Invoice requests

To request an invoice, email the following information to Bookkeeper in a separate email with only invoice trigger information:

Email Subject: Invoice request: (include text pertaining to invoice trigger such as client or what it is for, such as Agent fees or Event Registration, etc.)

Name of entity to be billed, including the proper Bill To address (for the first time an entity is billed; although address not required, it's a nice to have), contact name (if applicable), and email address (required).

Description: For example, Holacracy Practitioner Certification Training
If the invoice is for an advance deposit vs. for services already rendered, note that and include the month in which we expect to render the services (for trainings, just identify which training and ignore this).

Amount (including currency if not USD): For example, $3495
Payment terms (unless due on receipt such as with a licensing agreement) if not default:
For example, Net 15, Due on receipt, Etc.

If invoice has more than one item, you must include quantities for each item, a cost per item, and a total cost for the invoice.

For invoices that may also have billable expenses, include a note to include any billable expenses, but do NOT include those numbers in the invoice total. (The billable expenses are processed automatically.)

If you'd like additional details sent with the invoice, include that with the trigger as text or an attachment and clearly state as such.

Bookkeeper will not split a single expense report among multiple billable entities. (See Finance policies for how to report billable expenses.)

Notes for event registrations generated by website:
Invoices are automatically generated upon website notices about bank wire orders, and stored for internal use only

Invoice terms are automatically updated when a notification is received about a payment plan

For non bank transfer registrations, the role taking registrations must email to request that an invoice is created if an invoice is needed

If anything needs to be changed from these automatic triggers, Bookkeeper must receive a trigger as described above with a note about what has changed (such as a different amount) to avoid errors and extra manual processing.