View FAQ’s

Online Presentment and Payment FAQ’s

The KK&W Water District is happy to announce a partnership with Invoice Cloud to allow customers with additional methods for making payments and/or viewing their bills on-line.  The following list of Frequently Asked Questions (or FAQ’s) is provided to help you understand the process in greater detail.  If you can’t find an answer, please do not hesitate to contact the District’s main office.  The contact info is provided below.

General

What are some of the benefits of receiving my bill electronically?

It is convenient, saves time, reduces errors, allows you to receive bills anywhere at any time and helps the environment by saving trees. You can continue to receive a paper bill, but if you elect to go paperless, you can always print out a copy of the invoice if needed.

What are the benefits of paying a bill online?

Paying online with a credit card or electronic check saves time, gives you the flexibility to pay how and when desired, and saves money (no more stamps, paper checks or envelopes), and Invoice Cloud will store your information for future use – but only if you choose to store it.

What is Invoice Cloud?

Invoice Cloud is a web-based, electronic invoice presentment and payment company that we have partnered with to provide faster, more convenient billing services to our customers. By automating billing and collections, customers can click and pay online while helping the environment and reducing clutter in their home or workspace.

What is the relationship between the Water District and Invoice Cloud?

The District wanted to make paying bills easier for their customers, but didn’t have the electronic presentment and payment systems required to display, safely process and store financial information.  We chose Invoice Cloud because it is easy to use, and the security is the strongest available. All the data collected is double encrypted and stored on secure servers. The data is not sold or released for any purpose other than to complete transactions.

Is there one account number for all of my water bills?

If you happen to own multiple properties, you will be issued a separate bill for each water service account.  We are unable to generate a single bill for multiple properties.

If I pay different bills (i.e. more than one water account) do I need to register twice?

Yes, one time registration is required for each bill account to access the customer portal.  You need to register for each account you wish to pay online. Once the initial registration process has been completed for each of your accounts, viewing and paying future invoices will be in place. However, if you register your accounts with the same email and password, you will get a list of accounts to choose from in your customer portal.

Using the System

How does the system work?

It is very simple. Here are the 3 steps taken by customers:

Customer receives email notification or accesses account by clicking on the “View or Pay Your Bill” button.

Customer views invoice and either enters payment information for a One Time Payment or registers to schedule a payment or recurring payments.

Customer receives an email confirmation with their payment amount and payment process date.

Can I use an Apple /Mac to use the service?

Yes, many customers use a Mac, but you must use either Firefox or Internet Explorer (IE) to access the online bill pay service.  Safari and Chrome browsers are not currently supported.  Customers attempting to use those browsers have experienced issues using the service.

Do I have to enter an email address to make a payment?

Yes, an email address is required for payment confirmation.   A payment receipt is sent via email.

When I try to pay my bill, it asks for credit card information and I want to pay by electronic check.

Under “How would you like to pay” click on the drop-down box and choose EFT Check.

Will I receive a confirmation email that my bill has been paid?

Yes, you will receive a confirmation email.

Do I need to register to pay a bill?

You may need to register to receive electronic bills by email, but registration is not required for One Time Payments (Express Pay).  One Time Payments require that you enter your payment information each time you make a payment. By registering your payment methods, you avoid that step and gain access to your payment history.

Why should I register to pay a bill?

By registering, you have access to all of your invoices regardless of type and all of the features of the payment portal. These features include the ability to access the online customer portal to view all current invoices, see previous invoices and payment dates, go paperless (if bill type allows), schedule payments for specific dates, and sign up for Auto-Pay. You also avoid having to enter your payment information each time you pay a bill.

How Do I Register?

Registering is easy and can be done when you make a payment. There are two ways you can make a payment.

When you receive an email notification that your bill is ready to be paid, simply click on the “View Invoice or Pay Now” button. You will be directed to the “Pay and/or View Bills Online” site, powered by Invoice Cloud. Once there, you will be given the opportunity to register or make a One Time Payment. If you choose to register, you will be asked to provide a password and accept the terms and conditions to use the system. The payment information you enter in your profile will then be securely encrypted and saved for your next visit.

You can go directly to Make A Payment page and click on the “Manage Your Bills” button. You will then be directed to “Pay and/or View Bills Online” site, powered by Invoice Cloud. Once there, you will need to locate your account and be given the opportunity to register or make an express payment. If you choose to register, you will be asked to provide a password and accept the terms and conditions to use the system. The payment information you enter in your profile will then be securely encrypted and saved for your next visit.

How do I find my account number to login?

Once you have registered, you will need only your email address and password to log in. To login the first time you use the system, you will need both your exact account number and at least a partial service address from your bill. The “locate your bill” screen gives instructions regarding the required information.

I forgot my Password, how do I find it?

You should click on “Forgotten Password?” at the bottom of the login screen. You will need your account number and email address to retrieve your password. If you’re unable to locate this information, you may call the Water District’s main office, and after verifying your identity, we can provide you with your account number.

Can more than one person pay bills online for the same account?

There are two ways that payment responsibilities can be shared. If the other payer is part of your household, you may choose to share your login information with that individual. In a situation where personal financial data is not shared, you may forward your email notification to the individual, who will then click on the “View or Pay Now” button and elect to make an express pay payment. They will need to enter their name, email address, address and payment information. They will receive the payment confirmation. You can verify their payment by viewing the invoices in your account.

Payment

What forms of payment can I use?

The District accepts many forms of payment.  By partnering with Invoice Cloud we can now accept payments by credit and debit cards, ACH, electronic check or other pre-authorized withdrawal.  Please note that a convenience charge will be assessed for all credit card payments as well as debit cards that must be processed as a credit card transaction.  These fees are outlined later.

Additionally, payments can still be submitted at the District’s main office via cash, check, or money order (but not by credit/debit card).  There are no fees assessed for processing these types of payments.

Can I still send in a paper check?

Yes, your bill can be paid in any of the following ways:

·         Email notification based payment – click the “View invoice or Pay Now” button in your email

·         Web based online payment – login to online bill pay via the Make A Payment page

·         Cash, check or money order presented at the District’s office

·         Paper check – sent by whatever means you choose, including US Postal Service (note:  most paper checks today are converted into electronic transactions once they are received by us)

Are there any service or convenience fees?

The District will not be assessing any fees for ACH payments or electronic check payments.  However, there is a convenience charge for processing credit card or debit card transactions.  These are outlined below.

If I don’t have email can I still process an electronic payment?

Unfortunately no, you can’t make an electronic payment without a valid email.  To complete the online payment process yourself, you will need an email address so that the system can deliver your payment confirmation. If you do not have an email address, you can obtain a free email account from any of the following services: yahoo.com, hotmail.com, or gmail.com.

What are the costs for paying online?

There are no signup costs or subscription fees when using an ACH transfer (electronic check) from your checking or savings account.

Use of a debit card or credit card will incur a convenience fee.  These fees will be assessed by Invoice Cloud for processing the transactions.  Customers will be assessed a convenience fee of $3.95 per transaction when using a debit card or credit card.  Any single payment transaction will be limited to $200.00 or less.  The District will receive only your bill payment amount.  Convenience fees charged by Invoice Cloud cover various administrative costs associated with accepting payments and are non-refundable.  Convenience fees will appear as a separate charge from the bill amount on your bank or credit card statement.

There are fees imposed by Invoice Cloud for returned payments, and your bank may charge you a fee based on the bank’s fee schedule.

How should I enter my credit card information?

The information you enter on the payment screen must be exactly the same as it appears on your credit card. This information collected will be used to authorize your payment.

How will I know that my payment has been accepted?

After you submit your payment, you will see a payment confirmation screen. It will contain your payment confirmation message. It will show an approved number for credit cards or a processed number for electronic check. You will also receive a confirmation email after your transaction is submitted. The email will include your account number, invoice number, amount paid, and confirmation message. If your electronic check does not pass through the bank, you will receive an email informing you of the rejected payment. It may then become necessary to make your payment at the District’s office.

Can I use more than one payment method per transaction?

Yes, the District accepts partial payments, so you may use one payment method for part of the transaction and another payment method for other parts of the transaction.

How long does it take for a credit card transaction to process if I pay online?

Credit card transactions typically take 48 hours to settle.  An authorization is issued immediately; however, it takes 48 hours for the money to be moved.

How long does it take for an EFT (electronic funds transfer) transaction to process if I pay online?

EFT transactions typically take 48 – 72 hours to settle.

How much does paying online help the environment?

Paying online is only half of the benefit, by going paperless and not receiving paper invoices, you can increase the effect you can have on the environment. There are several ways reducing paper consumption helps the environment, including saving trees and using less gas. According to the PayItGreen AllianceTM, if one in five households were to switch to electronic payments, statements and bills, we could collectively save 1.8 million trees each year and avoid using 103 million gallons of gasoline to mail bills, statements, and payments. If you’d like to be part of that one in five, just sign up to “go paperless” in your account under my profile, paperless options.

Do I need to notify my bank or change bank accounts?

No, your current bank account (checking or savings) will work fine. So many payments are made electronically now that banks are already prepared for online payments. However, if you have arranged through your bank to automatically pay your bill, you need to contact your bank and discontinue the automated payment, otherwise you may pay your bill twice.

What information do I need to make a payment?

If you are registered, the only information you need to have available to complete a payment transaction is your email address and password. If you make a One Time Payment, then you will also need your bank account or credit card information and your account number.

When can I pay?

You can make payment or review your account 24 hours a day, 7 days a week. It is always a good idea to pay or schedule a payment at least few days before the due date to allow for processing time.

Can I use a credit card to pay my bill(s)?

Yes, you can.  However, Invoice Cloud will assess a convenience fee when using either a credit or debit card.  Customers will be assessed a convenience fee of $3.95 per transaction when using a credit card or debit card.  Any single payment transaction will be limited to $200.00 or less.  The District will receive only your bill payment amount.  Convenience fees charged by Invoice Cloud cover various administrative costs associated with accepting payments and are non-refundable.  Convenience fees will appear as a separate charge from the bill amount on your bank or credit card statement.

Can I use a debit card to pay my bill(s)?

Yes, although technically your debit card will be processed like a credit card and you will not be asked to enter a pin number. The convenience fee is the same as credit cards.   The exact convenience fee amount will be displayed during the payment process prior to submitting the payment.

Can I tell if my payment has been posted?

Yes, simply login to your account and select “View paid or closed invoices”. If you are a registered customer, you will receive an email notification.

Will I have online access to my account?

Yes, you will have 24/7 access to your account to make payments and view billing and payment history.

How long will my payment history be maintained?

18 months is the standard retention period.

Will I be able to print a copy of my bill?

Yes, each invoice is presented in PDF and HTML format. Electronic storage is recommended because it saves paper and has a beneficial impact on our environment.

How do I change my account information?

Simply log into your account and change either your email address or any of your personal financial information under the My Profile tab.

For all other changes to your water service account or customer information you will need to contact the District’s main office and we will make these changes as requested.

What is Auto-Pay?

If you elect to opt in to Auto-Pay, it means that your bills will be paid automatically on their due dates using your default credit card or bank account. This will avoid any late fees and free you from having to remember when to pay.

Can I cancel Auto-Pay?

Yes, simply go into your profile and uncheck the auto-pay box that you had previously checked when you elected to opt into Auto-Pay.

I signed up for Auto Pay but do not see any information under “My scheduled payments.”

The Auto Pay date will not appear under scheduled payments. Auto Pay will be debited from the customer’s account on the due date.

What are scheduled payments?

Scheduled payments are scheduled individually by you for each bill on your specified date.

Can I schedule payments?

Yes. You can set up a future payment at any time prior to the bill due date.

Can I change a scheduled payment?

Yes, as long as it is changed before the date it was scheduled to be paid.

What is a partial payment?

A partial payment occurs when only part of an invoice is paid.  The District will allow partial payments.   However, if a partial payment is part of an intended payment arrangement, it is essential the specific arrangement be made directly with a District office staff employee.

What is the difference between auto-pay and a scheduled payment?

Auto-pay is an automated process which pays your balance in full each billing cycle at 2am on the due date; scheduled payments are manually entered by you for the date you choose each time you make a payment.

What if I already have auto-pay or a scheduled payment set up with my bank?

You will need to contact your bank and cancel your automated or scheduled payment before the payment is due (typically payments are made a couple days in advance of the due date, so don’t wait until the last minute).

Why am I being charged a late fee?

If you feel that this fee has been assessed in error or you would like more information about late fee charges, please contact the District’s office.

Getting Help

Who do I contact with questions about a bill?

If you are unable to find the information you need in your online payment history or open invoices, please contact the District at (207) 985-3385 or via email at customerservice@kkw.org.

I accidentally deleted my current email notification, what should I do?

If you are registered, you can login (via the Make A Payment page) and view the bill there, or you can call the District’s office and ask them to resend the email.

What if this website is down or for some reason I am unable to use this site?

Please be aware that interest and fees will not be waived if this website is inoperable for any reason or if data entry errors occur. If the website is inoperable, payments can be made by mail, or in person at the District’s main office at 92 Main Street, Kennebunk, Maine.  Office hours are Monday through Friday 8:00AM to 4:30PM.

If I have additional questions or I am having trouble registering, who should I call?

Our office staff should be able to answer most questions.  They can be reached at (207) 985-3385 or via email at customerservice@kkw.org. If the website is down or inoperable, please call Invoice Cloud customer service at (877) 256-8330 x 2700.

Security

Is my information secure?

Invoice Cloud uses the highest standards in Internet security. Account information displayed within the customer and District portals is truncated to protect confidential data. Any information retained is not shared with third parties.

Are my credit card and checking account information safe when I pay online? 

Absolutely.  Invoice Cloud will safely store all of your financial information using Payment Card Industry (PCI) Compliant systems. This includes truncating (abbreviating) account numbers so that even the District does not see your complete account information.

What is PCI Compliance and why is it so important?

PCI stands for Payment Card Industry, and compliance with the industry standards is a requirement for those that accept the major credit cards and for software providers who have applications which involve the transmission and/or storage of credit card information.  If breaches are found on systems that are not PCI compliant, the major credit card companies have the ability to levy significant fines on the offending parties.

Who has access to my new water service account information?

Only you and the District’s authorized office staff.  No one will have access to your financial information as all check routing numbers and credit card numbers are truncated, so you never have to worry about security. As a security precaution, we don’t even show your full financial information back to you.