Job tracking report status descriptions

These are the job statuses, in sequential order, that may appear on the job tracking report for any given batch.

Preparing files for processing

The system has ingested the file and started parsing the data. If we receive a ‘bad data file’ (unreadable characters, data is not where we expect it to be, or control totals don’t match) the job will fail at this point.

Performing USPS preparation

We are validating the mailing addresses and recording/correcting those that are incorrect. Failures are not very common at this stage. If a job is on approval, this status will appear prior to the approval process.

Printing in progress

PDFs are being created. These documents will be sent to the printers for printing or emailed/faxed to the client. If a job is on approval, this status will appear prior to the approval process.

Printing complete: Publishing for distribution

The job is either pending your approval (if job approval is turned on), being approved by the Billtrust operations team and then sent out to your customers, or the job is going to our printers. It is possible for the job to be in this step, yet nothing is appearing in job approval; that’s because it is being prepared for approval – including while the Billtrust operations team is approving the job. As soon a job is approved, electronic documents are delivered.

Printing complete: Awaiting closeout

This status means that bills have been emailed, or faxed, and those that are sent via mail have been sent to the print facilities for printing, stuffing in envelopes, and delivery to the post office. A job will stay in this status until Billtrust receives back the report on the actual amount of postage needed to send the job out from our print facilities. Once the postage reports are received back, the job can be completed.

Job closed: Processing complete

This status means that everything related to the job is done. All the postage has been recorded and all activity related to this job is closed. Please note that partner facilities do not deliver mail to the post office on Saturdays which may cause jobs not to close until the next business day.