Invoice Requirements


To support accurate record keepingg, timely review, and prompt payment, all vendor invoices must be complete, accurate, and clearly documented. Invoices that are missing required information or supporting documentation may be returned for correction and could result in payment delays.


Each invoice must include the following:


  • Vendor Name & Contact Information – Include the company name, primary contact person, phone number, and email address.


  • Property Address – Clearly state the full property address where the work was performed.


  • Work Order/Job Number – Include the assigned work order or job number for accurate tracking and reference.


  • Invoice Number & Invoice Date – Each invoice must have a unique invoice number and clearly state the date it was issued.


  • Detailed Description of Completed Work – Clearly describe the work performed, including repairs, services, materials installed, and the areas addressed.


  • Labor & Material Costs – Itemize labor and material charges separately when applicable. Quantities, rates, and unit costs should be included when appropriate.


  • Applicable Taxes & Fees – Clearly identify any applicable sales tax, service fees, disposal fees, or other approved charges.


  • Total Amount Due – Clearly state the final amount requested for payment.


  • Before-and-After Photos – Provide clear photos documenting the condition before work began and the completed work after the repair, when applicable.


  • Receipts/Invoices for Approved Materials – Provide supplier receipts, material invoices, or other supporting documentation when requested by Property Management.


  • Approved Additional Work – Any additional work or charges must be supported by the corresponding written authorization from Property Management. 


An invoice is not considered approved simply because it has been submitted. All invoices are subject to review and verification by Property Management. Incomplete documentation, discrepancies, or unauthorized charges may result in the invoice being returned, payment being delayed, or charges being rejected.