Why We Changed the Way Our Agency Handles Customer Payments
As Toby Hansen Agency grew, so did the number of customer payments our team needed to receive, document, deposit, and match to the correct account.
Many customers still prefer to pay by check, while others use digital payment methods. The challenge was never the payment method itself. The real challenge was making sure every payment arrived with the information our team needed to process it correctly.
The problem with our previous process
A check could arrive without a policy, invoice, or account reference. Our staff would then need to search internal records or contact the customer before the payment could even be identified.
Preparing deposits also involved manually transferring information between checks, spreadsheets, customer records, and bank deposit slips. Each individual step was relatively small, but together they consumed hours of staff time and created unnecessary opportunities for errors.
A more consistent payment workflow
We introduced ePayUs to create a simpler and much more consistent process for recording incoming payments.
Our team can now capture the payer, payment amount, check number, and relevant account details right when the payment arrives. Deposit documentation is prepared from that exact same record, giving our staff a clear trail from payment receipt to bank deposit and accounting reconciliation.
The result is straightforward: less time spent tracking down missing information, preparing deposits, or resolving unmatched transactions.
Based on internal estimates, this workflow eliminated hours previously spent on manual payment intake and spreadsheet tracking.
Looking for the complete workflow breakdown?
We shared the details behind our setup, the exact operational steps, and the full intake workflow on ePayUs.
Read the Toby Hansen Agency Case Study →What this means for our customers
For our clients, the goal is simple: make it easy to provide payment information so our team can process each transaction quickly and accurately.
This update does not change the coverage, insurance advice, or personal support you count on from our team. It simply cleans up the administrative background work so our staff can spend more time working directly with customers.
Built from a real small business need
ePayUs grew directly out of operational bottlenecks we experienced firsthand inside our agency. Toby Hansen is a partner in ePayUs, and Toby Hansen Agency was one of the first businesses to use the workflow in a live operating environment.
We share this relationship openly because the tool was not built around theory. It was created to solve everyday administrative headaches our team faced every afternoon.