If you make a lot of conference calls, it’s important to keep a close eye on costs. Not only is it smart to estimate how much a call should cost based on your conference calling plan’s rates, number of participants, and expected call length. Doing so allows you to budget the expense as well as gives you a better idea of what to expect. In addition to estimating the cost of your call, it’s also important to periodically analyze your call patterns. This allows you to double check that you have the best conference call service plan for your needs.

Some conference call service providers feature reports that allow you to monitor and analyze usage. For example, aitelephone.com offers call estimating features and conference call reporting features including the ability to assign internal cost accounting codes to conference rooms. Let’s take a look at some of these robust cost accounting features.

Conference Calling Estimates

When you have conference calls planned, use the cost estimator to calculate the approximate cost of the calls. Simply select the correct calculator for your country and then enter the number of participants, the length of the call in minutes, and the number of conference calls you plan on making in a month. Click the “Cost” button and receive an instant estimate.

Conference Calling Reporting Features

As you use the aitelephone.com conference call service, you can keep track of your conference calling patterns by entering special accounting codes or running reports. This conference call service allows you to assign a special code to your conference rooms. For example, if you create different codes for your sales and marketing department, finance department, training department, and customer service department, you can then break down your conference calls by department.

Another excellent feature automatically sends summary emails to each moderator with the option of sending copies to additional people such as managers or accountants. This allows moderators to see the financial costs associated with their conference calling. When moderators are aware of the expenses that they are incurring, they’re more likely to keep the conference calls within their budgeted time allotments, and thus, within their financial budgets.

If you want even more information, you can look at reports detailing the usage of your conference call service by date range, conference room, special value fields, totals, or even call detail records. You can also view conference calling data by specific moderator and download your reports as spreadsheet files.

Another useful tool is the conference call management tool. Here, you can create conference rooms for your team and include any special accounting codes that you want. These can be modified or deleted at any time. By entering specific codes, you can break down the costs by department or client, making it a breeze to code the costs appropriately.

aitelephone.com’s call cost calculators and conference call service reports allow you to budget for and manage conference calls. Take advantage of special value fields so that you can track expenses by internal department or by client and then view detailed reports summarizing conference calling throughout your organization.