Invoicing

Summary

If the Economic Development team needs to invoice an external person or organization, the best practice is to create a budget, get the budget approved by the external organization, then send the approval to the Director of Finance (DOF) along with instructions for creating the invoice. 

The Economic Development Team cannot directly invoice external partners. It must be done by 

In some circumstances a Pro-Forma invoice is necessary. The Economic Development Team can create Pro-Forma invoices.  

Create Budget 

Before an invoice is a created, the Economic Development Team will create a budget for the service. This can be a spreadsheet with a detailed breakdown of expenses, or it can be as a simple as an email stating the cost of a service. 

External Budget Approval

The budget must be approved by the external organization. This could be a signed agreement, or it could be as simple as an email stating the budget is approved. If a budget is first verbally approved, it must still be approved in writing (e.g., an email). 

Request Invoice from DOF

Once a budget has been approved and is ready for invoicing, the Economic Development Team will ask the DOF to invoice the external organization. This can be an email and should provide the budget, evidence of the budget approval, the organization's name & address, the terms of the invoice (e.g., net 30), and the profit centre the funds will go to.