Invoice from awarded terms, not from the old bid sheet

After this lesson you should be able to build an invoice from the awarded contract number, CLINs, quantities accepted, and unit prices, send it only through the system the contract names, and refuse to bill from the old bid workbook. AsherGate does not send invoices and has no invoicing engine in this product phase.

Payment timing depends on the contract. “Net 30” is not universal.

FAR 32.905(a) says payment will be based on receipt of a proper invoice and satisfactory contract performance. A proper invoice must include the contractor’s name and address, invoice date and number, contract number or other authorization including order and line-item numbers, description, quantity, unit of measure, unit price, and extended price, shipping and payment terms, the payee address that matches the contract, a contact for a defective invoice, and other items the contract requires, such as TIN or EFT data when agency procedures require them on the invoice. If the invoice is not proper, the designated billing office must return it within 7 days after receipt, with shorter clocks for listed food items. Except for certain cost-reimbursement interim payments, invoice payments must be supported by a receiving report or other Government documentation authorizing payment.

If FAR 52.212-4 is in the commercial contract, paragraph (g) requires an original invoice and three copies, or an electronic invoice if authorized, to the address designated in the contract, with listed invoice contents. Paragraph (i)(1) says payment shall be made for items accepted by the Government that have been delivered to the destinations in the contract. Invoices are handled under the Prompt Payment Act and OMB regulations at 5 CFR Part 1315. FAR 32.904 generally makes an invoice payment due the later of the 30th day after the designated billing office receives a proper invoice or the 30th day after Government acceptance, with different clocks for construction progress payments, retainage, food items, and other listed cases. Copy the due-date rule from this contract. Do not assume net 30.

Civilian awards often name the Invoice Processing Platform. DoD awards that include DFARS 252.232-7003 generally require electronic payment requests and receiving reports in Wide Area WorkFlow through PIEE, with listed exceptions. Those systems are not AsherGate. The document generator is Coming soon and does not prepare an invoice. Analysis may have extracted invoicing sentences from the old solicitation; those lines are a starting pointer, not an editable payment form. Use the awarded contract.

Using the Silverfen story below, the bid workbook still shows 200 cones at $42, which would be $8,400. The SF 1449 awards 200 each at $40, which is $8,000. Sixty cones have been accepted.

Invoice 60 each at $40, extended price $2,400, through IPP as Section G of the award names. Do not bill $42. Do not send the invoice from AsherGate. Save the IPP confirmation PDF with the company records.