Doug Baldwin once said, “Change is inevitable, and change will always happen.” Life changes constantly occur, as are the challenges people face when they need to deal with bureaucracy and documentation.
With hundreds — or even thousands — of client details on your database, it can be difficult to determine which ones are up-to-date. Has a client recently gotten married and adopted their partner’s name? Have they switched phone providers and changed their number? Has their credit card on file expired?
Your billing department will have no idea about these changes until a transaction fails and your client is inconvenienced. You shouldn’t wait until you cannot collect payment and then contact your client about what went wrong.
Instead, you must be proactive in maintaining and updating billing information on file.
Why Companies Need Updated Credit Card Information
To Collect Payment
If credit card information is up-to-date, establishments, organizations, and services can collect payments on time and as stated in the agreement.
Aberrations and mismatches in credit card information can lead to a failed transaction and even unwarranted charges and penalties. Clients often have to bear the brunt of the inconvenience, leading to frustration or turnover.
To Maintain an Updated System
A customer management system or database with outdated information is unreliable and essentially useless. Companies must be able to refer to their systems and be confident about the data’s accuracy. This is why these systems were created in the first place — to minimize friction and maximize efficiency, especially in the digital age where automatic billing has become popular.
To Provide Top-Notch Customer Service
Credit cards expire every three to five years, while clients’ personal details (name, phone number, address) change occasionally. When these changes occur, customers’ biggest pain point is updating all relevant records. From government databases down to streaming subscriptions, it is a tremendous hassle to update everything — and it’s natural for some to fall between the cracks.
To continue providing excellent customer service, companies must make it easy for clients to update their credit card information on file. This way, clients can enjoy a hassle-free experience with no interruptions or failed transactions.
How Companies Can Make It Easy for Clients to Update Their Credit Card Information
Organizations can take a proactive step toward ensuring they have their clients’ updated credit card information without asking for too much time and effort. This can be easily achieved using an online e-signature service, such as Countersign.
To help clients update their credit card information, follow these simple steps:
- Prepare a template
Prepare a document template where basic client details and credit card information are listed. Make sure that the integrity of this confidential information is protected.
- Send the document to the client for review
Send this template to your clients with clear instructions. They can put a checkmark on a box if the information listed on your system is up-to-date. Or, if anything needs to be updated, they can input the new data and confirm the change by affixing their e-signature.
Documents sent through Countersign are 100% secure. And if any doubt over the legitimacy of the documents arises, you can even test the document against its original to see if it has been tampered with.
- Updating credit card information
As soon as the client is done, the document will be returned to your organization so you can update your client database. A confirmation email can then be sent to the client advising that said updates are noted and saved on the system.
Partner With Countersign for Hassle-free Client Updates
Companies should never get stuck in a dilemma of clients neglecting to update their credit card information. Unfortunately, very few clients can find the time to personally and proactively communicate with service providers when life changes occur.
With Countersign, clients can update their credit card information in just a few clicks — no need to call anyone or deal with complex documentation. You can collect payments as scheduled, and clients can continue to enjoy your top-notch services. It’s a win-win situation for everyone involved.
The process only takes a few minutes: Countersign sends real-time notifications, and clients can complete the form on their mobile devices. You will have updated information with all details and certified by the client’s signature.
Take matters into your own hands: audit your client database and send those templates to ensure you only have accurate, up-to-date information. Partner with Countersign for a hassle-free experience!