Service Center: Invoicing Best Practices for Quick Approvals

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Published November 28, 2017

Managing a service center includes invoicing customers for goods or services rendered. Follow these best practices for timely invoice approval and processing.

Best Practices in Service Center Invoicing

  • Include the name and account number of the service center as displayed on your service center fee approval documentation.
  • An invoice number or another unique identifier should be included on the invoice to assist with the tracking of the payments received.
  • The date or range of dates should be clearly displayed on the invoice (pre-billing is not allowed).
  • Clearly display the nature of the services rendered and the number of units sold and the extension of the total price per line item (i.e. # units X approved rate per unit) (this must match your fee approval documentation).

Fee Development and Approval Process

Remember you should never be charging rates that have not been approved through the rate development process which was developed by Financial Management to work closely with our customers during the process.

Develop a Service Center Fee

There are standardized forms for the development of service center fees . Included in these forms are standardized calculations which will provide managers and leadership with a component cost breakdown for the fees, including subsidies, to assist with the sustainability of services and programs.

Reviewing Invoices

Financial Management is here to help. If you would like to have the cost accounting team review an invoice prior to submitting for payment you can reach out to the team.

Contact the Cost Accounting Team

Ashley Butcher Picture

Ashley Butcher

Asset Management and Cost Accounting

Financial Management

Phone: 716-645-1521

Email: ambutche@buffalo.edu

Valerie Dennis

Valerie Dennis

Asset Management and Cost Accounting

Financial Management

Phone: 716-645-2604

Email: vlb5@buffalo.edu

Ian Frost picture

Ian Frost

IFR, Revenue Accounting and Treasury Management

Financial Management

Phone: 716-645-0232

Email: ianfrost@buffalo.edu

Carrie Hutchins

Carrie Hutchins

IFR, Revenue Accounting and Treasury Management

Financial Management

Phone: 716-645-2640

Email: chutchin@buffalo.edu