In order to maintain accurate billing records with your carrier, always strive to correct all discrepancies found - including underbilled items - as soon as you find them. Failure to correct all billing errors immediately makes it more difficult to make changes or report trouble later since these items may not appear on your accounts' customer service records at a later date.

Telecom billing errors can be intermittent or recurring. For non-recurring errors, you will need to submit all overbilling claims with specific items that are identified and documented. For recurring items, document each discrepancy and submit claims for complete correction of each account. All but minor claims should be submitted in writing.

A 6 Step Process For Submitting Claims

1. Call the carrier or vendor to verify a contact person. Always verify a specific contact person by name to send error reports. You should get a fax number or e-mail address of the person who will ultimately have the ability to resolve your problem. At the top of your cover letter, simply include: ATTN: [the contact name]

2. Compose a cover letter that identifies the essence of the claim. The cover letter is the document that will list all of the specific billing errors that need correcting. Unless the claims are interrelated, it is a good idea to include one billing account per cover letter. This will avoid confusion and allow the carrier contact person to focus on one account only.

3. Attach an itemized detail sheet. The detail sheet should include such things as: the billed account name, phone number(s), date, item, rates, number of months error has occurred, monthly charges, the adjustments due, etc. Be as specific and detailed as possible when documenting the errors and any adjustments you feel are due.