Sample Contractor Invoice Template printable pdf download

Sample Contractor Invoice Template

Contractor Invoicing

Because PRCI is a non-profit member organization, special provisions are required to track not only how

expenses on project occur but also when they occur. Invoicing must be submitted per the terms outlined in

each contract. Generally these provisions include



Invoices should be submitted electronically to .



All invoices must contain the contract number (of the format PR-XXX-XXXX).



It is preferred that invoices be submitted monthly.



Clearly identify the billing period (for example June 1 to July 5, 2014).



Identify the total cost incurred less any contractor cofunding with a net amount due PRCI.

o If the charges span multiple calendar years (for example December 5, 2013 to January 5,

2014), the charges for each year must be identified separately (i.e., the portion of the

charges for 2013 and the portion for 2014).



The contract may include a holdback provision pending the receipt of the final deliverable. If an

invoice is submitted in excess of the holdback threshold and the final project deliverable has not

been received, a partial payment will occur. The balance of the invoice will be paid upon the

receipt of the project deliverable.



Invoices shall provide sufficient cost breakdown, including identification of the person

performing work, the rate, and a short description of the effort.



If the work is for a milestone contract, the invoice shall include a breakdown of charges by

milestone. Each milestone shall identify the billing period and breakout by calendar year if

applicable.

Failure to comply with the invoice provisions of the contract will result in a rejection of the invoice and a

subsequent delay in payment. An acceptable sample invoice is shown below.

If there are differences between this document and the contract, the provisions in the contract prevail.

Sample Contractor Invoice Template