Got Billing Questions?
We’re here to help!
The information on this page will help answer questions you have regarding our billing process. From key services we offer to general FAQ’s, you will find a variety of available resources below to help with any questions you may have. For additional assistance, you can also contact our Client Care Support team.
Go Digital with Electronic Billing
There are many benefits to switching from physical to digital billing, such as reducing global waste contributions and sharing information within your organization efficiently. Sign up for Paperless Invoicing today!
Access Classic | Services Portal
Access Classic | Services Portal is your portal where you can access tools to better manage your records, request service or materials, and generate reports and insights about your collections stored with Access.
- Don’t have an Access Classic account? You can submit a request to our Client Care team for access.
- Login to Access Classic | Services Portal now to view your invoice details.
Explanation of Terms
- Client Information: Name, billing address, and contact name
- Service Billing Period: The date up to and including which items are billed
- Date: Invoice date
- Invoice Number
- Customer #: Assigned account number to include on payment
- PO #: Purchase order number if provided by the client
- Total Amount Due: Monetary amount needed to provide payment in full
- Total Enclosed: Actual amount sent by the client (manually entered by the client)
- Remit To: The Access postal address to which payments are to be sent (plus, reminder to include invoice # with payment)
- EFT Remit To: Instructions on how to arrange EFT or credit card payments
- Invoice Headers:
- Qty Items – Boxes (actual count)
- Service Description – Container type, or service provided
- Quantity – Total cubic footage per container type or number of items provided
- Rate – Storage rate per CF for number of days in billing period or price per service type
- Tax – Y/N indicates if tax is applicable
- Fee – Line item total billed
- Storage: Lists pro rata amount, then reflects storage for the listed billing period by container type
- Service: Lists billable services provided to client during the billing month
- Supplies: Lists any supply items provided to client during the billing month
- Transportation: Fuel surcharge, plus transportation charges, incurred during the billing month
- The Bottom Line:
- Subtotal – Total billable amount before taxes
- Tax – Total taxes charged on invoice
- Invoice Total – Total billable amount including taxes
- Terms & Conditions: Contains specific details regarding general Access policy for services provided
Please refer to the ‘How to Read Your Access Invoice’ guide which explains in more detail how Access bills for storage by cubic foot.
Quotes for services are provided upon request, or you may also reference your annual price list.
Access invoices are based on a 30-day storage month. This means that your rate will fluctuate slightly depending on the number of days in the billing period.
Late fees are applied to balances 60+ days overdue. The percentage of the late fee is determined by what was mutually agreed upon per your contract.
| Service | Definition |
|---|---|
| Access Classic | Services Portal |
We have and will continue to invest capital into the Access Classic | Services Portal. The platform allows clients to manage their program effectively with access to analytics, inventory management, service requests, and reporting. |
| Access Storage Container | This is a standard price per individual box purchased from Access. |
| Add New File |
For sending an individual file to Access for storage, including open-shelf environments, adding a new file to the existing database, and requesting a non-indexed file. |
| Administration Charge |
A service provided to all accounts for Authorized User maintenance, inventory management, and administrative services associated with account management. |
| Breach Services – Access Premier Protect & Notifi |
Provides protection in the event of a cyber incident by accelerating response times and supporting regulatory disclosure requirements. |
| Delayed / Late Fees |
Covers the cost of additional work related to invoices not paid on time. The intent is to encourage timely payment, not penalize. |
| Dock Access | Reserving dock space and time for large inventory transfers. |
| File Tracking |
Covers the management and tracking of file-level inventories. Tracking is required regardless of file location to maintain chain-of-custody. |
| Fuel Surcharge | The calculated cost of fuel used while providing services. |
| Information Security Surcharge |
Provides continuous monitoring of regulatory changes and includes certifications such as PRISM Privacy Plus and NAID AAA. |
| Minimum Monthly Storage |
Covers baseline service levels and fixed support costs, regardless of the quantity of records stored. |
| Minimum Work Order Charge |
Applied when a service order does not meet the contractual minimum, excluding transportation charges. |
| Price Adjustment | Annual price adjustments governed by contract terms. |
| Permanent Removal |
Removal of boxes associated with an account, including shrink-wrapping, palletizing, and coordination with new or competitive vendors. |
| Transportation Services |
Use of vehicle capacity, preparation, loading, and delivery. Includes transport to shredding facilities for archival destruction. |
| Wait Time (Minimum ¼ Hour) |
Assessed when client-caused delays prevent couriers from performing services. Billing begins 15 minutes after arrival and ends when work can resume. |
| Work Order Entry Fee |
Applied to work orders entered via Client Care. Does not apply to orders placed through the Services Portal. |
Still need help? Reach out to our support team and we’ll help you resolve your issue.