Modern day fax machines are known to use a phone line or email server to transmit messages from one machine to the other.  Would you believe that the first fax machine was invented in 1843--- 33 years before the telephone was even patented and over a century before the personal computer?

Alexander Bain, a Scottish inventor, patented the first fax machine, known then as a facsimile machine, in 1843.  The first machines used electric wires, similar to those used to send telegraphs, and clock mechanisms to transmit data from the sender to the receiver. Although revolutionary at the time, the first fax machines were bulky, inefficient, and not user friendly. They also produced poor quality images. After Bain’s initial model, several other inventors are credited for improving the fax machine and making it as innovative as it is today.

It wasn’t until the late 1960s- when faxes were sent over phone lines- that the concept really took off.  By the early 1970s, the number of fax machines in the United States had reached 30,000.  Between 1973 and 1983, that number jumped to 300,000.  By 1989, there were 4,000,000 fax machines being used regularly across the US.

Fax machines are still used in the everyday business environment.  Although they are being replaced by internet-based options, they still hold many advantages.  For example, they are strongly favored for legal documents due to their ability to transmit sensitive material that is not necessarily as secure when using the internet. The modern day fax machine is multi-functional- its capabilities include faxing, scanning, copying, and printing.

Improperly managed invoices can result in extra charges and unnecessary expenses.  Here are six tips on checking your invoices to help you start the year off right.   

1.      Check the Print

Misplaced decimal points, typos, incorrect sub-totals, and mistaken quantities can add up to a lot of money in additional charges for any business or organization.  Make sure you are paying the total amount due, not the unit price for the product or service.  Some companies offer discounts or penalties for payments remunerated along an extensive timeline.  Note the dates and prices correlated with this timeline.  The highest amount is not always the actual total due. 

2.      Late in the Game

Mismanagement of invoices can lead to overspending through expensive late fees and high interest charges.  To assist in proper management, make sure the due date of each invoice is clearly marked on a calendar (unless bills are paid upon receipt).  Provide sufficient amount of time for mailing and processing to avoid missing the due date.  Monthly invoices should be recurring items on your calendar with an easy addition for those claims that are irregular such as equipment repair invoices.

3.  Early to Rise

Take advantage of early payment options if the discount offered is greater than the capital gained from interest baring accounts.  Many companies offer this incentive to avoid late fees on their invoices due for the services they provided your organization. 

4.  Don’t pay Twice

Misplacement of invoices can result in duplicate billing, or other penalties.  It is imperative to properly organize bills and keep them in order.  Once payment is made, make sure the following information is appropriately tracked: check number, amount paid, associated reference number, and date paid.  The same information should be noted if payment is organized in a spreadsheet or with digital software.  If paper files are stored, attach a copy of the payment (check) to a copy of the original invoice and follow up by attaching the payment receipt if one is received. 

5.  The New Age – Tech Savvy

Lacking a proper online-bill-pay method can increase expenses through supplies and postage costs.  Some companies send both electronic and paper bills, some only send one.  Beware of duplicates and make sure cleared invoices are properly marked to avoid double payment.  If the majority of bills are organized online, don’t set aside paper payments that come via mail.  To eliminate confusion and unpaid bills from being misplaced, make sure all online invoices are sent to the same email account or direct checking account.

6.      Press 0 for the Operator

When uncertain, get on the phone and ask questions.  This might seem like a waste of time, but if this process brings clarity, it is worth the investment.  Note names of individuals you speak with for later reference if questions surface again. 

Careful review of each repair invoice can help to detect overcharges, billing errors, and duplicate invoice numbers.  Find a system that works for you and be aware of these mishaps to avoid unnecessary expenses.  Check invoices twice, pay them once, and save money!