The J. J. Keller® Encompass® Suite is billed on a monthly basis. There are two methods of being billed:
1. By Invoice where a bill is sent and then paid by a given due date.
2. Auto-pay with a Credit Card which is entered in Encompass.
The bill is determined by the data that is housed in Encompass along with any other services provided. On approximately the same day each month (based on when your company began service), a 'snapshot' will be taken of the data in your Encompass® account to determine the amounts for each line item that applies.
The image to the right depicts an example of a bill.
2. Line Items
3. Invoice Total
Address: There are two addresses listed towards the top of the bill: Bill to and Ship to address. The Ship To address is the location in which the services are used. The Bill To address is the location that pays the bill. For companies that operate out of a single location, these addresses are likely going to be the same. For larger companies that have drivers operating out of multiple locations, these addresses may differ.
Line Items: The Encompass bill is broken down into 3 basic items: Employees, Units, and Ad-Hoc Services.
Employees: Employees are billed based on their driver profile. There are 5 separate driver profiles, however, both of the premium profiles are billed at the same rate, so there are a maximum of 4 line items for drivers: Essential Driver, Advanced Driver, Premium Driver, and Platinum Driver. The driver fee includes monthly hardware fees if using dash cams or ELDs. Additionally, there is no line item for Applicants or Terminated Employees.
Drivers that have an inactive date are also billed. To view all billable drivers, when viewing 'All Active Employees' in the Employees tab, change the view drop-down to 'All Employees' and click 'Go'.
Units: Simply put, if a unit is added in Encompass, you will be billed for it. Powered Units (vehicles) an Towed Units (trailers) are separate line items, however, they are billed at the same rate. There is no line item for disposed units.
Ad-Hoc: These ad-hoc items would include additional services purchased that are offered in conjunction with Encompass® Services. These could include but are not limited to:
ALK Co-Pilot Licenses
Third-Party Administrators (TPA)/Consortium for Drug & Alcohol Testing
PSP Services for Background Checks
Invoice Total: The quantity of each item billed, multiplied by it's unit net price provides each line item's total price. Combine each of those line item costs together and add any applicable taxes (based on the ship-to address) result in the bill's final total.
At the time of contract signing, an Encompass® Contract Agreement is determined. This is a fixed dollar amount which is the minimum amount to be charged on your monthly invoice. This value is calculated by the total number of drivers times the price per Encompass® Essential Driver.
Encompass® Minimum Monthly fees are also defined in the contract. Dependent on whether or not the bill is paid via auto-pay with a credit card or invoiced, this fee can vary slightly. If the amount of data in the system is less than the monthly minimum fee, a flat rate that is defined in the contract will be applied.