Follow the contract's invoice format, schedule, supporting documentation, approval path, and delivery instructions. Before the first invoice, confirm the project identifier, billing period, payment terms, submission portal or email address, and any required forms. Public clients may require a specific electronic system, cost breakdown, certification, or supporting records. Missing a required item can delay review even when the underlying work is correct.
An invoice should connect clearly to the contract and work performed. Include the contract amount, prior billings, current amount, services or milestones covered, and reimbursable details where required. The person preparing it should be able to trace charges to time records, deliverables, approved changes, and permitted expenses. Do not bill work that was not performed, was misrepresented, or lacks authorization under the agreement.
Submit promptly after the billing milestone. Keep a record of submission and follow the invoice through receipt, review, questions, approval, and payment. If the client rejects an invoice or requests clarification, respond quickly and record the reason. Repeated problems may point to an unclear invoice format, missing backup, a mismatch between the project manager's records and accounting, or a client approval bottleneck.
Coordinate with the project manager before billing when there is a scope dispute, a significant schedule issue, or work awaiting formal approval. Agree on how to describe the services accurately and what contract steps are needed. Keep a log of submitted invoices, amounts due, dates, client contacts, disputed items, and next actions. Review receivables regularly so that one delayed payment does not go unnoticed while the firm continues committing labor.
Ask the controller or CPA how the firm recognizes revenue and handles retainage, disputed amounts, and write-offs. Ask counsel to review unclear payment or invoice provisions, especially when a client challenges charges. Avoid promising a payment date without confirmation from the client.
Use invoice follow-up to resolve issues promptly while keeping communications consistent with the contract and the firm's records.
This is general education, not accounting, tax, legal, investment, or engineering advice; licensed PE judgment and local codes govern.
