Your Lease Provider and Administration Fee

Your telephone system hardware is provided through a third-party lease provider. This article explains how leasing works, what the administration fee is, and how to claim it back.

What is a lease provider?

A lease provider is a third-party finance company that funds your telephone system hardware — including phones and headsets. They invoice you separately from Better Comms for your system rental each month.

Better Comms works with the following lease providers:

• BNP
• Propel
• Grenke
• Investec

Your lease provider was confirmed at the point of sale and is shown on your finance agreement.

Why do I receive a separate invoice from my lease provider?

Your lease provider and Better Comms are two separate companies. Your lease provider funds the hardware, Better Comms provides the network services. These are billed independently of each other which is why you receive two invoices each month.

What is the Administration Fee?

Your first invoice from your lease provider will be higher than your usual monthly rental. This is because it includes a one-off Administration or Documentation Fee charged by your lease provider. This fee typically ranges from:

• £150 + VAT
• Up to £195 + VAT depending on your lease provider

Does Better Comms cover this fee?

Yes. Better Comms will reimburse you for your Administration Fee. To claim this back:

• Raise an invoice to Better Comms for the amount confirmed on your lease provider invoice
• Address the invoice to Better Comms (VOIP) Ltd, Ocean 80, 80 Holdenhurst Road, Bournemouth, BH8 8AQ
• Include your company headed paper and valid bank details
• Once received we will arrange payment through our accounts team

What about my first three months free?

If you were offered three months free as part of your agreement, this is provided through reimbursement rather than a pause in billing. Your lease provider will still issue invoices from month one as they are a third-party company. Better Comms will reimburse you for the first three months once you raise an invoice for the amount.

The reimbursement is calculated as three times your monthly total cost.

What is proof of contents insurance and why does my lease provider need it?

Your lease provider may require proof of contents insurance to cover the hardware they are funding. How this is submitted depends on your lease provider:

• Propel — Better Comms can submit this on your behalf or you can send it directly to customerservice@propelfinance.co.uk
• Grenke — Better Comms can submit this on your behalf or you can send it directly to customer.service@grenke.co.uk
• BNP — You must submit this directly yourself to info@acquisinsurance.com. BNP do not accept insurance submissions from Better Comms
• Investec / Quantum — These must be submitted via Hexa Finance at proposals@hexafinance.co.uk

If you are unsure what is required or who to send it to contact our billing team and we will guide you.

When to contact us

Contact our billing team if:

• You have questions about your lease provider invoice
• You need to claim back your Administration Fee
• You need help submitting proof of contents insurance
• You are unsure which lease provider your agreement is with