Why You Need to Move Your Utility Billing System to the Cloud

Today, many software services are migrating to the cloud to take advantage of improved efficiencies, streamlined operations and cost-cutting. By storing and accessing data in the cloud, businesses can benefit in a variety of ways.

One popular example is cloud-based billing, which is a software-as-a-service (SaaS) that helps businesses, companies and governments manage their billing, invoices and payments using software hosted on the cloud. The cloud infrastructure allows users to access services anywhere, anytime. Overall, cloud billing is an efficient, adaptable and dynamic way for businesses to handle their billing needs.

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The Advantages of Cloud-Based Billing Systems

There are various reasons why many companies are shifting to cloud solutions. Here are some of the primary advantages of cloud software that make migrating your billing system a worthy investment:

• Cost-effective: Cloud infrastructure provides a cost-effective option for hosting and providing utility billing services. Your municipality does not need in-house servers or hardware, which can be expensive to buy, set up and maintain. In addition, hosting your system on the cloud eliminates the need for IT staff to monitor or manage servers.
• Enhanced security: Your business data needs the highest levels of protection from threats such as cyberattacks. Reputable cloud service providers offer robust security for their clients. Software hosted on the cloud is generally updated regularly with the latest security patches. You can also get backup and recovery plans. Combined with proper user access controls and other internal measures on your municipality’s end, you can build a highly secure billing system.
• Unparalleled accessibility: Employees can access cloud-based systems from anywhere using any device connected to the internet. This access enables teams to collaborate at any time and allows for real-time updates. As a result, your team can promptly address issues as they arise.
• Flexibility and scalability: Cloud-based billing systems allow you to scale up and down without additional long-term costs. In addition, they provide customizable billing cycles, payment options and pricing models to meet the expectations of various customer segments.

Moving From a Traditional Billing System to a Customer Information System

Today, utilities are transitioning to multi-utilities, creating the need for deploying customer information system (CIS) billing. CIS billing systems are different from traditional databases. Information on a CIS is segmented, centralized and unified, giving users quick access to any block of information without separating it from the total mass of data. 

Common functions of a CIS include the following:

• Accounts receivable
• Billing
• Calculation of tariff plans
• Connecting, suspending or disconnecting service
• Customer communication
• Meter reading management

Modern utility customers expect the same level of convenience and satisfaction from their utility providers as they do from other service industries. Ultimately, changes in consumer demands mean providers must keep up, or they may experience increased complaints and churn. CISs can enhance the customer experience and boost efficiencies while empowering internal staff with a simpler, data-driven user experience.

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How to Successfully Migrate to the Cloud

Embarking on company-wide cloud migration is a simple process if you follow the right procedures and consider key essential factors during the transition. These steps can help you navigate the cloud migration journey for your utility billing system:

1. Consider Cloud Software Options

Moving to utility billing cloud software starts with a decision — which cloud management system will you choose? As you browse your options, look for features and functionalities that resonate with your municipality. Additionally, be sure to assess integration possibilities — such as with your existing accounting software — so you can get the most out of your new system. The point of cloud billing management is to make your billing process easier, so make sure you choose a software that does so. 

2. Ensure Compliance and Data Security

Prioritize compliance and data security from the start. A service provider with robust security features will ensure your data is safeguarded. Some security features to look out for include two-factor authentication and encryption. In addition, ensure the provider complies with all relevant laws and regulations.

3. Plan the Transition

Once you have identified the right system for your organization or department, you need to plan the shift from manual or on-premise billing to your new cloud billing management system. A solid plan will ensure you have a smooth transition with little or no interruptions. 

Start by backing up your existing data as a precautionary measure in case something goes wrong during the migration. Have a plan for how the data will be transferred from the existing system to the new cloud-based software. Ensure you clean the data before transferring it to the new software, such as by archiving old records that are no longer needed.

Additionally, prioritize training. Ensure all staff that will use the system are trained on how to do so. Users should have a solid understanding of relevant features to maximize efficiency and productivity. This training should be ongoing to help your team adapt to new updates or system changes. Be sure to ask your software provider about their training capabilities.

Set key performance indicators (KPIs) that will be used to evaluate the new system. These KPIs will allow you to track and monitor the system’s performance and help identify areas that need improvement.

4. Assign a Migration Architect 

Choose a qualified professional to oversee the transition to the cloud infrastructure. Depending on your organization, you may select several individuals from multiple departments to supervise the migration. Altogether, you want to ensure the migration process has a dedicated person or team overseeing it to increase the chances of a successful transition.

5. Prioritize Component Migration

Identify components that should be given priority during the migration. Conducting a risk assessment can be beneficial to help you locate components that may disrupt service if they are not prioritized in the transition. Working with your service provider to gain expert advice and insights can make a significant difference in component migration.

6. Test the System

Test the system to ensure all integrations with other applications or systems work smoothly. Developing test cases based on different real-world situations — such as a customer billing communication test or a billing cycle automation test — may help you confirm system functionality before your team fully deploys it and completes the transition. Conduct the tests with all relevant stakeholders to make sure the solution works as expected and everyone is on the same page.

7. Complete the Transition

Engage your service provider to create a deployment strategy that minimizes interruptions and delays. Once the transition is complete, partner with your provider for ongoing support so your business can receive assistance if issues arise. Additionally, your provider should help your team with any problems or questions they encounter.

Partner With Muni-Link for Cloud Billing Solutions

Moving your municipality utility billing system to the cloud will offer your teams unlimited access to a centralized system, ensuring you can provide services and access data from anywhere at any time.

Muni-Link is a comprehensive cloud-based utility billing system for cities and towns. With streamlined payment collections, real-time service tracking and numerous other benefits, your municipality can provide residents with the most intuitive and easily accessible interface for utilities. Internally, your team will benefit from being able to access the system from anywhere, and we provide individualized attention throughout our implementation process and post-implementation support to ensure the transition goes smoothly.

Want to learn more about how Muni-Link can benefit your utility services? Book a demo with our team to experience our cloud-based CIS firsthand.