Guru's Verification engine ensures consistency, confidence, and trust in the knowledge your organization shares. Learn more.

Submitting Consultant Invoices for Service Fees

Additional Materials:

To Submit an Invoice for Service Fees

Step 1: Select your Anticipated Payment

  1. When ready to submit your invoice
    1. Option 1: on the Home Page Your Next Steps, choose the anticipated payment by clicking the little round button at the left of your selected service payment and click Submit Invoice.
    2. Option 2: if you click on any payment number (blue hyperlink) or go to the payment tab and open a payment, you will need to use the Submit Invoice button to continue with Step 2.
    • Note: Only one payment at a time can be selected for invoice submission.

Image 1: Option 1 Selecting a payment on the Home Page Next Steps

image.png

Image 2: Option 2 Submit Invoice button on the payment

image.png

Step 2: Complete the submit invoice form

  1. You will be prompted to complete the Submit Invoice form:
    • Complete the Invoice Date and Invoice Number
    • Update, if needed, Service Period Start, Service Period End, and Amount
    • Once completed, click Next.

Keep in mind:

  • If there are any errors in the field entries, a detailed error message will appear when you try to click NEXT. You must correct the error before you can proceed forward.
  • The system will look at:
    • Unique Invoice Number -- each invoice should have a unique number
    • Unique Service Period -- you should only be submitting one invoice per service period
  • If the information on this page does not match the details of the invoice you upload, there will likely be a delay in the processing of the payment.

image.png

Step 4: Upload invoice and submit

  1. Once you select Next, You will be prompted to Upload Invoice:
    • Follow the instructions on the UPLOAD INVOICE page to upload a file by browsing for or dragging & dropping in a PDF version of your invoice.
    • For instructions on creating a PDF file from another file format, click on the help link provided.
    • Once your invoice is uploaded, click on SUBMIT to receive a confirmation that you have successfully completed the invoice submission process. Scroll to the end of these instructions to read What to Expect After Submitting an Invoice.
    • Click Submit when done

Image 3: Upload Invoice Prompt (no filed uploaded yet)

image.png

Image 4: Upload Invoice Prompt with pdf Invoice Uploaded image.png

Image 5: Confirmation once Submitted

image.png

What to Expect After Submitting an Invoice

  • Your invoice will be reviewed in detail by your Program contact familiar with your contract.
  • The goal of the review is to confirm that the invoice details match the terms of the consulting agreement, specifically:
    • Service Period Start and End Dates must take place within the contract start and end dates.
    • For service fee invoices only, Service Period Start and End Dates must not overlap with the service period of any previously paid invoice.
    • The Amount invoiced must be aligned with the payment terms of the contract, and not duplicate a previously submitted invoice or lead to the total of all payments to exceed the total contracted amount.
    • The Invoice Number must be unique and not have been submitted previously.
    • The invoice description of the services performed must align with the services contracted.
  • Once the reviewer confirms that the contracted terms have been met, they will approve the invoice to proceed to our Accounting Department to initiate and complete the payment process.
  • If the reviewer determines that any of the contract terms have not been met, they will move the invoice to “Denied Payment” status, and you will receive a notice requesting invoice correction and resubmission.
  • You can check the status of any payments by logging into the Portal and selecting the PAYMENTS link from the top of the HOME page, where you will be taken to a summary view of payments in Upcoming, Under Review, Denied, and Paid status. (See image below)
    • image.png

Denied Payments

  • DENIED PAYMENTS awaiting your action will also be highlighted at the bottom of the portal HOME page, under “Your Next Steps.”
  • You can resubmit your payment in the same way that you submitted initially:
    • by clicking the little round button at the left of your selected payment on Home Your Next Steps, or
    • if you click on any payment number (blue hyperlink) or go to the payment tab and open a payment, you will need to use the Correct Invoice button
  • Please pay close attention to the "Denied Reason" in order to address any errors.
    • image.png

You must have Author or Collection Owner permission to create Guru Cards. Contact your team's Guru admins to use this template.