Invoice Template for Work Done

Standard Operating Procedure: Invoice Generation and Issuance (Work-for-Hire)

1. Document Control Block

---

2. Executive Summary & Purpose

This SOP establishes the standardized framework for generating professional, legally compliant invoices for completed work. The objective is to minimize payment latency, ensure accounting accuracy, and maintain institutional brand consistency across all client touchpoints.

---

3. Scope & Prerequisites

• Scope: Applies to all personnel authorized to execute billable work under Template Registry protocols.
• Software Requirements: Template Registry Approved Invoice Engine (e.g., QuickBooks, Xero, or verified G-Suite Template).
• Prerequisites: Completed Statement of Work (SOW), verified time-tracking logs, and approved milestone completion certificate.

---

4. Roles & Responsibilities (RACI)

---

5. Step-by-Step Procedure

Phase I: Data Verification

• Cross-reference work logs against the original SOW/Contract ID.
• Confirm milestone delivery or hours billed are pre-approved by the client.
• Validate tax identifiers (EIN/VAT/GST) for both entities.

Phase II: Template Configuration

• Select approved "Template Registry Standard Invoice" format.
• Populate header: Invoice # (sequential), Issue Date, Due Date.
• Populate body: Detailed line items (Description, Rate, Quantity, Subtotal).
• Populate footer: Payment terms (Net 30/15/Due on Receipt), Payment methods (ACH/Wire/Portal).

Phase III: Review & Dispatch

• Conduct internal audit for mathematical errors and branding alignment.
• Export as "Read-Only" PDF/A to ensure document integrity.
• Dispatch to client via secure internal portal or encrypted email chain.

---

6. Quality Assurance & Pro-Tips

Quality Metrics

• Accuracy Threshold: 100% of line items must match the SOW.
• Latency Target: Invoices must be dispatched within 48 hours of project sign-off.

Pro-Tips

• Use Descriptive Labels: Avoid generic labels like "Consulting Work." Use specific nomenclature, e.g., "Architecture Review - Phase 2 - 12.5 hrs."
• Automated Reminders: Set system-level triggers for 3 days pre-due date to maintain cash flow velocity.
• Common Pitfall: Forgetting to apply applicable discounts or withholding tax adjustments. Always document deductions in a separate line item.

---

7. Frequently Asked Questions

Q: What should I do if a client disputes a line item? A: Do not issue a corrected invoice immediately. Freeze the invoice status, initiate a reconciliation meeting, and issue a Credit Memo/Revised Invoice only after formal agreement.

Q: Can I adjust payment terms per individual project? A: No. Payment terms are governed by the master service agreement (MSA). Deviations require written authorization from the Finance Department.

Q: How are invoice numbers assigned? A: Use a strict, sequential alphanumeric format (e.g., TR-2023-001). Never reuse or delete invoice numbers to maintain an unbroken audit trail.

---

End of Document. Authorized by Julian Vance, Chief Architect.