Invoice Submission Guidelines

Accurate and timely invoice submission is essential for smooth cashflow management and to avoid payment delays. The following guidelines provide a comprehensive overview of the process, required documentation, and best practices for vendors, contractors, and internal departments.

1. General Principles

• Timeliness: Submit invoices within the agreed billing cycle (usually within 5 business days after service delivery or monthend).
• Completeness: Include all required fields, supporting documents and follow the prescribed format.
• Accuracy: Verify totals, tax calculations, and banking details before sending.
• Compliance: Follow local tax regulations and company policy for documentation.

2. Required Content for Every Invoice

Each invoice must contain the following elements:

1. Vendor name, address, and contact information.
2. Company name, address, and the specific department or project code.
3. Unique invoice number (sequential, never reused).
4. Invoice date and, if applicable, service period dates.
5. Detailed description of goods or services rendered.
6. Unit price, quantity, and lineitem totals.
7. Subtotal, applicable taxes (VAT/GST), and any other statutory levies.
8. Total amount payable in the designated currency.
9. Payment terms (e.g., Net30) and due date.
10. Bank account details or preferred payment method.
11. Signature or electronic approval stamp (if required).

3. Accepted Formats

The finance team accepts invoices in the following formats:

• PDF (preferred ensures layout consistency)
• Word (.docx) only if PDF conversion is not possible
• Electronic invoicing (EDI) using the companys supplier portal

Scanned copies of handwritten invoices are accepted only in exceptional circumstances and must be clear, legible and accompanied by a signed covering letter.

4. Submission Channels

Choose the most appropriate channel based on your contractual arrangement:

1. Email Submission Send to accounts@company.com with Invoice [Vendor Name] [Invoice #] in the subject line. Attach the PDF and any supporting documents.
2. Supplier Portal Log in to the portal, select Create New Invoice, upload required files, and click Submit. The portal autogenerates a receipt number.
3. Physical Mail For jurisdictions that require original paper copies, mail to:
   Finance Department
   123 Corporate Avenue
   City, State ZIP
   Attention: Invoice Processing

5. Supporting Documentation

Attach supporting documents that justify the charges. Typical attachments include:

• Purchase orders (PO) or work orders.
• Delivery receipts, packing slips, or signed service acceptance forms.
• Timesheets or labor reports for services billed by hour.
• Expense receipts (e.g., travel, accommodation) with itemised breakdown.
• Tax exemption certificates where applicable.

6. Validation Process

After submission, the invoice undergoes a threestep validation:

1. Data Capture Automated OCR extracts key fields. Any mismatches trigger a manual review.
2. Compliance Check Verifies PO matching, tax rates, and required approvals.
3. Payment Approval The designated approver reviews the invoice and either approves, rejects, or requests clarification.

7. Common Reasons for Rejection

Invoices are returned for the following reasons. Correct the issue and resubmit promptly.

• Missing or incorrect PO number.
• Mismatched amounts between invoice and PO.
• Invalid tax calculation or missing tax ID.
• Bank details do not match those on file.
• Duplicate invoice number.
• Illegible handwritten text or scanned image quality too low.

8. Payment Methods & Terms

Our standard terms are Net30 unless otherwise negotiated. Accepted payment methods include:

• Electronic Funds Transfer (EFT) Preferred.
• International Wire Transfer For nondomestic vendors (subject to SWIFT fees).
• Check Only for vendors without electronic banking capability.

9. Early Payment Discounts

If your contract includes an earlypay discount (e.g., 2%/10days), ensure the discount is reflected on the invoice and that the due date reflects the discounted period. Failure to indicate the discount may result in payment of the full amount.

10. Dispute Resolution

If you receive a payment that differs from the invoiced amount, follow these steps:

1. Contact the finance team within 5 business days of receipt.
2. Provide the original invoice, the payment advice note, and a brief description of the discrepancy.
3. The finance team will investigate and issue a credit memo or supplemental payment as needed.

11. Record Retention

Vendors should retain copies of all invoices and related documents for a minimum of 7years. The company retains electronic records for the same period to comply with audit requirements.

12. Frequently Asked Questions

Q: Can I submit multiple invoices in a single email?

A: Yes, provided each invoice is a separate PDF and clearly identified in the email body.

Q: What if I need to modify an already submitted invoice?

A: Submit a revised invoice with Revised in the subject line, reference the original invoice number, and include a short explanation of changes.

Q: Do I need to include VAT if Im a taxexempt organization?

A: Include your taxexempt certificate and state VAT exempt on the invoice. The finance team will verify before processing.

Q: How are foreign currency invoices handled?

A: Invoice in the agreed currency, indicate the exchange rate used, and provide the equivalent amount in USD if required. Payments are made at the prevailing bank rate on the payment date.

13. Contact Information

For clarification or assistance, reach out to the invoice support desk:

• Email: invoice.support@company.com
• Phone: +18005550123 (MonFri, 8AM5PM EST)
• Live Chat: Available via the supplier portal.

Adhering to these guidelines helps ensure prompt payment and strengthens the partnership between our organization and its valued suppliers.