Backup & Restore Data

Importance of External Backups | We recommend keeping multiple external backups in the event of a major disaster. These external backups may be your only link to valuable customer and financial data. The software will prompt you to do an external backup before running recurring billing, but we highly recommend creating backups as often as you feel comfortable losing customer information.

Select a drive or path | From the Customers drop down menu select Backup Customer Information. By default, Probill will display the last directory used. You can change the backup destination by selecting the folder icon from the ‘Backup Drive Directory.’ Select Choose Path to specify another location like google drive, dropbox, etc. Simply select Backup Now to complete.

Next, label and date the file. If you are not backing up to a cloud service, we recommend keeping three separate external backups and rotating them regularly. Keep one of these off premise in the event of theft, fire, etc.

Restore Customer Information | Restore information to return your accounts back to the state they were in at the time of your last backup. Select Restore Customer Information from the Customers drop down menu. Click Use External Drive and Probill should automatically display your most current backup with the date and time. If it cannot find a valid backup or you would like to select a different one, navigate to your backup’s location by selecting the folder icon from the Backup Drive Directory. Next, simply select Restore. 

Install Probill on a New PC

You are free to put our software on as many systems as you would like. However, if you have not purchased Probill’s Networking support, data will not be able to merge together.

If you have active technical support or run the newest version of Probill (2.8.6), you can install from the link below. Once installed, select the option to “Restore Customer Data“. Probill will then prompt you to locate your backup and should automatically find your most recent data. 

Probill Version 2.8.6 Install

Versions 2.8.0 and below
*IMPORTANT* DO NOT install the program from this website if you are running an older version of Probill. If you are not eligible for the newer version and try to restore your data, it will not work without a support renewal code. You will not be able to access your data without purchasing an upgrade to the newest version. 

You may install older versions of Probill from one of our hard copy CD’s you received upon purchase as long as the version matches the one you are currently running. You can find your version number at the top of the Probill screen appearing as “- ver. 2.x” Where “x” indicates the version number. 

Need help backing up or restoring data? We have a FAQ for that too. 

Email Setup

Navigate to the main screen of the software to setup Probill’s e-mail capabilities by clicking the drop-down menu “Setup“, then “Program” from that list. At the top-right click on the tab that reads “Email Setup“, and then “Setup Email“. Enter the appropriate email address in the From Address, Reply to Address and Username fields. Enter the password for that email address, then your SMTP settings and mail port number.

Select “Save” after sending a test email successfully. 

*Note: Certain providers may label your account as spam if they think you are sending too many emails. This is why we have built our own server accessible directly through Probill. Our server guarantees delivery for an unlimited number of emails for only $5.00 a month. Probill email server setup instructions. 

Running a version of Probill older than 2.8.0? Setup instructions for versions 2.7.4 and below. 

Multi-User Networking

Access your Probill database from multiple PC’s with our networking support. Probill versions 2.8.5 and above enable up to five users to actively work in the database at the same time.

The setup is quick and easy. Call our technical support team for more information. 
Probill Support: (800) 409-4997

Mail Processing Service (MPS)

Printing your recurring bills in Probill is extremely easy. Push a button, have a cup of coffee, come back, and you’ve got a stack of printed bills! Of course if you’re the one who has to fold, stuff, stamp, and seal them it becomes a lot of tedious work.

How it Works |   You actually have two options when running your bills. You can either print them yourself or you can choose use “Mail Processing Service” Probill will quickly pre-process all of you bills without printing and take you to the billing review screen.  The review screen allows you to look your billing over before sending them to our mail processing service. In fact, you can even preview each bill the way it will look before printing it by selecting the view invoice button. If you happen to notice a customer you do not wish to mail a bill simply uncheck them. Once you make sure your billing looks ok, simply click select “Upload Billing”. Probill can take a thousand bills, compress the print file, and upload it to our secure server in under a minute. Now all that’s left is to wait for your customers to mail back their checks.We’ll print the bills for you on our 8.5-by-11 blue and white pre-perforated forms, address correct them, add the zip plus 4, barcode them, seal them in a dual windowed envelope and include a return reply envelope so the customer can mail you back their check. Because of the large numbers of bills we process we are able to offer this service to our customers at a price that is often less than they can process the billing themselves.

Here is a quick tutorial on exactly how MPS works.

The best part? Bills appear to come directly from your company! There is no sign up fee to begin the service or obligation to use it every month – simply upload your mail file when convenient and Probill will process and mail your billing on our scheduled days. Worried about losing a bill? Don’t be, our team can track each individual mail piece up to the USPS delivery truck. Not only will MPS save you time, the cost is actually done for cheaper than you can do yourself.

Setup | There is no charge to sign up for this service or obligation to use it every month. Simply use it as needed – you will only be charged per mail piece you upload. Call our friendly technicians to activate this feature and we’ll walk you through it.

Cost | The current cost of our MPS is 76 cents per mail piece if you choose to be charged via automatic bank draft or 78 cents per mail piece if charged via credit card. 

The chart to the right provides a comparison between traditional mailing methods and our Mail Processing Service. The pricing is based on our supplies in different quantities. For example, if you purchase forms, envelopes and return envelopes 1,000 at a time, your current cost per mail piece for supplies is about 26 cents plus an additional 2 cents for ink/toner not including the cost of labor or postage.

The US Post Office estimates the average person can fold, stuff and post only 100 envelopes per hour. Even at $8.00 per hour, this adds an additional 8 cents per piece – which would bring your total costs to approximately 36 cents per piece without postage.

Clearly, traditional billing does not equate to our Mail Processing Service. We offer our service at only 21 cents per piece (plus the 55 cents you would already pay for postage) and all you have to do is hit a button!

Credit Card & ACH Features

Multiple Invoice Alerts | Activate this feature to warn you when customers have open invoices in addition to their recurring invoice set to process on the Monthly > Auto-Process Payments screen. Probill will show the account’s total balance due and number of open invoices. When the Invoice Alert feature is enabled, Probill will set customers with multiple open invoices to Do Not Process. Want to charge the full amount anyway? Simply re-check this account to set them back to Ready to Process. This feature can be activated from the Setup > Program screen under the Credit Card/ACH tab.

Multiple Charge Dates | Activate this function to set different charge groups for your customers. Select charge dates from the 1st, 5th, 10th, 15, 20th, or 25th. For example, selecting a charge date of the 5th tells Probill to only charge the customer after this date. Any customer set with a charge date later than that will by default be set to Do Not Process. Need to charge a customer with a later charge date early? Simply recheck their account to set them back to Ready to Process. This feature can be activated from the Setup > Program screen under the Credit Card/ACH tab.

Bill & Pay Options Report | Use this report to view, search and filter customers by their payment options and bill status. Filter this report by any of the following categories: bill type, auto-pay status, print status, email status, receipt status and charge date. This report can also be searched by the last four digits of a credit card or bank account number. 

Purchase Probill

Probill Plus can be ordered through our online shopping cart or by phone.

Upon purchase, we’ll send a courtesy software pack containing:

Hard copy Flash-drive
Quick start User’s Manual
Registration Information
Miscellaneous Literature

A sample of our invoicing supplies:

250 Dual Windowed Mailing Envelopes
250 Custom, Pre-perforated Invoice Forms
250 Secure Check Return Envelopes

In addition, you will receive one full year of toll free technical support as well as any new software updates released within year of purchase.