INVOICING REQUIREMENTS Clause Samples
The INVOICING REQUIREMENTS clause sets out the specific procedures and standards that must be followed when submitting invoices for payment under a contract. It typically details the necessary information that invoices must include, such as purchase order numbers, descriptions of goods or services provided, dates, and payment terms, and may specify the format or method of submission (e.g., electronic or paper). By clearly outlining these requirements, the clause helps ensure timely and accurate processing of payments, reduces the risk of disputes over billing, and promotes efficient financial administration between the parties.
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INVOICING REQUIREMENTS. A. Upon acceptance of work by the Service Coordinator, the Contractor shall submit the invoice (and supporting documents where applicable) to the appropriate County department per the issued Delivery Order within thirty (30) calendar days of the acceptance. At minimum, all invoice shall contain the following information: • Correct Delivery Order number • Description of work performed to include the manufacturer name, original make and model number(s) of parts and equipment installed. • Start and ending date of the work • Location of the work • Total labor categorized per the Bid Response Form and rounded to the nearest (30) minutes • Itemized list of materials used according to the original manufacturer’s part name and part number. ▪ Unit price and quantity shall be provided on the invoice for each part • Applicable sales tax for materials purchased should be listed separately • Markdown/mark-ups for material shall be listed as a line item on the invoice. • Approved shipping charges shall be listed separately • Permit and special equipment rental cost for reimbursement (if applicable) • Invoice total
B. Proof of purchase for all reimbursable expense must be submitted with the invoice showing the actual cost for all reimbursable expenses by the County, including but not limited to, parts, shipping, sales tax, permits, specialty equipment rentals, etc. The Contractor shall provide a separate service ticket for each work day as verification of actual labor spent on the project daily.
C. The Contractor shall not combine charges for multiple Delivery Orders on the same invoice. Each Delivery Order must be invoiced separately.
D. The County will review invoices for the required information. The County will have the authority to reject invoices based on improper invoice format and lack of supporting documents.
E. The Contractor shall not invoice the County for any work not accepted by the County. Should the County received such invoices, they will be rejected.
F. Unless otherwise authorized by the corresponding department in writing, delivery of invoices and back-up documentation via e-mail and/or fax is not allowed under this contract. All invoices shall be mailed or hand delivered to the appropriate Department as referenced as the “Invoice To:” location and on the Delivery Order.
G. The Contractor shall submit monthly statements of unpaid invoices to each department ordering services under this contract. The Contractor shall not combine statements for different...
INVOICING REQUIREMENTS. Contractor shall invoice the State once monthly with separate invoices for each Work Order summarizing all payments due in the previous calendar month. Contractor shall submit one (1) original invoice to: Judicial Council of California Administrative Office of the Courts Office of Court Construction and Management Project Manager (Name and address designated on Work Order) For Fixed Prices services provided on a Deliverables Basis, Contractor shall invoice on successful acceptance of a Deliverable. Contractor’s invoice(s) shall clearly specify: The Contract number; A unique invoice number; Contractor’s name and address; Contractor’s Taxpayer identification number (FEIN); Description of the Deliverable The Fixed Price of the Deliverable Preferred remittance address, if different from the mailing address The DVBE dollars expended, if DVBE commitments were made. For Time and Materials Not to Exceed Basis Services provided on a Deliverables Basis, Contractor shall invoice on successful acceptance of a Deliverable. Contractor’s invoice(s) shall clearly specify: The Contract number; A unique invoice number; Contractor’s name and address; Contractor’s Taxpayer identification number (FEIN); For each Deliverable accepted in the previous calendar month, provide separately by Deliverable: Description of the accepted Deliverable Names, Titles, Hours, Rates and Dates of Performance for all of Contractor or its Subcontractor employees for hours of Work actually incurred in providing that Deliverable during the previous calendar month, including a total for all such Work. If the Contractor is to be compensated for Travel and Living Expenses incurred in providing that Deliverable, the dates the expense was incurred, name of employee, and separate costs for air transportation, overnight lodging, private vehicle ground transportation (include origin, destination, and miles claimed). If the Contractor is to be compensated for Reimbursable Expenses incurred in providing that Deliverable, the date the expense was incurred, description of the expense, and amount of the expense. A grand total for all hours, Travel and Living Expenses, and Reimbursable Expenses billed on the invoice, individually for each Deliverable and in total for the invoice, with a grand total Preferred remittance address, if different from the mailing address The DVBE dollars expended, if DVBE commitments were made. For Time and Materials Not to Exceed Services not prov...
INVOICING REQUIREMENTS. As soon as practicable, the Administrative Agent shall issue an invoice to the Borrower supporting any interest payments made under the Loan Documents, containing (i) the place and date of issuance of the invoice, (ii) the tax identification and legal name of the Borrower and of the Administrative Agent, (iii) the description and amount of payments received, (iv) the amount received expressed in figures and in letter and, upon request from the Borrower, will make its best efforts to deliver to the Borrower a letter containing the following information with respect to each Lender: (i) the interest allocated to each Lender, and (ii) its legal name, address and tax identification (or any equivalent). Notwithstanding anything to the contrary in this Section 4.1.8, the completion, execution and submission of such documentation shall not be required if the Administrative Agent does not receive the information and the authorization to disclose such information from the respective Lenders.
INVOICING REQUIREMENTS. A. Upon delivery and acceptance of service, all supporting documentation shall be submitted with a properly executed invoice to the applicable Fiscal Department. The Contractor shall reference the contract number and the corresponding Purchase/Delivery Order number on all invoices. Line items on invoices shall correspond with delivery order line items, unless otherwise agreed to by County in writing. Purchase/Delivery order number; Date of services Labor category and supporting documentation (work order, service tickets, time cards, etc) Line items per the delivery order Service location
B. The Contractor shall submit monthly statements of unpaid invoices to each department ordering services under this contract. Statement date Invoice numbers Invoice dates Invoice total or unpaid balance if different from invoice total Delivery order number corresponding to each invoice listed Balance carry forward Cumulative outstanding balance Statements shall be sent to the corresponding ordering department, fiscal department, and contract administrator by the 15th of each month for service performed in the prior month and as requested by the County. In the event additional County Departments or other public entities utilize this contract, invoices are to be sent directly to the Department or entity placing the order.
INVOICING REQUIREMENTS. Contractor shall adhere to all invoicing requirements and requirements set forth in the above Section F and as directed by the Client Agency. Client Agency may withhold payment if these requirements are not fulfilled to the satisfaction of the Client Agency.
INVOICING REQUIREMENTS a) Contents
INVOICING REQUIREMENTS. A. Upon delivery and acceptance of service, associated cost shall be submitted via a properly executed invoice to the Facilities Management Fiscal Department. The Contractor shall reference the contract number and the appropriate delivery order number on all invoices. • Purchase/Delivery order number; • Date of order and name of service requestor; • Date of delivery; • Labor shall be rounded to the nearest half-hour • Itemized list of materials or services rendered; • Quantities, prices, (both unit price and total), terms and any other charges contained in the delivery; • Service location • Applicable sales tax, markdown/mark-ups, approved freight shall be listed as separate line items. The County will review invoices for required information. The County will have the authority to reject invoice missing the required information.
B. Preventative maintenance, emergency services, and repair services/additional work shall have separate service tickets and invoiced separately under different invoice numbers.
INVOICING REQUIREMENTS. Vendor shall invoice quarterly for the 125,000 base clicks and overages. No minimum amount of clicks may be charged to individual machines. Overages rate can be no greater than base rate.
INVOICING REQUIREMENTS.
(a) To be a correctly rendered invoice the invoice must include:
(i) the agreement number and Activity title;
(ii) the payment event number(s) notified by DFAT;
(iii) the amount of grant funding to be paid by DFAT together with any substantiating material required;
(iv) the name of the DFAT Representative;
(v) be accompanied by any supporting documentation and other evidence specified in Table 2 (Payme nt Criteria) of Part A (Agreement Details) for that instalment; and
(vi) such other information as DFAT requires.
(b) Where Australian GST applies to this Agreement, all invoices must be in the form of a valid tax invoice. Invalid tax invoices will be returned to the Recipient. Information on what constitutes a valid tax invoice can be found at: ▇▇▇▇://▇▇▇.▇▇▇.▇▇▇.▇▇/▇▇▇▇▇▇▇▇▇▇/▇▇▇▇▇▇▇.▇▇▇?▇▇▇=/▇▇▇▇▇▇▇/▇▇▇▇▇.▇▇▇
(c) Invoices must be submitted to:
INVOICING REQUIREMENTS. All invoices must bear the state’s contract number, and reference the model number, serial number, copy usage, unit and extended price, billing period, and agency name and location.