year ago and has a full voice T1 (24 channels), see if they’ll let you rehire for 12 trunks or less. This can save you up to 50%. Ask if this is the best deal they can offer.

Finally, when you’ve reviewed your bills, determined your true needs, and secured all refunds and credits, you can be ready for new services. Before signing up for any new service, please consider the following options carefully.

�See your options.
New services may be available in your area at a lower cost.

� Find a consultant whose fees are based on actual savings.
In many cases, the best value services don’t sell simply because they pay a very small commission for the same amount of work for the service provider’s agent. But telecom consultants will be aware of these little-known programs and can secure additional savings for you. Those who save you the most earn the most, so they will work hard to get you the best deal available.

� Be selective when choosing a consultant.
Ask for referrals and don’t pay a dime until the promised savings are verified in writing and match the rates on your new invoice. This may take a few months, but most reputable consultants will agree.

This may seem like a lot of work, but you don’t have to do it alone. A professional telecom brokerage and consulting company can save you the time and headache of doing this on your own, while keeping your money where it belongs…in your pocket.