Pay By Mail¶
If you want to send a payment to Volgistics, use the Pre-payment method and send your check by mail. Your check will be transferred to our Accounting Department when it arrives. Once your check is received by our Accounting Department, Volgistics will activate or extend your account within two business days.
Remember that it may take time to get a check generated if your organization uses an accounts payable department or must go through a reseller. In this case it's important to allow plenty of time for your check to arrive. You can find helpful suggestions for making timely payments in Billing Tips for Large Organizations.
Note that for faster service, you can activate or extend an account without delay by making your payment online by electronic check or credit card rather than through the mail (see payment terms for details). Accounts paid online are activated or extended as soon as you make your payment.
To Pay by Mail¶
Here are the steps to send a payment to Volgistics by mail:
- If you do not have an invoice and need one to arrange for payment, visit the Volgistics Store and choose Pre-payment as your account's payment method. You'll be able to choose the service level for the account along with how many months of service the invoice will cover.
- Make your check payable to Volgistics, Inc. Checks must be payable in U.S. funds.
- Write or print your Order-Invoice number on your check. If you did not create an invoice, be sure to write or print your account number on the check.
Mail your check to:
P.O. Box 406
Wayland, Michigan 49348-0406
The billing contact for your account will receive an email notification when your check is processed (please allow up to two business days for processing at Volgistics).
Please keep in mind that once your check is in the mail it is up to the postal service to deliver it to Volgistics. Things like the distance the mail has to travel, holidays and weekends, mechanical or human failure, and more can delay your payment. To avoid these, you can pay electronically in the Volgistics Store. Or you can send the check by courier or priority mail to our physical address listed in the Pay by Courier Service or Priority Mail section below.
Invoices and Service Levels
Your account's service level controls how many volunteer records you can track, how many users can access your account, and which optional modules are available. In contrast, the Order-Invoice is simply a document created as part of the Pre-payment method to pay the service fee. By design, the invoice can have different levels selected than the account's current service level. This is necessary to allow accounts to plan for future changes.
Aside from the initial invoice to convert a trial account to a paid account, paying an invoice with a service level different than the service level currently in place for the account will not change the actual service level of the account. This allows organizations to control when service level changes take effect. When the actual service level is ready to be changed, an Administrator for the account, or someone with the Accounting Access Code, will need to Change Account's Service Level through the Store.
To Pay by Courier Service or Priority Mail¶
In some cases, organizations need their payment to arrive faster than sending it by regular mail. If you need to do this, you can send your payment overnight or next day by courier service (such as FedEx or UPS), or by using a postal service such as Priority Mail. To do this, follow the same steps shown in the To Pay by Mail section above, but use our physical address in step 4 instead of our remittance address. Our physical address is:
400 76th Street SW STE 9
Byron Center, Michigan 49315-8376
Be sure your check...
- Includes your Order-Invoice number or your organization's account number
- Is payable to Volgistics, Inc.
- Is payable in U.S. funds
- Is sent to the correct address depending on if the payment is being sent by regular mail, or by courier service or another service.
Expired Trial Accounts¶
If your free trial has already expired, you may use your expired trial account number to activate your account if payment is received at Volgistics within 60 days of the date the trial expired. If a payment is received for a trial account that expired more than 60 days ago, the Volgistics Support Team will contact the account's billing contact and/or Administrator(s). The organization will need to start a new trial account and let Volgistics know the new account's number so the payment can be applied to the non-expired trial.
Can I mail a purchase order?
One way we keep Volgistics rates low is to reduce the cost of collecting service fees. We do this by collecting service fees online or by check. For this reason, we do not accept purchase orders as payment for service fees.
If you must use a purchase order internally to start the process of obtaining a check, choose the Pre-payment method. You can then create an Order-Invoice that includes a purchase order number by clicking the Add a purchase order number link.
When the purchase order is approved within your organization, send the check to Volgistics as outlined in this help topic. Volgistics activates or extends your service once the payment is received.
Please do not send your purchase order to Volgistics.
The payment process using purchase orders can take some time to complete so it is important to plan ahead. Billing Tips for Large Organizations has some helpful information on how to make sure the payment arrives on time.