Invoice a customer

This page explains how a customer invoice is raised and what payment terms apply. The contract is always authoritative; see the customer pages for each account.

When you can invoice

  • For a fixed-fee project, invoice against the milestones in the SOW. For example, SOW-ACME-01 (Customer Portal Redesign, $145,000 fixed fee) is invoiced milestone by milestone.
  • For time and materials, invoice from approved timesheets.
  • In both cases, invoice after the customer has accepted the deliverable; see Deliverable acceptance.

Steps

  1. The project manager confirms acceptance and sends the invoice request to Finance.
  2. The Finance Controller (Dan Whitfield) raises the invoice. Invoices are numbered INV-2026-NNNN.
  3. The invoice is sent to the customer's accounts contact, quoting the SOW or project code.
  4. Accounts Payable (Kavya Menon) tracks payment and follows up on late payments.

Payment terms by customer

Customer Payment due Late charge
Acme Corp 30 days 1.5% per month
Globex Logistics 45 days 1% per month
Initech Retail 30 days per MSA
Vandelay Imports 45 days from 2026-04-01 (60 days before) per MSA
Stellar Health 30 days per MSA
Orion Energy 45 days per MSA

For Vandelay, an invoice dated on or after 1 April 2026 uses 45 days; an earlier invoice used 60 days. Always check the signed MSA and any amendment before you quote terms to a customer.

Common problems

  • Rejected deliverable: do not invoice until the issue is fixed and accepted.
  • Wrong customer terms: check the MSA, not an old invoice.
  • Late payment: tell the account owner; see Customer escalation.

Owner: Dan Whitfield - Last updated: 2026-09-24