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. The original invoice can be sent electronically to Accounts Payable or mailed 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 850-891-8788
A proper invoice must include:
1. Name and address of the Contractor
2. Invoice date
3. Invoice number (contractor is encouraged to assign an identification number)
4. Contract number
5. City's Purchase Order number, if applicable
6. Contract line item number, including description, quantity, unit of measure, unit price and extended price of the item
7. Terms of any prompt payment discount offered
8. Name and address of official to whom payment is to be sent
9. Federal Identification Number

City of Tallahassee Standards for Proper Submittal of a Non-Construction Invoice

The vendor shall submit an original invoice electronically to Accounts Payable or mailed 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 850-891-8788
(When a City purchase card has been used for payment, the invoice shall be submitted directly to the cardholder)

A proper invoice minimum requirements:
1. Name of vendor and remit to address
2. Invoice number
3. Date of preparation
4. 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.