Submitting a Proper Invoice
Below are instructions for proper submittal of invoices. Take care to select the appropriate set of instructions based upon whether the invoice is for Construction/Consulting service or Non-Construction services.
Construction or Consulting Invoice
- The Contractor shall submit an original invoice (or electronic invoice, if authorized,) at the end of every [month, quarter, etc] in which services were rendered, to the following address:
City of Tallahassee
Accounts Payable Section, A-28
300 South Adams Street
Tallahassee, Fl. 32301-1731
Telephone (850) 891-8280, Fax 891-8788
- A proper invoice must include:
- Name and address of the Contractor
- Invoice date
- Invoice number (contractor is encouraged to assign an identification number)
- Contract number
- City's Purchase Order number, if applicable
- Contract line item number, including description, quantity, unit of measure, unit price and extended price of the item
- Terms of any prompt payment discount offered
- Name and address of official to whom payment is to be sent
- Federal Identification Number
City of Tallahassee Standards for Proper Submittal of a Non-Construction Invoice
- The vendor shall submit an original invoice (or electronic invoice, if authorized,) to the following address:
City of Tallahassee
Accounts Payable Section, A-28
300 South Adams Street
Tallahassee, Fl. 32301-1731
Telephone (850) 891-8280, Fax 891-8788
- A proper invoice minimum requirements:
- Name of vendor and remit to address
- Invoice number
- Date of preparation
- Item description, quantity and price
Purchase orders are required prior to construction beginning on City projects, professional services being offered to City departments, or goods shipped to City locations.