Invoice Check List/Common Invoice Issues
Invoice Check List/Common Invoice Issues
| Common issues/questions | How to rectify/avoid any knockbacks |
| Incomplete/incorrect addresses |
The invoice should have the full property address to avoid confusion now or in the future. For example we have several properties on the same streets or 2 properties with the same street name but in different areas of the north east. If you are unsure this will be on your job sheet which is emailed to you or you can call the office |
| Addressed to Landlord | You will be given the landlord’s name at time of receiving the go ahead for a job. Please ensure that your invoice is addressed to the landlord. |
| Unclear handwriting | If you are handwriting your invoices and these are not legible you will be asked to reinvoice. |
| Job hasn’t been closed on the system |
Following a job being completed at a property, you must contact the office. We will then provide you with your Purchase Order code and ensure the job is closed on our system. Any invoices for jobs that have not been closed on the system will be knocked back as we have not been informed it has been completed. |
| No purchase order code on the invoice | The Purchase Order code must be handwritten/typed on your invoice. |
| Incorrect price on invoice | When you call the office to close the job on the system we will inform you of the final price for the invoice. |
| Not enough detail | Any invoice with not enough detail of what the tradesman has done or that we don’t understand will be knocked back. Please ensure invoices clearly state what work was carried out. |
| Any photos for work completed? |
Depending on the work you are completing we may ask you for photos for before/after the job you are carrying out. Examples of this will be:
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| Is there any guarantee on parts/labour? |
Is there any guarantee on the parts you have fitted? Any invoice where a guarantee is needed will be knocked back if it is not on the invoice. The guarantee on the invoice must show who to contact and how long the guarantee is for? If the work is a material then the guarantee must be with the manufacturer not the tradesman. E.g. if a new boiler has been fitted the guarantee will be with the boiler company not the engineer and the invoice needs to have on the contact details for the boiler company so we know who to call in the future if there is a problem with the boiler while under guarantee. Any guarantee paperwork must be attached to the invoice. You may want to state on your invoice ‘no guarantee on parts fitted/no guarantee on repair’ |
| New appliance installed and no details given on invoice regarding make/model etc | If you are installing a new shower/extractor fan/cooker etc please make sure you are detailing the make and model on your invoice |
| What room was work carried out in? | Please be specific with the work you are doing and where this is. ‘Replaced tap’ is not helpful if the tap leaks again after a month. ‘Supplied and fitted new mixer tap to kitchen sink’ is more informative. This is essential for future issues so we know what work is covered under Guarantee and you are not sent out in future to repair work that wasn’t completed by yourself. |
| External pipework – does it match the existing pipework? | Please note on your invoice or send in photos to confirm if you are replacing part of guttering/downpipes that the colour matches the existing pipework to avoid invoices being held back for us to ask the question. |
| Blockages in drains/pipework – can you tell me what the blockage was? Is the tenant at fault? |
Whenever possible we require information of what was blocking drains/pipework. If there was a build-up of hair/food/sanitary products/childrens toys this is a tenants responsibility and they will be responsible for the call out you have charged. We require this information to ensure the landlord is not charged incorrectly. |
| Follow up work |
For all types of work which may need following up, we need to know if this will be done or not? Please provide this detail on the invoice. Examples of this are a leak in ceiling – ceiling has been plastered but still needs painting. Another example would be an extractor fan fitted - does the tiling on the walls need altering etc |